You can create offline agreements directly in X-Author by taking an existing Word document that was created outside of Salesforce and has not previously been associated with an agreement.

When a document is open in X-Author Contracts and has not previously been kept in Salesforce, the Check-In option can be used for creating an offline agreement. There are some mandatory fields that must be completed before you generate a new agreement. The results are the same as creating an offline agreement from the Agreements tab in Salesforce.

There is a new Visualforce page that users must have access to and optionally you can change the fields that are displayed in the Create Offline Agreement window.

From Administration Setup > Manage Users, you must enable Visualforce Page Access for the page Apttus. CreateOfflineAgreement, for any user profiles or permission sets that control user's access to Apttus Author. You can accept the default Create Offline Agreement window fields or you can change which fields are included by configuring the Offline Agreement FieldSet.

Agreement Name, Account, and Primary Contact can be removed from the fieldset, but when they are included they will be mandatory. You can make all other fields mandatory or optional.

The New Offline Agreement window is not designed to contain a large number of fields, but just key fields for initially creating the agreement.

Configuring Offline Agreement Window Fields

  1. Go to App Setup > Create > Objects > Agreement.
  2. From the FieldSets section, click Edit for Offline Agreement FieldSet. 
  3. In the FieldSet frame displays the current fields used for the Create Offline Agreement window. This is a mandatory field.
  4. From the Agreement fields list, drag and drop the desired fields, select whether to make them mandatory and reorder them as necessary. Lookup fields cannot be used with Field Sets.
  5. Click Save.
    The selected fields are now included in the New Offline Agreement window.

Permissions to Create Offline Agreement

User Permissions Needed
To create an offline agreementAgreement: Create, Edit, Delete


  1. Click the Agreements tab.
  2. Select an agreement record type for the new agreement and click Continue.
  3. Perform the following:
    1. To select the file, type the path of the file or click Browse to select a document to attach to the agreement.
    2. To create the offline agreement with the selected document attached to the agreement, click Attach File.
    The agreement is added to the system, with the Word doc used to create the agreement available in the Notes & Attachments related list.

Agreement Number/Header Configuration

For both generating and checking in offline documents, a solution to inserting the type of agreement number is available. These changes can be made in the Comply System Properties. The configuration for automatically inserting header/footer data and the specified agreement number is as follows:

  • When the Auto Insert Header Footer Data system property is NOT checked (set to false), the header will be left blank.
  • If the Auto Insert Header Footer Data system property is checked (set to true),
  • AND the Agreement Number Field For Imported Docs is left empty (no value entered), then the header will be set to the internal agreement number value.
  • If the Auto Insert Header Footer Data system property is checked (set to true),
  • AND the Agreement Number Field For Imported Docs contains an API field name value, then the value of header will be set to that field's value.

Setting the Date and Time Format for the Footer

  1. From Setup, go to Develop > CustomSettings and click Manage beside Comply System Properties.
  2. Click Edit and for Footer Datetime Format For Imported Docs enter the format you want to use.
  3. Click Save.

The following date and time formats are supported:

Supported DateTime FormatExample
MM/dd/yyyy08/22/2006
dddd, dd MMMM yyyyTuesday, 22 August 2006
dddd, dd MMMM yyyy HH:mmTuesday, 22 August 2006 06:30
dddd, dd MMMM yyyy hh:mm:ttTuesday, 22 August 2006 06:30 AM
dddd, dd MMMM yyyy H:mmTuesday, 22 August 2006 6:30
dddd, dd MMMM yyyy h:mm ttTuesday, 22 August 2006 6:30 AM
dddd, dd MMMM yyyy HH:mm:ssTuesday, 22 August 2006 06:30:07
MM/dd/yyyy HH:mm08/22/2006 06:30
MM/dd/yyyy hh:mm tt08/22/2006 06:30 AM
MM/dd/yyyy H:mm08/22/2006 6:30
MM/dd/yyyy h:mm tt08/22/2006 AM
MM/dd/yyyy HH:mm:ss08/22/2006 06:30:07
MMMM ddAugust 22
yyyy'-'MM'-'dd'T'HH':'mm':'ss2006-08-22T06:30:07
yyyy'-'MM'-'dd HH':'ss'Z'2006-08-22 06:30:07Z
dddd, dd MMMM yyyy HH:mm:ssTuesday, 22 August 2006 06:30:07


When a new document is imported into the system, it will include the Date in the bottom left corner of the footer on each page, in the format selected above.

Note

The value of the latest timestamp for the footer is taken from the User Account Timezone field on Salesforce.

Configuring Import Offline Button 

User Permissions Needed
To create an offline agreement

Agreement: Create, Edit, Delete

Document Version: Create, Edit, Delete

Document Version Detail: Create, Edit, Delete

  1. In Microsoft Word, select the X-Author ribbon and login.
  2. Open the agreement document, currently kept outside of Salesforce, to be used to create the offline agreement.
  3. Click Check-In.
  4. Enter values for the mandatory fields.
  5. Enter any remaining details for the agreement and click Save.
    The agreement is added to the system, with the Word doc used to create the agreement available in the Notes & Attachments related list.

Adding Document Info Type Field in an Agreement

  1. From Setup, go to Create > Objects > Merge Event.
  2. Under Custom Fields & Relationships, click Action and for Picklist Values click New.
  3. Enter Create Offline Agreement and Import Offline Agreement on separate lines and click Save.
  4. From Setup, go to Create > Objects > Agreement Protection.
  5. Under Custom Fields & Relationships, click Action and for Picklist Values click New.
  6. Enter Import Offline Agreement and click Save.
    Document protection can now be extended to documents that were imported.

Document Info Type Included at Check-in

Document Info is a new value that gets applied to a checked in document, which describes the type of document. This value is applied to the document when it is checked in through X-Author.

Please note that this document info is only applied when using X-Author Contracts and can only be used after your system administrator has included the Import Offline Agreement Actions and the Check-in Action within your Conga CLM environment.

The Document Info field is located on the Merge Event Table.