Updating and Checking In Contract

To interact with any version of a Google Doc agreement document linked to an agreement record in Conga CLM, you must access it through the Conga for Google Docs add-on directly. This section provides instructions on accessing different versions of an agreement, reviewing its details, making updates, and checking it into the Conga CLM application. You can open (check out) any version of an agreement, edit static text, and modify clauses by adding, removing, or updating them. Once your modifications are complete, you can reconcile the changes and check the document back into the Conga CLM application.

You can only access contracts (or agreements) that have the Google Drive Enabled option enabled during their creation.

To open or update a contract document

1. Sign in to Google Docs.
2. Open a document and open Extensions > Conga for Google Docs > Launch. The Conga for Google Docs pane appears.
3. Log in to Conga for Google Docs. The Home page appears.
4. Go to the Menu () icon and select Contracts, or click Contracts from the Home page. A list of contracts appears. Use the Search box to find a specific contract by keyword.
   Alternatively, the five most recently viewed contracts are accessible from the Home page under My Contracts.

5. Click the contract name link, opening the Contract Details page:

   Tab	Description
   Documents	Lists all the versions of the document. To view the complete document name, click the read more link. To open a specific version of the contract document, double-click its name link.
   Info	Displays contract information such as account name, owner, agreement type, status, and last modified info.

6. Open the contract document version you will work on.
7. The document opens in a different tab, and the add-on pane details the opened contract, its account name, owner, status, etc.

8. Click the Unlock () icon and select Acquire. You have now locked the contract for editing.

   

   To avoid conflicts where two users edit the same contract simultaneously, the system allows updating the contract after locking (acquiring). For more information on locking a clause, see Locking and Unlocking.

9. Upon locking the contract for editing, the Data and Clause Library options become enabled. In the Data menu lists all the smart fields and clauses in the contract under the Doc Field and Doc Clauses tabs, respectively. You can perform the following actions:

   Option	Description
   Doc Field	Displays the list of smart fields associated with a contract. You can modify, validate, mark content as field or delete the value of a field. The All tab lists the complete list of smart fields. The Modified tab lists only those smart fields whose values have been changed. Expand a field to see its current value and previous values, and click on any value to highlight the field in the document. Click the Refresh () icon to update your field list. To learn more about managing contract fields, see Doc Fields.
   Doc Clauses	Displays the list of smart clauses associated with a contract. You can modify clause's content, insert a new clause, mark plain text as clause or delete it. The All tab lists the complete list of smart clauses. The Modified tab lists only those smart clause whose values have been changed. Click on a clause name to highlight its content in the document. To learn more about managing contract clauses, see Doc Clauses.
   Clause Library	Allows adding a new clause to the contract. For more details on adding or deleting a clause from the document, see Inserting Clauses in a Contract.

10. Click the Finish button. If a field in your document has an invalid format, the Validate Fields pane appears. You cannot check the contract document in until all fields are valid. To learn more about field validation, see Validating Fields.

11. The Check-In pane appears if all the fields are valid. Select one of the following save options:
    1. Check-in: This saves the changes made to the document in shared Google Drive.

    2. Final to be signed: When you select "Final to be signed" as the save option, the Generate PDF option is automatically checked. This saves the changes made to the document, creates a new version of the document, and enables a PDF version of the document to be created. If this option is selected, both Google Docs and PDF files are created. The PDF file is saved to the agreement's Notes and Attachments related list, while the Google Docs file is saved to Google Drive.

12. The contract name is auto-generated in the Name field. If necessary, edit the contract name.
    The system adopts these naming formats based on the Save Option selection:

    • Check-in: Agreement name_Checkin_Template Name_Timestamp

    • Final to be Signed: Agreement name_Final_Template Name_Timestamp

13. Click Check In to confirm checking the document.

A confirmation message appears, and the document is checked in to Salesforce. The saved document remains open in the current instance, allowing you to continue working on it. If you have selected the Reconcile option, you will see a Next button, which takes you to the reconciliation page. For more detail about reconcile, see Reconciliation.

You can view the reconciled clauses and their changes under the Agreement Clauses related list of the associated agreement record in Salesforce. This table lists the clause activity captured throughout contract generation, negotiation, and subsequent check-ins: