After generating and editing a contract document, you can check in the document to update its contents in Conga CLM. Whether you are saving a redlined version, clean version, or final version, the process for each is similar and each makes use of X-Author's Check-In feature. Only Microsoft Word documents in DOC and DOCX format are supported for maintaining versions, opening and checking in contract documents. When you check in from X-Author, the document you are working on is converted back to the same document format as when it was first checked out.

Prerequisite

The custom permission setting must be available for your profile. For more information on how to configure custom permissions, see Admin Settings for X-Author for Contracts Advanced. 

Custom permission in Conga CLM

Save options available in X-Author for Contracts Advanced

XA_CheckinAsFinalFinal - to be signed, Without Redlines, and With Redlines
XA_CheckInWithoutRedlinesWithout Redlines and With Redlines
XA_CheckInWithRedlinesWith Redlines

If all the custom permissions are disabled, you can view all the save options. 

To check in a contract document

  1. Open Microsoft Word and launch the X-Author for Contracts Advanced add-in.

  2. Log in to X-Author for Contracts Advanced. 

  3. After you finish working on the contract document, from the Contracts pane, click the Finish tab. The Check-in page is displayed.

  4. From Save Options, choose one of three options for saving the document:

    Option at Check-inDescription
    With Redlines

    This saves a draft version of the contract document with all markups. By default, the file is saved with "_Redlines" appended to its name. A DOCX version of the document is saved in Notes & Attachments. If Contract Document versioning is enabled, selecting this option creates a new version under the document versions related list in your contract record.

    Without RedlinesThis saves a draft version of the document without markups and is typically done before sending a contract to a third party for review. Track changes/redlines are automatically removed from the Word file and "_Clean" is appended to document names by default. A DOCX version of the document is saved in Notes & Attachments. If Contract Document Versioning is enabled, selecting this option creates a new version under the Document Versions related list in your Contract record.
    Final - to be signedThis option saves a version of the document without markups and creates and saves a PDF version of the document to the documents's Notes & Attachments related list. By default, "_Final" is appended to document names by default. If Contract Document Versioning is enabled, selecting this option creates a new version (DOCX) under the Document Versions related list in your Contract record.

    Due to technical limitations, Update Current Version, which saves the changes made to the document but does not create a new version of the document, is not available for X-Author for Contracts on Conga Platform. 

    When you select "Final - to be signed" as the check-in option, Create PDF attachment is automatically checked if you have the Comply System Property Auto Enable PDF for Final Docs enabled. When Create PDF attachment is checked, the Create PDF/A attachment option becomes available to check. For more information, see Admin Settings for X-Author for Contracts Advanced.

  5. Under the Current Protection Level section, click Update Protection Level if you want to change the protection level of the document. By default, the current protection level of the document is already selected. The following protection levels are available:
    • Full Access: This option provides complete access to a user's profile to perform the selected action.
    • Insert comments and tracked changes only: This option allows a user's profile to insert comments in the agreement document along with tracking the changes made by any other user.
    • Insert comments only: This option allows a user's profile to insert only comments in the agreement document.
    • Fill in form fields only: This option allows a user's profile to only fill in the form fields inside the agreement document.
    • Read only: This option gives only read access to the user of the document. 
  6. In the Contract Name field, enter the required name for the document or leave it as suggested by X-Author. The default name includes the contract name, revision number, and version type. X-Author automatically saves the contract in DOCX format.

  7. Select Retain Document Name to use the document name from the document version properties in CLM instead of from Comply settings. For this option to be available, you must enable it as an Action Setting for the Agreement object. You can edit the name after this option is checked. 

  8. Select the required watermark option.
    • Select Watermark to add a watermark to a non-final version. This option is available with the With Redlines and Without Redlines options.

    • Watermark is automatically deselected (grayed out) if you save the document as Final - to be signed.

      Choosing this option removes any existing watermarks.

  9. Select Reconcile Document to synchronize the Conga CLM Contract Contract object fields with those that were updated in the document. See Reconciliation for more details.

  10. Select Asynchronous Check-In to start the check-in and continue to work with X-Author for Contracts. Use this option when the contract document has many pages and you do not want to wait for the check-in process to complete.

  11. After clicking check-in, the following message is displayed: "Check-in process has been initiated and you will be notified once it is completed". Both the contract owner and the user will receive an email notification indicating the check-in status or an error (if the check-in process fails). 

    If the contract owner and logged-in user are same, then only one email notification is sent out.

    You can configure a recipient role to receive Asynchronous Check-in status email by using the Asynchronous Check-in Recipient comply system property. For more information, see Admin Settings for X-Author for Contracts Advanced

  12. Select Mark as private to enable the Private indicator for this contract. This is used only in custom implementations. To view the Mark as private option in the contract, the Auto Enable Private Indicator comply system property must be enabled in CLM. For more information, see Admin Settings for X-Author for Contracts Advanced
  13. In the Keywords/Tags field, enter the keywords and tags to be associated with the document on check-in. Separate the keywords and tags using a comma. These tags/keywords are displayed in CLM along with the respective document versions. CLM users can also use these tags while using document finder on a contract record.
  14. Click the tag () button next to the Keywords/Tags text box to choose from a list of existing tags to apply to the new version of the document you are checking in.

     
  15. Select tags from the Available Tags list and click the right arrow button to add that tag to the Selected Tags list. Click Done to add them to the list of keywords/tags. 

  16. Click Finish to confirm checking the document. If you have selected the Reconcile option, you will see "Save and Next" button which takes you to the reconciliation page. After confirming check in, the document is checked in to Conga CLM and the saved document is opened in a new Microsoft Word instance. You can continue to work on the document if necessary.

    If the xa_disableautocheckout profile permission is set to true in Conga CLM, then after clicking save, you will only see the confirmation message but the contract document will not open in a new instance. There will not be any lock icon and both the Work and Finish tab is disabled. To work on the contract, you need to search the contract again, open it, make changes and then check-in again. For more information on disable auto check out, see Admin Settings for X-Author for Contracts Advanced and Configuring Actions Permissions for the Agreement Object.

    Contracts you check-in with the X-Author for Contracts Advanced add-in also update values for clauses, fields and insights in Conga Contract Intelligence for Platform.