Whether you are saving a redlined version, clean version, or final version, the process for each is similar and each makes use of Author's Check-In feature. Only Microsoft Word documents in .doc and .docx format are supported for maintaining versions and checking in and checking out Agreements. The various options available on Check-In are:

  • Check-in an Agreement document with redlines.
  • Check-in an Agreement document without redlines.
  • Reconcile an Agreement Document when checking in an Agreement document.

To check-in agreement document versions

  1. Select an agreement in Salesforce and open an agreement document from Notes and Attachments.
  2. From the X-Author Contracts ribbon in Microsoft Word, use Connect to your Salesforce org.
  3. Make changes as required to the document and then select Check-in to display the Check-In dialog and select one of the three options from the Save list.

  4. In the Suggested Name field, enter the required name for the document or leave it as the name suggested by X-Author. The default name includes the agreement name, revision number, and version type. You do not need to specify a file extension in the Suggested Name field, as author automatically saves it in .docx format.

  5. Select the required watermark option. Watermark is not included is automatically selected (and greyed out) if you are saving the document as Final - to be signed.

    1. Select Include Watermark, to add one to a non-final version. This option is available with the With Redlines and Without Redlines options.

    2. Select Remove Watermark, if a non-final version has a watermark you do not want to include in the document. 

  6. Select Reconcile Document to synchronize the Salesforce Agreement object fields with those that were updated in the document. See Reconciliation for more details.

  7. Select Create PDF attachment to have both a Word and PDF file saved to the agreement's Notes and Attachments related list.

  8. Enter any comma-separated Keywords/Tags you want to associate with the document upon check-in. X-Author users can filter version-aware agreement documents at checkout based on these keywords/tags. Contract Management users can also make use of these tags when using Document Finder on the agreement record.

  9. Click the tags button to the right of Keywords/Tags to choose from a list of existing tags to apply to the new version of the document you are checking in. Click OK to add them to the list of keywords/tags on the previous screen.

    Keywords/tags functionality is only enabled in orgs updated with Apttus Contract Management 8.4.0319 or higher with Document Finder enabled. For more information on enabling Document Finder, refer to Configuring Document Finder in the Contract Management Administrator Guide. Keywords/tags can only be used with version aware records.

  10. Click Save and then click OK in the confirmation message box. The checked-in document is stored on the agreement record based on the record's version aware status:
    • Version Aware – The updated document is stored in the Document Versions related list for the agreement if you choose to check-in With Redlines or Without Redlines. If you have chosen to check in the agreement document as Final - to be signed, it will be stored in the Notes and Attachments related list.
    • Non-Version Aware – The updated document (Redlines, Clean or Final) is stored in the Notes & Attachments related list.

To update the current document version

A situation may arise when you are working with a document and realize you would like to make more changes to the document but have already checked in the new version. To avoid having to check in another redlined version, you now can instead choose to “Update Current Version” from the Check-In Document screen.

This option is not visible if you are checking in a generated version for the first time (the draft must have been checked in at least once).

  1. Follow steps 1 - 2 from the previous section.
  2. Select the check box Update Current Version. All other options in the window are disabled.
  3. Click Save. The current copy of the agreement document is updated in Salesforce.

Updating Current Version and Document Locks

When you update the current version of the document you are working on, any document lock created when the document was first checked out will remain. In most cases, you will be choosing to update the current document version with the ultimate goal of checking it in–when you are finished with your updates to the document you can release the lock by performing a full check-in. However, in the event that you do not wish to create a new document version by checking it in, the document lock can be released in the following ways:

  • Release the Document lock from X-Author Contracts (must have proper Agreement Lock permissions).
  • Assign the lock to another user from the Salesforce record (Admin only).