Use Case: Setting Up Document Output Format
This topic describes how a system administrator configures the default document output format so that users can automatically generate agreement documents in the desired format.
- You have System Administrator profile associated with your user record.
The Agreement Document Output Formats tab is accessible in your org.
This use case gives one example of how to set up a default document output format for publishing your agreement. You might use this functionality differently, depending on your business case. In this case, a system administrator configures the default document output format settings which allow users to automatically generate an agreement in the desired output format. In addition, the Allowable Output Formats option allows users to select a different format if necessary.
Business Context
Organizations that generate agreement documents at scale need a consistent, predictable output format across all contract types. Manually selecting the output format for each document is error-prone and slows down the contracting process. By configuring a default output format at the profile level, administrators ensure that documents are always generated in the correct format, while still giving users the flexibility to override the format when a specific agreement type requires it.
Overview
This use case demonstrates how to set up a default document output format for the System Administrator profile so that all agreements are automatically generated as PDF documents. The Allowable Output Formats option can be configured in parallel to let users choose an alternative format when needed.
Scenario
A system administrator needs to ensure that all agreement documents generated by contract users are automatically produced as PDFs, without requiring users to manually select the format each time. The administrator navigates to the Agreement Document Output Formats tab, selects the System Administrator profile, and sets PDF as the default output format. The administrator also configures the Allowable Output Formats option so that contract users can still select an alternative format, such as DOCX, when a specific agreement type requires it. Once saved, all agreement documents previewed, generated, or regenerated by users default to PDF without any additional selection.
Actors
- System Administrator: Configures the default and allowable output formats for each profile.
Contract User: Generates, previews, and regenerates agreement documents using the configured format.
CLM System: Applies the configured output format when documents are generated or regenerated.