Contract renewal tracker for agreements signed in Adobe Sign

I want a contract renewal tracker that replaces the spreadsheet our finance and legal ops team keeps for everything we have signed in Adobe Acrobat Sign. The important thing to understand up front is that Adobe Acrobat Sign has no concept of a renewal date, a contract owner or a renewal decision. The app itself owns those fields and is the system of record for them. Adobe Acrobat Sign is read only here.

The main view is a table of completed agreements. Load them with Search Agreements filtered to the COMPLETED and SIGNED statuses, and enrich each one with Get Agreement to pick up the date it was signed and the counterparty. Take the counterparty name and email from the agreement participant information returned by Get Agreement, falling back to Get Agreement Members if the participant email is not present there, because the renewal email needs a real address to draft to. Columns are agreement name, counterparty, signed date, renewal date, term length, annual value, internal owner, renewal decision and days remaining. Page through results rather than loading everything at once, and cache the enrichment so the table does not refetch every agreement on each render.

Add a Renewals Due filter that narrows the table to anything with a renewal date inside the next 90 days, and colour code each row by urgency based on days remaining. Under 30 days is red, 30 to 60 days is amber, 60 to 90 days is yellow, and anything further out or already decided is neutral. Rows with no renewal date at all need their own visible state, because those are the ones somebody still has to fill in. Sort by days remaining by default so the most urgent contracts sit at the top.

Where our templates captured term details as form fields, read them automatically with Get Agreement Form Data. That operation returns CSV rather than JSON, so parse the CSV and map likely field names onto renewal date, term length and annual value. Use fuzzy matching on the field labels, since template authors name things inconsistently. Pre-fill the row from whatever you find and show clearly which values came from the agreement itself versus which a person typed, so nobody has to guess whether a date is authoritative.

Where the form fields did not capture the details, the user types the renewal date, term length, annual value and internal owner directly into the row, editing inline. The app persists those fields itself, keyed by the Adobe Acrobat Sign agreement id, so they survive refreshes and are visible to everyone on the team. A value typed by a person always wins over a value parsed from form data, and edits should never be written back to Adobe Acrobat Sign.

Clicking a row opens a detail panel. It shows the signed PDF via Download Combined Document and the audit trail via Download Agreement Audit Trail. Both return raw PDF bytes rather than JSON, so serve them for inline viewing and download rather than trying to parse them. The panel also carries a renewal decision status the user sets to Renewing, Renegotiating or Not renewing, and a free text notes log where entries are appended with the author and a timestamp rather than overwriting what was there before. Decisions and notes are app owned and stored per agreement.

From a row I want three actions. A Start renewal button that drafts outreach to the counterparty with Gmail Create a Draft, addressed to the counterparty email and referencing the agreement name, the signed date, the upcoming renewal date and the annual value. It creates a draft only and never sends. A Notify owner button that posts to Slack with Send a Message, telling the internal owner which contract is coming up, how many days are left and what the current decision is, with a link back to the row. An Export button that pushes the current filtered view, not the entire table, into our finance spreadsheet with Google Sheets Append Values for quarterly planning, one row per agreement with the same columns shown on screen.

The people using this are finance and legal ops, so the table is the product. Keep it dense and readable, make inline editing fast, and make it obvious at a glance which contracts are missing a renewal date or an owner, since that is the gap the spreadsheet never solved.