After the agreement is finalized and signed between the engaged parties, you can activate the agreement to bring it into effect. Activating an agreement record is very important because it ensures that key dates and events will be monitored by the system and that all in-effect agreements are included in appropriate searches, reports, and views. As a part of the activation sequence, CLM ensures that your organization has identified and attached the proper, final executed version of the agreement. 

When you activate an agreement, the following documents are selected by default for activation:

  • The latest Document Versions from Document Versions Detail.
  • All the documents from Notes and Attachments and Files.
  • All the executed documents.

When you unselect a document during activation:

  • In version-aware agreements, the unselected documents along with their versions (if any) are deleted from the Document Versions Detail.
  • In non-version-aware agreements, the unselected documents are deleted from Notes & Attachments and Files.

You can publish documents to different content repositories when the APTS_ContentRepositoryType admin entry is configured. You can turn off the Publish toggle button if you do not want to publish a document to a content repository. The following table describes the impact of the APTS_ContentRepositoryType admin entry, publish option, and document selection during activation.

APTS_ContentRepositoryType value

DocumentPublish toggleVersion-Aware agreementNon-Version-Aware agreement
ContentSelectedOnThe published document is moved to Content. The document is removed from the agreement (Document Versions).The published document is moved to Content. The document is removed from the agreement (Notes & Attachments and Files).
OffThe unpublished document remains in the agreement (Document Versions).The unpublished document remains in the agreement (Notes & Attachments and Files).
DocumentSelectedOnThe published document is moved to Agreement Document. The document is removed from the agreement (Document Versions).The published document is moved to Agreement Document. The document is removed from the agreement (Notes & Attachments and Files).
OffThe unpublished document remains in agreement (Document Versions).The unpublished document remains in agreement (Notes & Attachments and Files).
ChatterSelectedOnThe published document is moved to Chatter and Notes & Attachments and Files.The published document is moved to Chatter and Notes & Attachments and Files.
OffThe unpublished document remains in Document Versions.The unpublished document remains in agreement (Notes & Attachments and Files).
NoneSelectedPublish column is not visible

The document remains in Document Versions.

The document remains in the agreement (Notes & Attachments and Files).

The admin entry is not configured, deleted, invalid, or blank.


The content repository type is considered Document.

SelectedOnThe published document is moved to Agreement Document. The document is removed from the agreement (Document Versions).The published document is moved to Agreement Document. The document is removed from the agreement (Notes & Attachments and Files).

Prerequisites

  • You cannot activate an agreement if review cycles are In Progress.
  • You must have an existing reviewed and signed agreement document.
  • You must ensure that the agreement record's status category is In Signatures or In Filing.
  • You can edit the classic activation email template. For more information, see Editing Classic Email Templates.

Restriction

  • You cannot unselect executed documents during activation.
  • When the combined size of documents exceeds 5 MB during activation and the APTS_ContentRepositoryType admin entry value is set Document, you will encounter an error. If you need to activate an agreement with large files, ensure that the APTS_ContentRepositoryType admin entry value is set to none, content, or chatter.

To activate an agreement 

  1. On the Agreement detail page, from the Agreement Actions section, click Activate.
  2. (Optional) By default, all the agreement documents are selected. Unselect the agreement documents that you do not need in the activated agreement. The Publish option is toggled off if you unselect a document and you cannot toggle it on. You can toggle the Publish option off for a document without unselecting the document if you do not want to publish the document. 
    The following screenshot shows the Activate page.

  3. Click Activate.
    This displays the Activate Agreement popup. 

  4. (Optional) Turn on the Notify others toggle to notify other stakeholders. Enter the Users, Contact, or email addresses of the stakeholders in the To field. 

    You will receive an email after the agreement is activated irrespective of the Notify others toggle is on or off. The email subject and body are read-only fields, but your administrator can change the email template from the classic email templates. For more information, see Editing Classic Email Templates.

  5. Click Activate.
    An email is sent to you after the agreement is activated. The Status Category changes to In Effect and the Status changes to Activated.

The activated agreement record can now be amended or renewed or terminated or expired.

If you activate an agreement containing documents larger than 25 MB, you will see an intermittent Status Category | StatusIn Effect | Being Activated. After the agreement activation is processed, Status Category | Status changes to In Effect | Activated.