Internal Review using Office 365
When sending a document for parallel review, the contract administrator can send agreement documents for internal review, external review, and mixed review using Office 365 from CLM. For more information on this, see Sending an Agreement Document for Parallel Review using Office 365 Review.
After the contract administrator starts an internal review from Office 365, the internal reviewer can open the document in Microsoft Word, log in to X-Author for contracts, and use it to make changes to the document.
Special characters in document names are not allowed by Microsoft, so special characters in document names are converted to an underscore (_) across all Conga Review Service clients and products.
To review the document
After the O365 review is completed, the contract administrator can open the document in X-Author for Contract, accept or reject the changes, and check in the final document. As a contract administrator, when you accept or reject changes before checking in the final document, make sure that:
-
- All the date fields have a valid date. For example, you cannot have multiple dates within a single date field.
- Check for fields and clauses that have blank content control borders and delete them.
In some cases, when the contract administrator opens the final merged document, the accept or reject changes are greyed out. This is because, the document is getting converted to Insert and Track Changes mode after the review ends. To accept or reject changes follow either of the following two steps:
- You can create a specific profile entry for Agreement
Protection setting for ‘Save Internal Version'. The values for Protection Type
will be Automatic and Protection Level will be Full Access. This will make the
protection type for all the internal check in document as Full Access. For more
information on document protection, see Protecting and Unprotecting
Document.
or
- As the document is getting converted to Insert and Track Changes mode by default, unprotect the document by putting document password. Now, the accept and reject changes button will be visible.
Reviewers are restricted from disabling Track Changes and approving or rejecting changes on a document, but there is an exception. Internal users can enable or disable tracking using the Review option in Microsoft Word, which results in a prompt to add the document maintained user Admin setting APTS_Password. Once tracking is disabled, all other internal users can also accept or reject changes on the document. If any internal user enables tracking again by adding a new password, the new password will overwrite the password set in the Salesforce Org.
