Organization-wide Contract Sync

What is Organization-wide Contract Sync?

Our Microsoft 365 app ensures you never miss another contract by automatically importing contracts from Outlook.

By connecting your Microsoft 365 and Pivott accounts, we can automatically detect when an email contains a contract attachment from a vendor in your vendor directory or from a trusted email you set. Then, the contract is automatically imported into your Pivott instance!

Organization-wide Contract Sync differs from User Contract Sync in two ways:

1. This is entirely administrator-controlled.
2. All users are enrolled automatically and do not need to authenticate individually.

How to connect your Microsoft 365 instance

Step 1 - Microsoft Entra

First, we'll need to identify your Microsoft 365 Entra tenant in order to authenticate.

• Log into your Microsoft Entra tenant and head to your tenant Overview tab.
• Here you'll find the Tenant ID. Please note this for later.

Next, we'll want to set up a Group for Organization-wide Contract Sync. This will be how you control which Microsoft365 users have access to this feature.

• Under your tenant, head to Groups.
• Then, either create a new Security group or use an existing one.
• Ensure all the users you'd like to have access are now members of the group.
• Again, note the Group ID (called the Object ID) for later.

Finally, we'll want to ensure that Pivott is set up as an Enterprise Application in your tenant. This is how we'll use Application Permissions to perform the sync action. See Microsoft permissions breakdown below for more information.

• Head to Enterprise apps   (if at least one user has logged into Pivott with Microsoft SSO you should already have an application)
• Head to the Permissions   tab and see if the 3 Application permissions   below are granted.
• If not, as an administrator with a Pivott account, click Grant admin consent...   and authenticate

You're done in Entra, congrats! Now, let's head back to Pivott.

Step 2 - Pivott

Head to https://app.pivott.io/settings/contract-sync in the Pivott app. Then, clicking Sync email for...  

We'll now use the Tenant ID   and Group ID   from Step 1   above to connect the applications.

You may also wish to customize your organization's sync settings below. Here you can:

• Select or deselect the third-party e-signature services   you want Contract Sync to import from automatically.
• Edit your Blocked Emails   list.
• Add to your Trusted Emails   list.

Click Save And Sync Account   and you should now be connected. Congrats! 🥳

How does Contract Sync work?

How to edit your Contract Sync settings

1. In your Settings Page, navigate to Contract Sync.
2. Under Contract Import Rules, click Edit.
3. Select or deselect the Contract Signing Service you want Contract Sync to import from automatically.

4. Edit your Blocked Emails list.

• Add a Blocked Email:

• Enter an email address you want to exclude from contract imports.
• Click Add.
• Remove a Blocked Email:
  • Click X beside the Blocked Email address.

5. Add your Trusted Emails list
   • Add a Trusted Email:
     • Enter the email address to automatically import contracts from.
     • Click Add.
   • Remove a Trusted Email:
     • Click X beside the Trusted Email address.
6. Click Save.

Microsoft permissions breakdown

Pivott will request the following Application permissions to enable Organization-wide Contract Sync's functionality:

• User.Read.All  
  • Read all users' full profiles
• GroupMember.Read.All  
  • Read all group memberships
• Mail.Read  
  • Read mail in all mailboxes

Please visit https://www.pivott.io/security or https://trust.pivott.io/ if you have any questions about our privacy or security. You can also reach out to help@pivott.io any time.