Launching Plexus out to your team? We've put together a range of helpful email templates, to help you communicate consistently across your rollout. We link through to some of our most useful help guides, which will help to propel your users into Plexus, whilst promoting self-education of the tool. Use any of the below templates to download, copy, paste and modify across your rollout.
Email 1. Business launch email
The Business launch email introduces, educates and adds excitement around the Plexus rollout. Use and modify this template to announce the business launch of Plexus, and to encourage users to log in to their accounts.
Copy and Paste the following:
Contract Management Business Launch Email
Subject: Important Update: New Process for Contract Management with Plexus
Dear [Recipient's Name/Team],
I hope this message finds you well. As part of our ongoing efforts to streamline our contract management processes and ensure greater efficiency and security, we are excited to announce a significant change that will affect how we handle contracts moving forward.
Effective immediately, all contract-related activities—including review, approval, signing, and storage—will be managed through Plexus, a leading contract management technology platform.
This change will help us improve contract visibility, reduce turnaround times, and enhance overall compliance and governance within [COMPANY].
What This Means for You:
Contract Submission: All new contracts or agreements should now be submitted through Plexus for review and processing.
Review and Approval: Plexus will facilitate a faster review and approval process, allowing stakeholders to collaborate more effectively.
Signing: Contracts will be signed digitally via Plexus, ensuring a secure and efficient signing process.
Storage: All signed contracts will be stored securely in Plexus, making it easy to access and manage contracts in one central location.
Action Required:
Cease the Old Process: Please discontinue any previous practices of contract management outside of Plexus immediately.
Familiarise Yourself with Plexus: We will be providing training sessions and resources to help you get acquainted with Plexus. Look out for upcoming communications on this.
Redirect: If you come across any contracts being processed outside of Plexus, please kindly redirect them to the new process by informing the involved parties about this change.
Support and Questions:
We understand that changes like this can require some adjustment. Should you have any questions or need assistance with Plexus, feel free to reach out to [Designated Contact Person/Support Team] at [Contact Information].
Best regards,
[Your Name]
[Your Position]
[Your Contact Information]
Copy and Paste the Following:
Subject: Transition to New Legal Support Request Process through Plexus
Dear [Recipient's Name/Team],
I hope this email finds you well. We are writing to inform you of an important update to our processes for requesting legal support within [Company Name]. To enhance our efficiency, ensure consistency, and provide a seamless experience, we have partnered with Plexus, a leading matter management technology provider.
Effective [Effective Date], all requests for legal support will need to be submitted through Plexus. This new process will help us better manage legal matters, from initial request to resolution, ensuring that we can provide timely and effective support to our business.
Key Benefits of Using Plexus:
Centralised Requests: All legal support requests are managed in one place, making it easier to track and manage.
Streamlined Process: Simplifies the process of requesting legal support, allowing for quicker turnaround times.
Transparency: Offers visibility into the status of your requests and the legal process.
Improved Collaboration: Enables better communication between our team and the legal department.
What You Need to Do:
Stop Using Old Processes: Please discontinue any previous practices for requesting legal support outside of Plexus.
Learn How to Use Plexus: We will provide training and resources to ensure you are comfortable using Plexus. Please watch out for invitations to training sessions.
Redirect Any Old Requests: If you are aware of any legal support requests currently being processed outside of Plexus, kindly redirect them to the new system.
Getting Started with Plexus:
You will receive login credentials and access instructions shortly.
For a smooth transition, we encourage you to attend the training sessions offered.
Need Assistance?
We are here to support you during this transition. If you have any questions or need help with Plexus, please do not hesitate to contact [Designated Contact Person/Support Team] at [Contact Information].
Best regards,
[Your Name]
[Your Position]
[Your Contact Information]
Email 2. Post training session email
If running a training session or introductory session with your teams, you may like to follow up with a Post Training Session Email that consolidates all the information learnt in the session, with helpful prompts to access some of our most helpful guides.
Matter Management Email Template:
Subject: Reminder: Transition to Plexus for All Legal Support Requests
Dear [Recipient's Name/Team],
I hope this message finds you well. Following our recent training session on Request Legal Support. I would like to remind everyone of the critical shift in how we are now handling requests for legal support.
Key Points to Remember:
Centralised Requests: All requests for legal support must now be submitted through Plexus. This centralized approach will help us manage our legal matters more efficiently and ensure a faster response time.
Accessibility: Plexus provides an intuitive and user-friendly interface for submitting and tracking your requests. You can access real-time updates on the status of your matters, facilitating better communication and collaboration.
Security and Compliance: By using Plexus, we are not only streamlining our processes but also enhancing the security and compliance of our legal operations.
Action Required:
Utilise Plexus for All Legal Matters: Please ensure that any new requests for legal support are submitted through Plexus. If you encounter a request being processed outside of Plexus, kindly redirect it to the platform.
Refer to Training Materials: If you have any questions or need a refresher on how to use Plexus, please refer to the training materials provided during our session. These resources are designed to help you navigate the platform effectively.
Feedback: We value your feedback on the transition to Plexus. Please do not hesitate to share your thoughts or suggest improvements as we continue to refine our processes.
Support and Assistance:
Your adaptation to and support of this new process are crucial for its success. Should you encounter any challenges or require further assistance with Plexus, please contact [Designated Contact Person/Support Team] at [Contact Information]. We are here to ensure a smooth and efficient transition for everyone involved.
Thank you for your cooperation and for taking the steps necessary to adapt to this new process.
Best regards,
[Your Name] [Your Position] [Your Contact Information]
Contract management Email Template
Subject: Next Steps Following Our Plexus Contract Management System Training
Dear [Recipient's Name/Team],
I hope this email finds you well. Following our recent training sessions on the Plexus Contract Management System, I want to extend my gratitude to all who participated and engaged in learning about this powerful tool that is set to revolutionize the way we manage contracts.
Recap of Training Highlights:
We covered how to initiate, review, approve, and sign contracts directly within Plexus, streamlining our processes significantly.
The training also emphasized secure storage and easy retrieval of contracts, ensuring that we stay organized and compliant.
We explored Plexus’s collaborative features, which facilitate better communication and faster decision-making among stakeholders.
Action Required:
Start Using Plexus: With the training completed, I encourage you to begin utilizing Plexus for all contract-related processes. Whether you are drafting new contracts, awaiting approvals, or in need of signing, Plexus is now our go-to platform.
Share Feedback: Your experience with Plexus is invaluable to us. As you navigate through the system, please share any feedback or suggestions that could help improve our processes or your user experience.
Seek Support When Needed: Remember, transitioning to a new system is a team effort. Should you encounter any challenges or have questions, do not hesitate to reach out to [Designated Contact Person/Support Team] at [Contact Information]. We are here to ensure a smooth and efficient transition for everyone.
Looking Forward:
The adoption of the Plexus Contract Management System marks a significant milestone in our journey towards operational excellence. By leveraging this technology, we are setting a new standard for efficiency, security, and collaboration within our [Company].
Thank you once again for your commitment to embracing this change. Together, we will continue to innovate and enhance our contract management processes, making our operations more efficient and effective than ever before.
Should you need further assistance or have any questions, please feel free to contact me directly.
Best regards,
[Your Name]
[Your Position]
[Your Contact Information]
Email 3: Redirection email
After your training session and mandate email, there may still be those few individuals who cling to old processes. Firmly and politely get them back on track with one of our redirection email templates. The template used will depend on the Plexus product(s) your team is adopting. See the below redirection email resources for:
Having a template ready to go to help re-direct business users to Plexus will make the transition that much easier for them, and you!
Consider adapting something like the below:
Subject: Important Update: Shift to Plexus for Legal Communications
Dear [Recipient's Name],
I trust this message finds you well. We wanted to inform you about a recent update in our communication and document management procedures.
To streamline and centralise our legal processes, we have implemented Plexus, our new contract management platform. To ensure a more efficient workflow, we kindly request that all legal inquiries, document submissions, and related communications be directed through Plexus, available via this link.
Key benefits of Plexus include:
Centralised Communication: Plexus serves as a centralised hub for all contract-related activities, promoting efficient collaboration and communication.
Effective Document Management: Easily locate and manage agreements within Plexus, reducing reliance on email exchanges and enhancing document organisation.
Streamlined Approval Processes: Expedite the review and approval of documents through Plexus, facilitating quicker turnaround times.
For your convenience, training resources and user guides are available within the Plexus platform along with a live technical support team also accessible via [email protected]
We appreciate your cooperation in adopting Plexus as the primary channel for contract management activities. Your commitment to this transition will contribute to a more streamlined and effective process for everyone involved.
Thank you for your attention to this matter.
Best regards,
[Your Full Name] [Your Position] [Your Contact Information]