Creating Offline Agreements

Offline Agreements can be created directly in X-Author Contracts, by taking a pre-existing Microsoft Word document that was created outside of CRM and has not previously been associated with an Agreement and checking it in. When you have a document open in Microsoft Word, you can create a new agreement record by checking it in as an offline agreement.

To create an offline agreement

Open Microsoft Word and launch the add-in.
Log in to X-Author for Contracts and open the Agreement Document.
In the Contracts pane, go to Start > Create. The Create New Offline Agreement page is displayed.

Note:
The Create Offline feature can be made available to specific user profiles using the xa_disablecreateofflineadmin setting. When set to true, this feature is available for the specific user, and when the user hovers over the button, they can see the “Contact your administrator to access this feature” message. However, when set to false, the button is available for use by users. For more information, see Custom Permissions.

Enter the following details (fields marked with an asterisk are required):

Note: You can enable dynamic field rendering for the creation of offline agreements. For more information, see Enabling Dynamic Field Rendering for Offline Agreements .


Fields	Description
Record Type*	Select the record type from the picklist.
Name*	Enter the agreement name.
Account*	Enter the account name.
Contact*	Enter the contact details.
Start Date*	Select the start date of the agreement from the date picker.
End Date*	Select the end date of the agreement from the date picker.

Click Save. You will see a confirmation message and the new document is opened in a new Microsoft Word instance. Note that if the xa_disableautocheckout profile permission is set to true in Conga CLM, then after clicking save, you will only see the confirmation message. The document will not open in a new instance. For more information on disable auto check out, see Custom Permissions.

After clicking Save, a new agreement record is created in CLM. If the Enable Document Versioning comply system property is enabled in CLM, the new agreement is available in Document Versions. If the Enable Document Versioning comply system property is not enabled and the Enable File comply system property is enabled, the new agreement is available as a type-file in the Notes & Attachments.

You can also send the offline agreement for review when the Parallel review comply system property is enabled. For more information, see Sending an Agreement Document for Parallel Review.

Enabling Dynamic Field Rendering for Offline Agreements

Dynamic field rendering allows you to configure available and required fields during offline agreement creation with the APTS_XAuthorLayoutDefinition setting. A maximum of (10) ten fields can be configured. The Record Type, Name, and Locale default fields do not count towards this maximum. If APTS_XAuthorLayoutDefinition is not configured, is mis-configured, or contains only an entry without any values, only the following mandatory default fields will display:

Record Type
Name
Account
Contact
Start Date
End Date
Locale

In Salesforce, navigate to the Admin tab.
In Admin Home, create a new admin entry for APTS_XAuthorLayoutDefinition. or click Edit on the existing entry.

Configure your fields using JSON code.

You must enter the exact API name for each field you want to configure.

Each field entry must have "true" or false" for the IsRequired field. Setting a field to "true" will display the field as mandatory with an asterisk (*) during offline agreement creation. Setting a field to "false" will show the field without the asterisk (*) sign during offline agreement creation.

Example JSON code entry:

[
{
"LayoutPageName": "CreateOffline",
"Fields": [
{
"APIName": "RecordTypeId",
"IsRequired": true
},
{
"APIName": "Name",
"IsRequired": true
},
{
"APIName": "Apttus__Account__c",
"IsRequired": true
},
{
"APIName": "Apttus__Primary_Contact__c",
"IsRequired": true
},
{
"APIName": "Apttus__Contract_Start_Date__c",
"IsRequired": true
},
{
"APIName": "Apttus__Contract_End_Date__c",
"IsRequired": false
},
{
"APIName": "Apttus__Agreement_Category__c",
"IsRequired": true
},
{
"APIName": "APTSMD_AccountName__c",
"IsRequired": false
},
{
"APIName": "Apttus__Total_Contract_Value__c",
"IsRequired": true
},
{
"APIName": "Apttus__AllowableOutputFormats__c",
"IsRequired": false
},
{
"APIName": "Apttus__Auto_Renewal__c",
"IsRequired": true
},
{
"APIName": "custom_text_field_long_to_verify_fieldss__c",
"IsRequired": true
}
]
}
]

The following fields are supported:


Field Type	Rendered As
Currency	Text input box
Boolean/Checkbox	Checkbox
Lookup	Typeahead checkbox
Email	Text input box
Picklist (Multi-select)	Multi-select dropdown
Picklist	Dropdown input
Date	Date picker
Number	Text input box
Decimal	Text input box
Text	Text input box

Note: Formula, Long-Text Area, Roll-Up Summary, Date/Time, and Rich Text Area are not supported and will not render even if configured.

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Creating Offline Agreements

To create an offline agreement

Enabling Dynamic Field Rendering for Offline Agreements

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