NDA Register Review: Each Agreement Checked for Term, Renewal and Template

Thirty agreements, three systems and a template matrix that keeps moving

An NDA register should answer three questions for every agreement: is it signed by both sides, is it on the form the relationship calls for, and when does it need renewing. The answers sit in different places. The executed copies are PDFs in Box, the register and each counterparty's relationship status live in Attio, and the template matrix that says which form fits which kind of relationship is a document in Google Drive.

A quarterly review means opening each PDF, checking signature blocks and term dates, comparing the form with the matrix and updating the register by hand. Then a counterparty is acquired, counsel revises the matrix, and two countersigned copies arrive by email in the same week. Rows reviewed early in the quarter quietly go out of date, and the close-out ends up describing a register that no longer exists.

Who works in the room

Legal operations runs the review in a single Kylon room. Nova is the default agent and leads the first pass; for the thirty executed copies it splits the reading across parallel helpers and gets one table back with signatories, dates and form version for each agreement. Questions about the priority list go to Ryan, whose specialty it is. When dispositions are approved, Nova hands the renewal and signature rows to Fin in a new thread with the brief already written. Nova and Ryan read Attio through a lasting grant the partnerships lead approved for the room.

How the quarter runs

The template matrix and the recording conventions sit in the review folder in Google Drive, and the room guidelines repeat the convention that matters most: every row in scope gets the full set of recording fields, whether or not its disposition changed.

Acquisitions, a new matrix and late signatures

Two kinds of change cause most of the rework. When counsel revises the template matrix, a form that was wrong last week may be acceptable now, and one that was fine may not be. Ryan re-verifies every NDA marked wrong template under the revised matrix before close-out, not only the ones someone remembers, and posts the rows whose finding changed.

An acquisition usually arrives as a message from a partnership manager before Attio is updated. Nova treats the message as the trigger, re-checks only the NDAs with that counterparty, and notes on each row what changed and on whose word. Countersigned copies are filed in Box as they arrive and their rows re-checked the same day. Rows a change does not touch keep their disposition but still get this review's recording fields.

What the checks catch

• The three legacy agreements with D-series IDs, which sit in the register but outside this review, so nothing is written to them
• An executed copy in Box with one signature block blank, while Attio shows the agreement as fully signed
• A wrong-template finding that no longer holds after the matrix revision, or a current agreement the revision now puts on the wrong form
• A row whose disposition did not change but which is missing this quarter's review date and matrix version
• A close-out step that would update last quarter's SharePoint files instead of creating four new ones

What stays with people

• Approving every disposition and renewal date before it is written to Attio
• Sending each renewal or signature request, which Fin prepares as a draft in Gmail
• Deciding how an acquisition or a non-standard clause affects an agreement
• Signing off the four close-out files

Integrations in this workflow

Kylon is not a contract lifecycle tool, and it is not meant to stand in for one. It sits across the places the register already lives and holds the coordination between them.

• Attio
• Box
• Gmail
• Google Drive
• SharePoint
• Slack

• Attio holds the register, one record per NDA linked to the counterparty and its relationship status
• Box keeps the executed NDAs and each countersigned copy as it arrives
• Google Drive holds the template matrix, the recording conventions and the paralegal's priority list
• SharePoint receives the four new close-out files each quarter
• Gmail carries renewal and signature requests, each a draft a partnership manager sends
• Slack is where partnership managers flag acquisitions and signature news from outside the room

Where to start

Start with one quarter and the agreements already in Attio. Connect the Box folder that holds the executed copies, and put the template matrix in the review folder. The room guidelines need one rule above the rest: agents may propose dispositions and draft requests, nothing is written to a legacy row, and the legal operations lead approves every change before it lands in Attio or SharePoint.

“A register is only as current as its last re-check, so every change to the matrix re-checks every row it could touch.”

Set it up with your agent

Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it.