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X-Author for Contracts 1.0 (Classic)

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Adobe Sign ServicesAdvantage Platform AdministrationApprovals for Advantage PlatformApprovals for SalesforceBilling for Advantage PlatformBilling for SalesforceCLM for Advantage PlatformCLM for SalesforceContracts for SalesforceCollaborateComposer for Advantage PlatformComposer for SalesforceContractsConga for Google DocsConga Upgrade ProgramContract Intelligence (Standalone)CPQ for Advantage PlatformCPQ for SalesforceDeal MaximizerDigital Commerce for Advantage PlatformDigital Commerce for SalesforceDiscovery AI for Advantage PlatformDiscovery AI for SalesforceDocusign ServiceseSignature Integration with Advantage PlatformGridInvoice GenerationMix FormsOrchestrateOrder Management for Advantage PlatformOrder Management for SalesforcePartner Commerce for Advantage PlatformPartner Commerce for SalesforceQuote GenerationSign for Advantage PlatformSign for SalesforceSmart SearchTurboEnginesX-Author for Contracts 1.0 (Classic)X-Author for ContractsX-Author for Contracts Advanced for Advantage PlatformX-Author for Contracts Advanced for SalesforceX-Author for ExcelX-Author for Migration ManagerRelease NotesGeneral

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X-Author for Contracts 1.0 (Classic)

Using X-Author Contracts for Outlook

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Responding to a Send for Review Request

The X-Author Contracts add-in for Outlook not only provides negotiators with the ability to send documents for review, but also provides a mechanism for internal reviewers to directly check-in documents to Contract Management after making changes and/or providing feedback. Internal reviewers can simply reply to the email they received and attach their reviewed, tracked agreement document addressed to the review owner and then choose to check it in at the moment the email instance is sent.

Note:

The examples provided in this section use Microsoft Outlook and Microsoft Word 2013. Depending on your version of Microsoft Office, certain menu actions and elements of the user interface may be in different locations. Apttus functionality remains the same regardless of the Office version.

Internal vs. External Reviewers

Send for Review from X-Author Contracts provides a solution that allows contract negotiators to send documents for review to any recipient that can be reached by email. This means that reviews can be sent not only to users who are a part of the negotiators organization (internal) but also to reviewers outside of the organization (external). Internal reviewers are assumed to have both access to the same Salesforce org as the negotiator and the X-Author Outlook add-in installed on their machine. It is not necessary for internal reviewers to have X-Author Contracts for Word as they may not be initiating reviews or tracking documents, but they must have the proper credentials to connect to the right org from within Outlook.

External reviewers can have any email client: Outlook, Gmail, MSN, etc., but it is assumed that even if they do have the X-Author Contracts add-in for Outlook that they are not part of the same organization. External reviewers should not have the ability to check-in documents via a response to the review. When they respond to the Send for Review, external reviewers simply return the reviewed document to the contract negotiator. The negotiator then downloads the document and checks it into the agreement record on behalf of the reviewer.

To respond to a Send for Review request and check-in a tracked document

As a prerequisite, the reviewer responding to the Send for Review request must:

  • be an internal reviewer (Apttus customer with a licensed X-Author Outlook add-in).
  • have downloaded and saved the document originally sent by the negotiator/SFR owner. This document has properties assigned to it when the review was initiated which are recognized by Outlook and allow for the reviewer to check-in the document when sending an email instance in response.
    Note:

    Do not work with a document opened directly from email as it will always be read-only.

  1. Open Microsoft Outlook and navigate to the X-Author Contracts tab.
  2. Click the Connect icon and log in to the organization with the agreement record that contains the document(s) being reviewed.


  3. Under the Home tab, click New Email or find the email message originally sent by the Send for Review requester and click Reply. (In this example, we are using a new email message.)
  4. In the To... field add the negotiator or review owner as the recipient and any others as desired.
  5. Enter an appropriate Subject for the email.
  6. Click Attach File in the Include section of the message and attach the reviewed document to the email message. Your message should look something like the following.


  7. The check box "Check in the attached document to its agreement record as a reviewer's version" is enabled by default. Deselect the checkbox to send the response without checking it in.
    Note:

    If you do not enable the check box at this time, the negotiator or contract admin can check the document in on behalf of you using X-Author Contracts

  8. (Optional) Click Add Comments to open the add comments dialog.
  9. Enter your comments (cannot exceed 255 characters) for the draft and click Add Comment. A preview of your comments is shown in the Message tab.


    Click Send to send the email response and return the reviewed document. X-Author Contracts for Outlook checks in the agreement document (provided it has the valid properties) to the agreement record as a new Reviewer (revision) version: e.g., 1.0.1. Any comments you added in Steps 8 – 9 are recorded in the Document Version details of the agreement record.

  10. Repeat steps 3 - 10 for each tracked agreement document assigned to you for review. (Note: Each document to be reviewed and returned by the reviewer should be submitted as an attachment to its own individual email message for the close cycle / check-in feature to work properly).
    Note:

    For more information on which documents are "tracked" during a Send for Review, refer to Tracking and Managing Review Cycles.

User Guide
X-Author for Contracts (Classic)

January 2, 2025