At any point in the negotiation process, prior to finalizing the document, you can send an agreement document for review to your customers or other parties involved in the negotiation. After an agreement document is generated, you can send it for internal or external review to one or more reviewers. You can also select multiple documents and send them for review.

The parallel review is an unordered workflow that allows reviewers to review an agreement document without having to wait for another reviewer to approve it. After the review cycle has started, you can view the review progress for the document in the Document Versions section, whether the review cycle is In Progress, Cancelled, or Completed. A reviewer can upload the reviewed document or send the reviewed document to the Contract Administrator to upload it. The review cycle is marked as complete when all the reviewers have uploaded their reviewed documents. You can track review activity in the Document Version section on the Agreement Detail page when you send the agreement for review, add additional reviewers, cancel review, or end review.

When you navigate to the Review Cycle page, you can see all the review cycles for a document on the left panel and the latest review cycle details on the right panel. You can click any Review Cycle name on the left panel to view that review cycle details.

To use parallel review, you must send documents in the DOCX format with the Document Type as Agreement Document. The following conditions apply when you send documents for parallel review:

  • If you send documents for parallel review with any other file format (PDF, PNG, DOC, etc.), documents will go through the normal review (not parallel review).
  • If you send documents with other file formats along with DOCX, documents in other file formats will go through the normal review, whereas the document in DOCX file format with the Document Type as Agreement Document will go through the parallel review.
  • If you select documents with Document Type as Agreement Document and other file formats (PDF, PNG, DOC, etc.), you will see the Send for Review page instead of the Parallel Review page.

You can send related agreement documents for parallel review when Parallel Review for related agreements and Parallel Review comply system properties are enabled. The parallel review does not impact the status and status category of related agreements.

This feature spans X-Author Contracts and CLM. For more information, refer to Send for Parallel Review.

Prerequisites

  • You must enable Parallel Review and Enable Document Versioning Comply System Properties.
  • You must enable the Parallel Review for related agreements comply system property to send related agreements for review
  • You must have a generated agreement document.

  • You must ensure that the Status Category of the Agreement is In Authoring or In Signatures.
  • You can only send DOCX documents for parallel review. 
  • When you track the review status from X-Author Contracts, the buttons on the Review Cycle page are disabled.
  • When you end a parallel review of an imported document, the reviewed document is merged with the latest reviewed document. You must set the APTS_RetainFileNameForParallelReviewMergedDocument admin entry to true to retain the name of the imported document in the merged document. For more information, see Admin Entries.
  • You can edit the following email templates for the review cycle notifications according to your requirement.
    • Parallel Review Cycle Complete Notification
    • Parallel Review Cycle Complete Without Document Notification
    • Parallel Review Incorrect File Upload Notification
    • Parallel Review Submission Failure Notification

      If the administrator deletes an email template from CLM, the reviewers do not receive the email notification related to the deleted email template.

      For more information, see Editing Classic Email Templates.

  • You must create a classic email template to notify reviewers when a review cycle is cancelled. For more information, see .Sending an Agreement Document for Parallel Review vSummer-21.

Restrictions

  • If the reviewed document is less than 25 MB, you can reply to the review email by attaching reviewed documents. If the reviewed document exceeds 25 MB, you can share the document with the contract owner. The contract owner can upload the reviewed document and end the review. For information on supported file sizes, see Supported File Sizes in Lightning and Supported File Sizes in Classic.
  • If you select related or child agreement documents for parallel review and the Parallel Review for related agreements comply system property is disabled, documents are considered as supporting documents. You must not reply to the review email with related or child agreement documents after review. You can reply to the review email with the reviewed document that has your email address in the file name.
  • When you reply to an email with comments or add comments while ending a review, you can add only 32k characters.


Prerequisite

  • The new UI is a pilot. Ensure that you do not enable the new UI in your production org. 
  • You must configure Send For Review Custom button to use the new UI. For more information, see Configuring Send for Review Custom Button.
  1. On the Agreement detail page, click the Send For Review Custom button from the Additional Actions section.
    The Select Documents page is displayed. You can view the latest version of the agreement documents. You can sort the columns to view ascending or descending order of data in a column.
  2. From the Agreement Documents section, select agreement documents in DOCX format that you need to send for review.

  3. (Optional) You can use the agreement documents search box to search for agreement documents with the document name. You can use the related documents search box to search for related documents with document name, agreement name, or agreement relationship.

    If the agreement has any related or child agreement documents, you can view the Related Agreement Documents section and select related or child agreement documents in any format that you need to send for review. But only documents in DOCX format are considered for parallel review. You can click the Show filters icon () to filter Related, Sibling, Parent, or Child agreement documents. You can view Related, Sibling, Parent, or Child agreement documents according to the Filter By The Primary Agreement Status comply system property. For more information, see Comply System Properties.

  4. After you select a document, the Next button is enabled. Click Next to proceed to the next step.
  5. In the Email Detail section, enter contacts or recipient email addresses.

    You can add a maximum of 150 recipients.

  6. (Optional) If you need to update the email subject, you can enter the new subject in the Subject field.
  7. (Optional) If you need to change the email template, click the Select another email template hyperlink to change the email template. In the Select Email Template popup, select an email template folder from the dropdown and then select an email template. Click Save.

    The default email template is based on the value set for APTS_EmailTemplateForReview or APTS_EmailTemplateForReviewSignatures admin entry. If the admin entries are not configured, the default email template is set to the template provided by Conga. The default email template folder is based on the value set for the APTS_DefaultEmailTemplateFolder admin entry. 

    When the APTS_SkipEmailTemplateSelection admin entry is set to true, you cannot see the Select another email template hyperlink to change the email template. Default Template will be selected. For information on admin entries, see Admin Entries.

    The APTS_EnableValidationForEmailWithoutUserContact admin entry is not applicable in Lightning, the admin entry is still applicable in Classic.

  8. In the Permission Setting section, you can select one of the following document protection level from the Document Permission dropdown.

    • Full access: To allow users to read and write. This option is selected by default.
    • Insert comments and tracked changes only: To allow reviewers to insert comments. All the changes made by reviewer are tracked.
    • Insert comments only: To allow reviewers to insert comments.
    • Fill in form fields only: To allow reviewers to fill in the form fields.
    • Read only: To allow read-only access to reviewers.
    • Ignore: To inherit document protection used while generating documents.

      When you select any of the document protection options except Ignore, the document protection selected while sending for review is given priority irrespective of the document protection applied while generating the document. For configuring document protection, see Configuring Agreement Document Protection.

  9. (Optional) If you need to add any supporting document from your local drive:
    1. In the Attached Documents section, click Add More.
    2. Drag and drop or upload documents from your local drive.
    3. On the Upload Files popup, click Done after the documents are uploaded.
    4. Click Add.
  10. (Optional) If you need to remove an uploaded document, click the remove icon () beside the document name. The remove icon is not available for agreement documents If you need to remove agreement or related documents, click Previous and unselect the required documents.

    You can only remove uploaded supporting documents from the Attached Documents section. No review cycle or document protection is added for the uploaded supporting documents. 

  11. Click Send.
    The Status Category changes to In Authoring and the Status changes to Other Party Review for your agreement record.
  1. On the Agreement detail page, click the Send for Review button.
  2. Select the file to send for review and click Next.
  3. (Optional) Select either or both Related Agreements and Child Agreements checkboxes to view documents relating to selected agreement types. 

    You can see the Choose Related Document(s) page if the current agreement has related or child records. You can select related or child agreement documents in any format that you need to send for review. But only documents in DOCX format are considered for parallel review.

  4. (Optional) Select a document edit permission to be applied to any documents selected in previous steps.

    You can see the Set Document Permissions page if Agreement Document Protection rules for "Send to Other Party for Review" are specified and properties for document protection are enabled. For more information, see Configuring Agreement Document Protection.

  5. (Optional) Select an appropriate email template for your agreement document and click Next.

    Important Notes on Email Template Selection

    • If you are using Lightning, you can see the email template folder dropdown. You can select an email template folder and the email templates from that folder are displayed. You can select an email template from the selected folder.
    • A default email template is usually configured by your administrator (using an Admin property - APTS_EmailTemplateForReview) for the Send for Review action. Check with your administrator if you are unsure. For more information, see Admin Entries.
    • If no Email Template is selected and no default email template has been configured (using APTS_EmailTemplateForReview), the Email Template "Email Template For Review Signature" is used. In most cases, this template not configured as "Available for Use" and must be manually set to true or an error will occur. In the case of a new installation of the package (non-upgrade), this Email Template is automatically configured as "Available for Use."
    • You cannot return to this page after you click Next. If you decide you want to use a different email template after this point, you will have to cancel the Send for Review and start over from the agreement record.
  6. In the To field, enter the name or use the Lookup to find the contact you want to send the document to.

    Note

    At least one recipient must be specified in the To field. If the email IDs or contacts specified in the To or Additional To fields are invalid, when the APTS_EnableValidationForEmailWithoutUserContact property is set to true, an error is displayed.

  7. Enter or use the Lookup icon to add recipients to the Additional To, Cc or Bcc fields.

    Note

    If there are many contacts (for example, more than one million), you can launch a custom pop-up page where you can quickly search and select contacts for the Additional To, Cc, and Bcc fields.

    1. Click the Lookup icon next to the Additional To field to launch the Email Address Lookup window.
    2. Search for contacts and add them to the Additional To Recipients, CC Recipients, and BCC Recipients lists.
    3. Click Save.
    4. The APTS_EnableCustomEmailAddressLookup admin entry must be set to True, to view the custom pop-up page; otherwise, the standard Salesforce pop-up page is displayed. At least one recipient must be specified in the Additional To field.
  8. (Optional) Update the email Subject and Body.

  9. Click Send.
    The activity is logged in the Activity History. The Status Category changes to In Authoring and the Status changes to Other Party Review for your agreement record.

    Note

    The Admin Property APTS_DefaultEmailContactName is required to create an "Email: Subject" entry on the Agreement record Activity History Related List after the email is sent. If the property is not defined or is invalid, Email details are not recorded in the Activity History.

To view the review cycle of an agreement

  1. Navigate to the Agreement detail page of an agreement sent for parallel review.
  2. Go to the Document Versions section.
  3. In the Review Status column, click the In Progress link to open the Review Cycle page.

Note

The Review Status column displays the Not Started link till the notification emails are sent to all the recipients. Click the Not Started link to navigate to the Review Cycle page and click the Refresh button to refresh the review status.

To add additional reviewers to the review cycle

  1. Navigate to the Review Cycle page.

  2. Click Add Reviewer. This opens the Email Edit page.

    The Add Reviewer button is not enabled for the review cycles in Completed or Canceled status.

  3. Enter Contact or User or Email details.
  4. Click Send. An email notification is sent to the reviewer. 

To end review in a review cycle

  1. Navigate to the Review Cycle page.
  2. For a reviewer, click  and select End Review.
    This opens the End Review window.

    When you select the header checkbox to select all the reviewers in the review cycle, all the reviewers that have In Progress status are selected. The reviewers in other statuses are not selected.

  3. (Optional) Click End Review to end the review without uploading the reviewed document. A message is displayed and you will receive a notification upon completion.
    An email notification is sent to the reviewer that the review was ended without uploading the reviewed document.
  4. You can either click Upload Files or drag and drop your file. 
    This displays the Upload Files popup. You can upload only one file at a time. If you select a document unrelated to the current review cycle, an error is displayed.
  5. Add a comment (optional).
  6. Click End Review. A message is displayedyour request to end the review is being processed and you will be notified upon completion.
  7. Click Ok. The review status changes to Completed for the reviewer on the Review Cycle page.
    You must end review for each document individually. After the end review request is processed, the checkbox, End Review, and Cancel Review are not visible for that reviewer. The reviewed document is merged with the latest version of the document. When you end the review for all the reviewers, the review cycle status changes from In Progress to CompletedIf two or more reviewers have reviewed the same field or content, the review of the last reviewer is considered as final.

To upload a reviewed document from the Agreement Detail page

  1. Navigate to the Agreement Detail page.
  2. Click the Upload Reviewed Document button.
  3. Drag and drop the reviewed document or click Upload Files and upload the reviewed document from your local drive.

    You can only upload one review document.

  4. (Optional) Add a comment in the Comments column.
  5. (Optional) If you upload an incorrect document, click the delete icon () to remove the uploaded document.

  6. Click End Review.
    Your review status changes to Completed in the Review Cycle page.

To submit reviewed documents via email

Prerequisite: You must configure the email service and admin entry to submit a reviewed document via email. For more information, see Configuring Email Service for Ending Review by Email.

  1. Open the email containing review documents.
  2. Download documents and make the required changes.
  3. Reply to the review email by attaching reviewed documents and adding your comments in the email body.

    Conga recommends replying to the review email with a single attachment if the file size is more than 10 MB.

    You can reply to the review email with a single document or multiple documents. When you reply to the review email, make sure that the combined file size of reviewed documents is not more than 25 MB. The review cycle does not end if the file size of reviewed documents exceeds 25 MB or more than three reviewers send 25 MB reviewed documents simultaneously. Reviewers can encounter errors when the file size of reviewed documents exceeds 25 MB and more than 2 reviewers are in the review cycle.

    If you do not reply to the review email with a document that belongs to the current review cycle, you receive an email notification to attach a valid document.

    Documents that are in the review are locked and are not available for sending for review and activation.

  4. To verify if the review has ended for you:
    1. Navigate to the Review Cycle page of the agreement that you have reviewed.
    2. You can see that the Review Status is Completed and the Comments column has your review comments.
    3. Activity log has a new entry that the review was ended.


To cancel review in a review cycle

Prerequisite: The Review Status must be in In Progress status to view the Cancel Review button.

  1. Navigate to the Review Cycle page.
  2. Select a reviewer or multiple reviewers and click the Cancel Review button in the header. 
    (Or) For a reviewer, click  and select Cancel Review.
    This opens the Cancel Review window.

    When you select the header checkbox to select all the reviewers in the review cycle, all the reviewers that have In Progress status are selected. The reviewers in other statuses are not selected.

  3. Add a comment (optional) and click Cancel Review.
    The review status for that reviewer changes to Cancelled on the Review Cycle page and the reviewer receives a notification email regarding cancellation of the review. The review cycle status remains In Progress until all the reviews are completed or Cancelled. If you cancel the review for all the reviewers, each reviewer's review status and the review cycle status changes to Cancelled and the original document is available for activation. If one reviewer has completed the review but other reviews are Cancelled in that review cycle, the review cycle status changes to Completed, and the reviewed document is considered as the final version.