This page contains instructions for checking out templates when Template Versioning is enabled. For instructions on creating templates without versioning, see Checking Out a Template in this guide.

To work with any template version, you must check it out directly from X-Author Contracts. When you check out a template version, you are only working with the specific version of the agreement or clause. As with contracts, when you check out a template a lock is put on the document, preventing other users from editing it while you are working on it. After you release the lock or check in the template, the lock is released. Note that the lock only prevents other users from checking out the version you are working on, not every version of the template.

To check out a template version

  1. Open Microsoft Word and connect to X-Author Contracts.

  2. From the X-Author Templates tab, click on Check-Out. The Checkout dialog is displayed.

    If your template document is already open because you have checked it in or released the document lock, you can instead click the arrow below the Check-Out icon and choose Check-Out Currently Opened Document to quickly check out the current document.

  3. Enter a name, description or keyword in to the search box. Use the filters below the box to restrict your search to a specific template type (e.g., Agreement or Clause) and further refine your search.
  4. Click the Search icon  to display a list of Templates that match your criteria. Any guidance saved in the template record is displayed in the far-right column.



  5. Click Select to choose a template to check out. The Template Versions dialog is displayed. Comments saved in the version record for each template version are displayed in the far-right column.
  6. Click Open next to the version you want to check out. The template document is checked out of the system and locked for editing. X-Author Contracts automatically detects whether the document is FX2 or Pre-FX2 format.



    You are now ready to work with the template. Refer to the appropriate section in this guide for instructions on working with fields, clauses, and other elements for FX-2 or Pre-FX2 templates.

Checking Out a Template with No Versions

You will likely have many templates in your org that were created before enabling Template Versioning. In this case, these templates will not have a template version. After Template Versioning is enabled, the first time you check out a non-versioned template, the system will automatically assign it as version 1.00.

The version number is added to the Template record as Template Version. The next time you check-in the template, the version will increment as normal.