dhNegotiate is dealhead's document negotiation module. When you add a Checklist Item to a Project, you choose whether it tracks documents through a negotiation workflow or simply records a manual approval. This article covers how to make that choice and configure the item correctly.
Two types of Checklist Items
Every Checklist Item is one of two types, selected at creation and fixed thereafter.
Approval Tracking (Basic) tracks whether an approval has been recorded to close the item. No document workflow, no version tracking. Use this for items where a document isn't involved or where you just need a checkbox.
Document Tracking tracks document versions, redlines, and optionally signatures through an automated workflow. This is the type that enables dhNegotiate and dhSign. Use this for any item where a document will be negotiated or executed between Teams.
The type cannot be changed after the item is created.
Creating a Document Tracking Checklist Item
Adding a Checklist Item is a two-screen process. Both screens are part of the same Add Checklist Item modal.
Screen 1: Item details and type
1️⃣ Open the Add Checklist Item modal
From the Checklist, select + Add Checklist Item.
2️⃣ Name the item
Enter the document name in the Name field. This is visible to all Teams once the Project is published, so use the actual document name rather than a placeholder.
3️⃣ Add details (optional)
The Details field is available for any additional context. This can be filled in or edited after creation.
4️⃣ Assign a Milestone
Select the Milestone this item belongs to from the Milestone dropdown. A Milestone is required. If you need to create one, select + Add Milestone.
5️⃣ Assign a Group (optional)
Groups allow you to organize Checklist Items within a Milestone. Select an existing group from the Group dropdown or create one with + New Group.
6️⃣ Enable dhDealBinder (optional)
Toggle on dhDealBinder to automatically add the executed document from this item to the Project's Deal Binder once it reaches Executed/Final status.
7️⃣ Select Document Tracking
Select Document Tracking as the item type. This enables the dhNegotiate and dhSign options on the next screen.
Fig. 1: Add Checklist Item, screen 1, with Document Tracking selected
Select Next to continue.
Screen 2: Workflow options and Next Action
Fig. 2: Add Checklist Item
8️⃣ Enable dhNegotiate
Toggle on dhNegotiate to activate version tracking and redline management for this item. When dhNegotiate is on, Next Action becomes required — you must designate which Team uploads the first document before the item can be created.
9️⃣ Enable dhSign (optional)
Toggle on dhSign to enable electronic signature collection for this item. dhSign can be enabled independently of dhNegotiate, for example on an item where a document arrives already finalized and only needs signatures.
💡 Tip: Both dhNegotiate and dhSign can be enabled or disabled after creation, with some exceptions that apply once a document workflow is underway.
1️⃣0️⃣ Set the Next Action
Select which Team uploads the initial document. This is typically the Team creating the Checklist Item, but not always. The Team you select here holds the first Next Action when the item goes live.
Select Add to create the item.
What you'll see in the Checklist
Once created, the item appears in the Checklist under its Milestone. Each Document Tracking item displays three icons next to the item name indicating which modules are enabled: dhNegotiate, dhSign, and dhDealBinder, in that order.
The Document Tracking column shows the item's current stage. A newly created item shows Awaiting Document Upload until the Team with the first Next Action uploads an initial draft.
Fig. 3: Checklist view showing a newly created Document Tracking item with Next Action assigned
Editing a Checklist Item after creation
Most settings can be changed after a Checklist Item is created. To open the edit modal, select the item to open the side panel, then select the menu icon (⋮) in the upper right and choose Edit Checklist Item.
Fig. 4: Edit Checklist Item
The following can be edited: Name, Details, Milestone, Group, dhDealBinder, dhNegotiate, dhSign, Next Action, and Approval Required. The item type cannot be changed after creation.
📝 Note: Checklist Item visibility to other dealhead users is controlled by the Project's publishing status, not by the item itself.