Using X-Author to Insert Smart Merge Fields (Pre-FX2)

The X-Author Word add-in has support for inserting smart merge fields into an agreement or clause template. Smart merge fields are specialized merge fields that can retain the Apttus field definition even after the Merge Server generates the Agreement document. This feature helps for reconciling the document which is explained in detail in the Reconciliation section.

Note:

A normal merge field or a qualified merge field can be inserted as a smart merge field. You cannot insert lookup fields as smart merge fields.

Smart fields should be used for small chunks of text, such as dates, categories, and numeric values. Essentially for the parts of an agreement that would be negotiated. Smart fields are not intended to hold large amounts of text and should not be used as such. Text Area data type fields and Multi-Select Picklists are not supported.

Reconciliation functionality is supported for the fields inserted ‘in section’ and/or ‘in table’. Qualified merge fields as smart fields for the 2 and 3 level objects - are not supported.

To insert smart merge fields

Click Insert Smart Field in the X-Author Templates Ribbon menu. Make sure that field codes are turned on in Word. You can do this by selecting the Field Codes from the View menu in Word options, or you can type Alt-F9 to toggle field codes on and off.
Select the object and field for insertion. Once chosen, the Insert as Smart Field button gets enabled and you can click it to insert a smart merge field.
The general syntax for a smart merge field is: { MERGEFIELD apts_agreement_contract_start_date \INTELLIGENT name=apts_agreement_contract_start_date;label=Agreement Start Date;calculated=False; \* MERGEFORMAT }

The keyword \INTELLIGENT tells the Merge Server to preserve this field when the Agreement document gets generated. The keyword and the attributes viz. name, label, calculated are Author related information which should not be manually altered at any point of time.

When does the Insert as Smart Field button gets disabled?

If the chosen field is a formula field which contains more than one Apttus field.

CASE(MONTH( First_Specification_Meeting_Date__c ), 1, "January",2,"February",3,"March",4,"April", 5, "May",6, "June", 7, "July",8, "August", 9, "September", 10, "October", 11, "November", 12, 
"December", "") & " " & TEXT(DAY( First_Specification_Meeting_Date__c )) & ", " & TEXT(YEAR( First_Specification_Meeting_Date__c ))

First_Payment__c - Amount_Received_First_Payment__c

If the chosen field is a reference field - Lookup data type field.

Using Multiple Smart Fields for the same field of an Object (Pre-FX2)

You can include multiple instances of the same smart field in a template.

When you are creating your templates you can enter the same header level smart field into the template multiple times. For instance, with the standard Apttus Agreement and Proposal objects, you could insert multiple instances of smart fields for Agreement Fields in your templates, but not for other objects.

After you generate a document from the template and subsequently change the value of one or more of those smart fields in that document, they must be reconciled before you can check-in that document. This is required because a single value must be selected for all instances of the smart field, which then enables the object record in Salesforce to be updated with that value.

Note:

Only header level fields can be inserted multiple times. Related list fields and repeating data sets cannot be used.

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Using X-Author to Insert Smart Merge Fields (Pre-FX2)

To insert smart merge fields

When does the Insert as Smart Field button gets disabled?

Using Multiple Smart Fields for the same field of an Object (Pre-FX2)

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