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CLM for Salesforce

Managing Agreement Lifecycle

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Sending an Agreement Document for Review

You can send the generated agreement document to the customer for review. The Send for Review button allows you to specify attachments to send to the customer by email. You can attach DOC, DOCX, RTF, PDF, and all file types that the Salesforce platform supports.

Prerequisites

  • An agreement document is generated.
  • The Status Category for the Agreement record is In Authoring or In Signatures.
  • Track Changes is enabled on the agreement document that you send to the customer for review.

Limitation

  • You cannot send a document with protection for review if your organization has set up High-Assurance Session Security at a user profile level. As a result of the security, the sessions cannot be generated in asynchronous calls.
  • After you send an agreement document for review, the activity history does not record details for any of the attachments.

To send an agreement document for review

  1. On the Agreement detail page, click the Send for Review button.
  2. Select documents 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.
    Note:

    You can see the Choose Related Document(s) page if the current agreement has related or child records. If there are both child and related documents, you can either select Related Agreements or Child Agreements checkbox to filter according to your requirement. 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. 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.

    When the APTS_DefaultSendersforReview_SendToOtherPartyForReview admin entry is configured with required reviewers, it adds them to the To field of the email. You can remove a default reviewer if needed.

  5. 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 or 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.

    When the APTS_IncludePrimaryContact admin entry is set to true, it adds the primary contact from the agreement to the To field of the email.

  6. (Optional) Update the email Subject and Body.
  7. 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 window, select an email template folder from the dropdown and then select an email template. This displays a list of templates from the selected email template folder.
    Note:

    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 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.
    1. Enter the template name or its unique name in the search box to search for templates.
      Note:

      If you enter a template name in the search box, the system searches the templates based on their names and displays relevant results. If you enter a template unique name in the search box, the system searches the templates based on their unique name and displays relevant results.

      Suppose a template has both a name and a unique name in common and you search by name, the system prioritizes filtering by the unique name. The search result displays the name and unique name of each template and any other relevant details. You can select the desired template from the search results and send the documents for signature.

      If no templates match the search criteria, the system displays an error message “No templates were found. Please enter a valid unique name or template name to search.”

    2. Click Save.
  8. (Optional) Select a document edit permission to be applied to any documents selected in previous steps.
    Note:

    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.

  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. 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.

    According to the Email Attachments configuration, when you send documents for review, recipients can view the documents as links or HTML attachments. For more information, see Salesforce Documentation.

After the customer receives your email and responds back, you can track the changes made by your customer, negotiate for the terms and conditions and finalize the agreement.

Tracking X-Author Reviews

A significant part of the negotiation process for an agreement involves including reviewers–internal or external–in the collaboration process. This typically requires the main agreement document and any supporting documents to be sent by the contract negotiator to reviewers for term changes, additional redlining, clarification of language, or other legal or contractual input. Contract Management provides a standard Send for Review process from Agreement records in Salesforce, but this may not always be the most ideal solution for contract negotiators.

Sending for Review in X-Author Contracts

Customers who have X-Author Contracts and the X-Author Contracts for Outlook add-in can manage the entire Send for Review using Microsoft Office applications. This allows them to:

  • Use the X-Author for Microsoft Outlook add-in to send and receive agreement documents.
  • Track and manage review cycles of negotiated documents along with their recipients.
  • Use review cycles of agreement documents to monitor negotiations at the summary and detail level.
  • Complete the end-to-end negotiation process without leaving Microsoft Office.

Tracking Reviews on the Agreement Record

X-Author Review Cycles can be tracked on the Contract Management side, using the Merge Events related list on the agreement record. Tracking of review cycles is only enabled for Version Aware agreement records.

You can track individual Review Cycles through the Merge Event Details object (child object of Merge Event) on the agreement record. To view information on Out for Review and Complete Review Cycles, drill down to the Merge Event Details through the Review action link, located in the Merge Event related list. You can also review Document Version information for any document that is part of a Review Cycle.

Example: Version Aware Agreement Document

  1. Prior to Send for Review, the Merge Event-related list might display the merge events already taken on the agreement.
  2. Next, you initiate a review of the main agreement document from X-Author Contracts, sending it to 2 recipients. After sending, you refresh the agreement record and view the Merge Event list.
  3. You can track status for all Review Cycles by clicking on the Review event link. The Merge Event Detail screen is displayed.


    The Merge Event Detail page displays information about the Review. Status indicates it is currently in progress. The Merge Event Details list contains a separate record for each individual review cycle (a unique combination of recipient and document). Each review cycle displays the Reviewer Email and the Review Start Time.

  4. Click the version number under Sent Version Detail to view the Document Version Details for the version of the agreement document under review. The Document Version Detail is displayed. You can view information for the document being reviewed. The version 1.1.0 indicates that it is the first Negotiator (minor) version, checked in by you before being sent for review.
  5. One of the reviewers replies to your review request and you check in the document on behalf of the reviewer. You return to the agreement record to track the review. The agreement has been checked in as a new Reviewer (revision) version 1.1.1.
  6. Click the Review link to view the updated review cycle.


  7. You can choose to close all remaining cycles at the next document check-in, rather than check the document in on behalf of the second reviewer. This creates a new Negotiator (minor) version of the document. The Merge Events related list is updated to reflect the Review as complete now that all review cycles are closed.
  8. Click the Review link to drill down into Merge Event Details.
Review End Time and Version Details information is displayed for all review cycles.
View Document Versions and download attachments as needed.
User Guide
CLM

January 2, 2025