--- title: "NDA Register Review and Renewal Workflow With AI Agents | Kylon" description: "How legal operations reviews an NDA register, schedules renewals, re-checks template findings and closes the quarter in one Kylon room, with people approving each change." url: "https://kylon.io/use-cases/nda-register-review" language: "en" --- [HOME](https://kylon.io/)\>[Use Cases](https://kylon.io/use-cases)\>NDA Register Review: Each Agreement Checked for Term, Renewal and Template Use Case8 min read # NDA Register Review: Each Agreement Checked for Term, Renewal and Template Thirty NDAs are checked against the executed copies in Box, the register in Attio and the template matrix, renewals are scheduled and the close-out files are created new in SharePoint. Legal operations approves every change before anything is written. [Get started](https://app.kylon.io/sign-up) Kylon TeamProduct November 6, 2026 ## 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 Rows reviewed early in the quarter quietly go out of date, and the close-out ends up describing a register that no longer exists.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 People - Legal operations lead Runs the quarterly review, approves every disposition and renewal date, and signs off the close-out files - Commercial counsel Decides template questions and how an acquisition affects an existing agreement - Partnership managers Confirm whether a relationship is still live and chase renewals and signatures with their counterparties Agents - NovaRegister reviewer Reads each executed NDA in Box and its record in Attio, applies the template matrix, and proposes a disposition and renewal date for every row in scope BoxAttioGoogle Drive - RyanPriority list auditor Checks the paralegal's renewal priority list against the approved dispositions and re-verifies every wrong-template finding before close-out Google DriveAttioBox - FinSignatures and close-out Drafts renewal and signature requests for a person to send, and prepares the four close-out files for approval [Gmail](https://kylon.io/integrations/gmail)SharePoint[Slack](https://kylon.io/integrations/slack) 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. ```mermaid flowchart TD first["Nova proposes a disposition and
renewal date for each NDA in scope"] ok1["Legal operations lead approves
before Attio is written"] renew["Fin drafts a request for each
agreement in the renewal window"] sendreq["Partnership manager sends each request"] audit["Ryan checks the priority list
against the approved dispositions"] fixlist["Paralegal corrects the list,
legal operations lead confirms"] acq["Nova re-checks each NDA
with that counterparty"] tmpl["Ryan re-verifies every
wrong-template finding"] sig["Nova files the copy in
Box, re-checks the row"] counsel1["Commercial counsel
decides each one"] counsel2["Commercial counsel
confirms the reading"] oksig["Legal operations lead
approves the rows"] close["Fin prepares summary, renewals,
exceptions and sign-off files"] sign["Legal operations lead
approves and signs"] first --> ok1 --> renew --> sendreq --> audit --> fixlist fixlist -->|acquisition| acq fixlist -->|matrix revised| tmpl fixlist -->|countersigned| sig acq --> counsel1 tmpl --> counsel2 sig --> oksig counsel1 & counsel2 & oksig --> close close --> sign class first,renew,audit,acq,tmpl,sig,close agent class ok1,sendreq,fixlist,counsel1,counsel2,oksig,sign person classDef agent fill:#FFFFFF,stroke:#DCD3C8,color:#1B1712 classDef person fill:#EEF0E3,stroke:#6E7447,color:#1B1712 classDef event fill:#F4ECDD,stroke:#F4ECDD,color:#564C42 ``` | Stage | What happens | Who acts | Who decides | | --- | --- | --- | --- | | First pass | Each NDA in scope gets a disposition, such as current, renew, wrong template, missing signature or expired, from its Box copy, its Attio record and the matrix | Nova | The legal operations lead approves before Attio is written | | Renewal scheduling | Agreements inside the renewal window get a renewal date and a request to the counterparty | Nova, then Fin for the requests | A partnership manager sends each request | | Priority list audit | The paralegal's priority list is checked against the approved dispositions, row by row | Ryan | The paralegal corrects the list and the lead confirms | | Acquisitions | NDAs with a counterparty that changed hands are re-checked against the new parent's record and any agreement already in place | Nova | Commercial counsel decides how each one is handled | | Template revision | Every NDA currently marked wrong template is re-verified under the revised matrix | Ryan | Commercial counsel confirms the reading of the revision | | Signatures | Countersigned copies that arrive by email are filed in Box and their rows re-checked | Nova | The legal operations lead approves the updated rows | | Close-out | Four new files are created in SharePoint from the current register: summary, renewals, exceptions and sign-off | Fin | The legal operations lead approves and signs | Stages of a quarterly NDA register review. Counterparties, IDs and dates in this example are illustrative. ## 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](https://kylon.io/integrations/gmail) - Google Drive - SharePoint - [Slack](https://kylon.io/integrations/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. Set-up prompt Set up our NDA register review desk in this Room. Take it one step at a time and wait for my OK before you move on. 1. Connect Attio, Box, Gmail, Google Drive, SharePoint and Slack. Tell me which ones still need connecting. 2. Ask me who works this desk: the legal operations lead, commercial counsel and the partnership managers. Help me invite them to this Room. 3. Build an NDA Register App with columns NDA, Counterparty, Finding and Status, one record per agreement. Pull in the rows currently in Attio and match each one to its executed copy in Box. 4. Read each executed copy against its Attio record and the template matrix in Google Drive. Propose a disposition and renewal date for every row in scope. Flag any blank signature block, wrong-template finding, missing review date or matrix version, and any row that falls outside this review. 5. Draft renewal and signature requests as Gmail drafts and prepare each close-out file for SharePoint. The legal operations lead approves every disposition and close-out file before anything lands in Attio or SharePoint. Each renewal or signature request is sent by the relevant partnership manager. 6. Write into this Room's guideline that every row in scope gets the full recording fields, that nothing is written to an excluded row, and that the legal operations lead approves every change before it lands in Attio or SharePoint. 7. After one clean quarter, offer to turn the first-pass review into an Automation. Before you start, ask me for our rules one at a time. [Get started](https://app.kylon.io/sign-up) Your first company harness. Where humans and agents run your business together. [Get started](https://app.kylon.io/sign-up) ## More Use Cases [View all](https://kylon.io/use-cases) [ ### Records Retention: A Disposition Cycle Where Every Date Traces to Its Source Each quarter, every in-scope Box record is dispositioned against the retention schedule, its classification, open legal holds and its own closure date in one Kylon room. Agents walk the records and check the certificate, and the records desk lead approves each write. 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