Protecting and Unprotecting a Document

Using this feature, you can protect and unprotect a contract document without entering the password. This way, you can prevent sharing of passwords and unauthorized access to the document. To make the unprotect option available for a given Conga CLM user, set that user's xa_unprotectdocument custom permission to true. For more information on custom permissions, see Admin Settings for X-Author for Contracts Advanced

To protect and unprotect a document

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

2. Log in to X-Author for Contracts.

3. Open a contract document. For information on opening a contract document, see Opening a Contract Document.

   

   • To display the Document Protection toggle, the document protection mode must be "Insert Comment and Track Changes Only" and "Read Only".
   • If the document protection mode offers full access, the document has no document protection; hence the document protection toggle button is not displayed. 
4. From the Contracts pane, click the Lock Status () button. This opens the Lock Status and Document Protection page where you can see the Document Protection toggle button. 
5. When you open a read-only document and click the Lock Status button, the Document Protection toggle button is ON by default. 
6. To edit the document, you must unprotect it. Click the Document Protection button to OFF. The new document opens in a new Microsoft Word instance in full access mode. All changes made to the document before unprotecting it are retained as redlines. 
7. After editing the document, either directly check the document in or click the Lock Status button and switch the Document Protection to ON. The document opens again in a new Microsoft Word instance.
8. The latest document carries all changes you made in the earlier document, when the document was in full access mode. This document is now in read-only mode and you can check it in. 

9. For more information on checking in documents, see Checking in a Contract Document. 

   

   During check-in, you must apply one of the following three options to the document:

   • With Redlines
   • Without Redlines
   • Final - to be signed

   Whatever option you apply during check-in will be the final property applied to the final document even if it does not match the document protection mode available in the document. 

10. 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. 

Using this feature, you can protect and unprotect an agreement document without entering the password. This way, you can prevent sharing of passwords and unauthorized access to the document. To make the unprotect option available for a given Conga CLM user, set that user's xa_unprotectdocument custom permission to true. For more information on custom permissions, see Custom Permissions in CLM for Administrators.