After generating and editing an Agreement 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 agreement 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

To view With Redlines, Without Redlines, and Final - the custom permission setting has to be available for your profile. For more information on how to configure custom permissions, see Conga CLM Administrator Guide.

Custom permission in Conga CLM

Save option available in X-Author for Contracts

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 only view all the Save Options. 

To check in an agreement document

  1. Open Microsoft Word and launch the add-in.
  2. Log in to X-Author for Contracts. 

  3. After finishing working on the Agreement Document, from the Contracts pane, click 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 RedlinesThis saves a draft version of the agreement document with all markups. Redlines are used as the action in your org's configured default document naming convention. 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 Agreement record.
    Without RedlinesThis saves a draft version of the document without markups and is typically done before sending an agreement to a third party for review. Track changes/redlines are automatically removed from the Word file and _Clean is used as the action in the configured default document naming convention. 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 Agreement record.
    Final - to be signedThis saves a version of the document without markups and also enables a PDF version of the document to be created. If this option is selected, a PDF file will be saved to the agreement's Notes & Attachments related list. By default, _Final is used as the action in the configured default document naming convention. If Contract Document Versioning is enabled, selecting this option creates a new version (DOCX) under the Document Versions related list in your Agreement record.

    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. For more information on Comply System Properties, refer to Conga CLM Administrator Guide.

  5. In the Agreement Name field, enter the required name for the document or leave it as the name suggested by X-Author. The default name includes the agreement name, revision number, and version type. X-Author automatically saves the agreement in DOCX format.
  6. Select the required watermark option.
    • Select Include Watermark, to add a watermark to a non-final version. This option is available with the With Redlines and Without Redlines options.
    • Include Watermark is automatically deselected (greyed out) if you are saving the document as Final - to be signed.

      If the document already contains a watermark, the watermark will be removed instead when this option is chosen.

  7. Select Reconcile Document to synchronize the Salesforce Agreement object fields with those that were updated in the document. See Reconciliation for more details.
  8. Select Asynchronous Check-In to initiate the check-in process and continue to work with X-Author Contracts. This option can be used when the agreement document has many pages and you do not want to wait for the check-in process to complete.

  9. 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 information (if the check-in process fails). 

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

    You can configure a recipient role to receive Asynchronous Check-in status email by using the Asynchronous Checkin Recipient Comply System Property. For more information, see Contract Management on Salesforce Administrator Guide.

  10. Select Mark as private to enable the Private indicator for this agreement (only for use in custom implementations– see the Conga CLM Administrator Guide for more information).
  11. Click Finish to confirm check-in of 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 Salesforce and the saved document is opened in the same instance. You can continue to work on the document if necessary. 

For information on enabling Contract Document Versioning and how it works, refer to the Conga CLM Administrator Guide for the Salesforce platform.