Publishing a document creates a new document version and syncs the changes made in the document to the corresponding agreement record. You can publish the document with redlines, without redlines, or final to be signed a redlined version. You can navigate to the Document Version section to view the most recent version of the document.

In a typical scenario where an agreement document is sent to a customer for negotiation, the customer will make changes to the document as part of the negotiation. If the changes to the document involve data belonging to the Agreement record, reconciliation provides the mechanism to ensure the values in the document and the Agreement record are in sync. To reconcile an agreement, you must publish the document. Publishing the document is similar to the reconciliation feature in X-Author Contracts.

Irrespective of the protection level of a document, you will see publishing options based on the access mode defined for your user profile. For more information, see Working with Different UI ModesWhen you publish a document, the document regains the document protection used while generating the document.

The following screenshots display the various publishing options available when you publish a document:

With RedlinesWithout RedlinesFinal to be signed

To publish a document

  1. After you modify or redline a document, click the Publish button.
    This displays the Publish popup window.
  2. Select one of the following options from the Create new version list:

    Option

    Description (Non-Version Aware in Lightning)

    Description (Version Aware in Classic and Lightning)

    With Redlines

    This saves a draft version of the agreement document with all markups._Redlines is used as the action in your org's configured default document naming convention.

    All the accepted track changes in the document are synced to the agreement. All the unaccepted track changes are not synced to the agreement.

    This saves a draft version of the agreement document with all markups and _Redlines is used as the action in your org's configured default document naming convention. Selecting this option creates a Minor version under the Document Version Details related list in your Agreement record.

    All the accepted track changes in the document are synced to the agreement. All the unaccepted track changes are not synced to the agreement.

    Without Redlines

    This saves a draft version of the document without markups and is typically done before sending an agreement to a third party for review. _Clean is used as the action in the configured default document naming convention.

    All the track changes in the document are automatically accepted and the changes in smart fields and clauses are synced to the agreement.

    This saves a draft version of the document without markups and is typically done before sending an agreement to a third party for review. Track changes/redlines are automatically removed from the Word file and _Clean is used as the action in the configured default document naming convention. Selecting this option creates a version under the Document Version Details related list in your Agreement record per the Document Version Properties custom setting.

    All the track changes in the document are automatically accepted and the changes in smart fields and clauses are synced to the agreement.

    Final to be signed

    This saves a version of the document without markups and also enables a PDF version of the document to be created. If this option is selected, both a Word and a PDF file will be saved to the agreement's Notes and Attachments related list. _Final is used as the action in the configured default document naming convention.

    All the track changes in the document are automatically accepted and the changes in smart fields and clauses are synced to the agreement.

    This saves a version of the document without markups and also enables a PDF version of the document to be created. If this option is selected, both Word and PDF files are created. The PDF file is saved to the agreement's Notes and Attachments related list and the Word document is saved to the Document Version Details' Notes and Attachments related list. By default, _Final is used as the action in the configured default document naming convention. Selecting this option creates a Major version under the Document Version Details related list in your Agreement record per the Document Version Properties custom setting.

    All the track changes in the document are automatically accepted and the changes in smart fields and clauses are synced to the agreement.

  3. In the File Name field, enter the required name for the document or leave it as it is. The default name depends on the version of Contract Management and the default document naming convention defined for your org. You do not need to specify a file extension in the File Name field, the file is automatically saved in .docx format.

  4. Enter any comma-separated Keywords/Tags you want to associate with the document upon publishing. 

  5. In the Additional options section, you can turn on the toggle button for the following options: 
    1. Include Watermark: This option allows you to add watermark to your document. By default, the checkbox is disabled when you select the Final to be signed option. If there is a watermark in the document, it is automatically removed.
    2. Create PDF Attachment: This option allows you to generate PDF attachment with any save (With Redlines, Without Redlines, or Final to be signed) option. This option is turned on by default when you select Final to be signed option. The PDF file is available in the agreement's Notes and Attachments related list.
  6. Click Publish.
    Go to the Agreement Detail page in Lightning or the Document Version Details page in Classic to view the published documents. According to the access mode, all the accepted: 
    • Modified smart field values are updated in the agreement record.
    • Inserted or modified clauses are added in the Agreement Clauses section with actions as Inserted or Modified respectively.