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, the system will ensure that your organization has identified and attached the proper, final executed version of the agreement.
The following steps are displayed during agreement activation:
- Select Document
- Enable Content Search
- Remove Draft Documents
- Review and Activate
If you use Files in Salesforce Lightning, all the documents are content searchable by default. If you do not want to move documents to other content search libraries, you can skip the second and the third step while activating an agreement. This can be achieved by configuring the following admin entries:
- To skip any activation step, the value of the APTS_AutoContentSearchable must be False.
- To skip the second step, the value of the APTS_SkipContentSearchForActivation must be True.
- To skip the third step, the value of the APTS_SkipRemoveDraftDocumentOnActivation must be True.
For more information, see Admin Entries.
When the value of APTS_SkipContentSearchForActivation is True and APTS_SkipRemoveDraftDocumentOnActivation is False, documents selected in the first step do not appear during the third step. When the values of both the Admin Entries is set to True, all the documents selected or left unselected in the first step are added to the activated agreement. The documents that are left unselected do not appear in the fourth step but are added to the activated documents. To use this feature, the value of the APTS_AutoContentSearchable Admin Entry must be False. For a Version Aware agreement, the activated documents are available in the Document Version section and the Content Repository type is not applicable.
The following table provides various combinations of admin entries and their result:
|False (Default)||False (Default)||You can view all the steps.|
|True||True||The second step (Enable Content Search) and third step (Remove Draft Documents) are skipped. All the documents selected or unselected in the first step (Select Document) are added to the activated agreement.|
|True||False||The second step (Enable Content Search) is skipped. Documents selected in the first step (Select Document) do not appear during the third step (Remove Draft Documents).|
|False||True||The third step (Remove Draft Documents) is skipped.|
- 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 Status Category for the Agreement record is In Signatures or In Filing.
To Activate an Agreement
- On the Agreement detail page, click the Activate button.
From the Select Document section, select the Agreement document that you want to activate. Click Next. The selected Agreement document is shown in the Summary section under the Documents Selected for Activation area.
You cannot select executed documents for activation. The executed documents are selected by default and are displayed in the Summary section. If executed documents are available in the agreement, you can skip Step 2 and the executed documents are considered for activation.
If you need to select documents that exceed the file size of 40MB, ensure that the APTS_ContentRepositoryType admin entry value is either Chatter or Content. If the APTS_ContentRepositoryType admin entry value is Document, you cannot select documents that exceed the file size of 5MB. This is a Salesforce limitation.
- You can select an Agreement document for content search or click Next to skip this optional step.
- The selected Agreement document is reflected in the Summary section under the Documents Selected for the Content Search area.
The selected Agreement document is removed from the Notes & Attachments related list and reflected in the Agreement Documents related list.
You can select an Agreement document to be removed from the Notes & Attachments related list or click Next to skip this optional step.
During the agreement activation process, you cannot remove the executed documents.
- Review the agreement documents chosen for activation, content search, and removal. Click Activate.
The button text changes from Activate to Activating and you are redirected to the agreement detail page.
For the activated agreement record, 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 of file size more than 40 MB, you will see an intermittent Status Category | Status—In Effect | Being Activated. After the agreement activation is processed, Status Category | Status changes to In Effect | Activated. Based on the value of the APTS_ContentRepositoryType admin entry, the activated documents are available in the Content or Chatter section.
For community portal users, after you activate an agreement, the system returns to the community page.