Contract Document Versioning enhances existing version control by introducing a solution framework of document versioning at the Agreement record level. Without Contract Document Versioning, all agreement documents are included in the Notes & Attachments related list, requiring that the agreement owner or other parties determine the proper document version or versions for review, signature, finalization, and activation. Document Versioning adds two new child objects with relationships to the Agreement object: Document Version (child object to Agreement) and Document Version Detail (child object to Document Version).
With Document Versioning enabled for your organization, rather than all the documents being attached to an agreement's Notes & Attachments Related List, each major version of a document is instead populated in the Document Versions Related list, with individual version information tracked using Document Version Details.
To take advantage of the full functionality of Contract Document Versioning, your organization should also be using X-Author for Contracts.
Understanding Document Versions
Contract Document Versioning divides the version of an Agreement document into three parts: Major, Minor, and Revision. Each version of an agreement document is represented as a period-delimited numeric value in the Document Version Details object (e.g., "1.0.0"). Version values are numerically incremented as various actions are taken on the document by different users. The following table describes each version type represented by the version value and how it is created.
| Version Type | Document Action | User Role | Example Value |
|---|
| Major | A major version type is created every time a user: - Generates a document.
- Regenerates a document.
- Creates an Offline document.
- Imports an Offline document.
- Generates a supporting document.
- Checks in a Clean document or a document without Redlines.
- Checks in a document as Final.
A MAJOR version can be either a new document instance or an incremented version of a pre-existing document. For further explanation, see New Document Versus Incremented Version | Contract Requestor / Owner | 1.0.0 2.0.0 3.0.0 |
| Minor (Negotiator) | A minor version is created every time a Negotiator makes changes to the document and checks it in using X-Author for Contracts with the following exceptions: - The Negotiator checks in the document as Clean or Final (creates a MAJOR version).
- The Negotiator checks in a document on behalf of a Reviewer (creates a REVISION–see below).
| Negotiator | 1.1.0 2.1.0 1.2.0 |
| Revision (Reviewer) | A revision is created every time a document is returned by a reviewer to the Negotiator. The document is either returned by the reviewer as an email attachment and checked in using the X-Author Contracts for Outlook plug-in, or checked in on their behalf by the Negotiator (for both internal and external reviewers) using X-Author Contracts for Word. For more information on Send for Review using X-Author, see X-Author for Contracts documentation. | Reviewer | 1.0.1 2.0.2 |
To enable Contract Document Versioning for your organization, see Enabling Contract Document Versioning.
To learn how to work with Contract Document Versioning, see Contract Document Versioning.
