Configuring Agreement Document Protection

The document protection has following three phases:

• Enabling Document Protection
  To enable document protection, you must first create a custom object record. A custom object record stores information that is unique and important to you and your organization. For example, your organization may use a custom object called Quotes to store data for your company's sales quotes.
• Defining Protection Password
  Create a custom object record to define password protection for your document.
• Setting Up Agreement Protection
  To restrict what specific profiles can and cannot do with generated documents, you can protect it either by making it read-only or enabling track changes to capture any updates on the generated document. For example, specify a Sales User who can generate or re-generate a document but when editing or forwarding it to a customer, track changes are enabled.

Enabling Document Protection

To enable document protection, you must first create a custom object record. A custom object record stores information that is unique and important to you and your organization. For example, your organization may use a custom object called Quotes to store data for your company's sales quotes.

To enable document protection

1. Click + and click Admin.
2. Click New and type APTS_Protection in the name field.
3. In the Value field, enter 1 and click Save.

A new custom object record APTS_Protection is created. After you have created a new custom object record, you can automatically associate the new custom object with another record if your administrator has defined relationships to other types of records.

When using Agreement Document Protection, inserting a clause via the Playbook will not be tracked as a redline in the document. However, when the document is checked in and reconciled, the added clause will be tracked via the Agreement Clauses related list.

Defining Protection Password

Create a custom object record to define password protection for your document.

To define protection password

1. Click + and click Admin.
2. Click New and type APTS_Password in the Name field.
3. In the Value field, enter the password that you want to set to protect the document and click Save.

A new APTS_Password custom object record is created with the password that you entered as its value.

Setting Up Agreement Protection

To restrict what specific profiles can and cannot do with generated documents, you can protect it either by making it read-only or enabling track changes to capture any updates on the generated document.

For example, specify a Sales User who can generate or re-generate a document but when editing or forwarding it to a customer, track changes are enabled.

When the protection levels are setup at for different actions, the document is protected according to the protection type and the specified level.

To enable Agreement Protection, ensure that you set up the Admin entries for APTS_Protection and APTS_Password prior to defining the Agreement Protection.

To setup agreement protection

1. Click + and click Agreement Protection.
2. Click New.
3. Enter Description and Profile Name.

4. Select an Action from the picklist.

   

   You need to configure the Merge Documents option. It is not available by default in the Action picklist. Navigate to Setup > Object Manager > Agreement Protection > Fields & Relationships > Action. In the Values section, click New and enter Merge Documents. 

5. Select one of the following protection types:
   
   • Ignore: With this option, protection settings can be by-passed.
   • Prompt: With this option, protection level can be selected at the generation time.
   • Automatic: With this option, protection level has to be selected at the configuration time.
     You can define protection level for the Automatic option. Following are the protection levels for the Automatic protection type:
     • Full access: This option provides complete access to a user's profile to perform the selected action.
     • Insert comments and tracked changes only: This option allows a user's profile to insert comments in the agreement document along with tracking the changes made by any other user.
     • Insert comments only: This option allows a user's profile to insert only comments in the agreement document.
     • Fill in form fields only: This option allows a user's profile to only fill in the form fields inside the agreement document.
     • Read only: This option gives only the read access to the user of the entered
   • Unprotect: With this option for the selected action, the password protected document can be unprotected for certain actions, provided the password is same as the one set in the admin object properties.
     
     
   

   This option is not available for Generate/Regenerate actions.

6. Click Save.