> ## Documentation Index
> Fetch the complete documentation index at: https://alpha.developer.tomorro.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Non-Technical scoping

> Back up your signed contracts: what the business owner decides, and the brief to hand to IT

**Goal:** every contract signed in Tomorro is also saved as a PDF in your own storage (SharePoint, Google Drive, Box, S3...), with no download by hand. Your teams keep a copy where they already work, and your IT keeps a backup it controls.

**TL;DR:** one flow, plus a one-off export, run by a no-code tool (Make, n8n, Zapier) or a few lines of code.

* **Flow 0: Initialisation.** Run once: every contract already signed in Tomorro is copied to your storage.
* **Flow 1: Contract signed.** As soon as a contract is signed in Tomorro, its signed PDF lands in your storage.

Two ways to organise the backup:

* **Simple (recommended):** every signed contract lands in **one folder**, with a clear file name and, if your storage supports it, metadata columns (contract type, counterparty, signature date) to sort and filter.
* **Advanced:** the backup **mirrors your Tomorro folder tree**. Possible, but much more work to build and to maintain: Tomorro does not give the folder path of a contract, so IT has to rebuild your Tomorro storage rules in the integration.

**For the business owner.** A few decisions, no technical skills needed. Fill in the brief below and send it to your IT team or integrator: with the [Technical recipes](/guides/backup-your-signed-contracts/technical-recipes), it has everything they need.

## Brief for your IT team

Copy this brief, fill in the blanks, and send it to your IT team or integrator. **It is all they need from you.**

```markdown Brief for IT theme={null}
Subject: Tomorro signed contracts backup — ready to build

Hi,

I have done the business part of the Tomorro signed contracts backup. Over to you:
everything you need to build it is below.

1. Scope
- Storage: ______________________ (e.g. SharePoint, site "Legal", library "Contracts")
- Contracts to back up: ______________________ (e.g. every signed contract / only some contract types)
- Contracts already signed (Flow 0): yes / no
- Organisation: simple (one folder) / advanced (mirror the Tomorro folders)

2. File name and metadata
- File name: ______________________
- Metadata columns: ______________________ -> ______________________
- ______________________ -> ______________________
- ______________________ -> ______________________

3. Timing
- Flow 0 - Initialisation: ______________________ (e.g. once, before go-live)
- Flow 1 - Contract signed: ______________________ (e.g. as soon as the contract is signed)

4. Done on my side
- [ ] Destination folder created, write access given to the integration account
- [ ] Advanced only: list of our Tomorro storage rules, per contract type

Your part (all in the technical recipes):
- Technical recipes: https://alpha.developer.tomorro.com/guides/backup-your-signed-contracts/technical-recipes
- API key and webhook: Tomorro > Settings > Integrations, from a dedicated superadmin account

Thanks!
```

## Help to complete the brief

### 1 - Scope

| Question | Example answer | Why it matters |
| - | - | - |
| Where should the copies go? | SharePoint, site "Legal", library "Contracts" | IT needs access to it |
| Which contracts? | Every signed contract | Or only some contract types: the integration skips the others |
| Back up the contracts already signed? | Yes | If not, Flow 0 is not needed |
| One folder, or the Tomorro folder tree? | One folder, with metadata columns | The tree is much harder to build and to keep in sync (see below) |

<Accordion title="Why mirroring the Tomorro folders is harder">
  In Tomorro, the folder of a contract comes from **storage rules** on each contract type (e.g. "Contract type = NDA and counterparty country = France → Legal / NDA / France"). The API does not return a folder path for a contract, so the integration has to apply the same rules itself, from the contract's data.

  Consequences: every rule has to be listed and rebuilt in the integration, and every time a rule changes in Tomorro, the integration has to change too.

  Most storage tools (SharePoint, Google Drive) give a better result with **one folder and metadata columns**: sort, filter and save views by contract type, counterparty or date, with nothing to maintain.
</Accordion>

### 2 - File name and metadata

How each signed PDF is named, and which contract data goes along with it.

<Info>
  Example only: choose the name and the columns that fit your storage.
</Info>

| Tomorro data | In the storage | Rule |
| - | - | - |
| Contract name + contract id | File name | e.g. `NDA - Acme - 7d12db6f.pdf`: unique, even for two contracts with the same name |
| Contract type | Column "Contract type" | Copied as is |
| Counterparty | Column "Counterparty" | Copied as is |
| Signature date | Column "Signature date" | Copied as is (contracts signed after go-live) |
| Link to the contract | Column "Tomorro link" | Opens the contract in Tomorro |

### 3 - Timing

When should each automation run, and what starts it?

<Info>
  Example only: choose the timing that fits your process.
</Info>

| Flow | What starts it | When it runs |
| - | - | - |
| Flow 0 - Initialisation | Run by hand | Once, before go-live |
| Flow 1 - Contract signed | Every contract signed in Tomorro | As soon as the contract is signed |

### 4 - Checklist

* [ ] Scope (1), file name and metadata (2) and timing (3) validated
* [ ] Destination folder (and metadata columns) created in the storage, write access for the integration
* [ ] Advanced only: the storage rules of each contract type listed (the storage settings of each contract type, see [Configure contract storage](https://help.tomorro.com/en/articles/13459997-configure-contract-storage) in the help center)
* [ ] An IT contact or integrator to build the flows, and the brief sent to them


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