The Doc Fields section of the Document Panel lists all smart fields in the agreement document. Use the Document Panel to take the following actions on fields in the document:

To view and change fields

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

  3. In the Contracts pane, go to Work > Doc Fields. If you do not see Doc Fields under the Work tab, click the More icon ( ) and from the menu, select Doc Fields.  All fields are displayed in a list in the order they appear in the document. Previous (as of last check-in), CLM, and Current (document), values are displayed.
  4. Click a field in the list to highlight the field in the document.
  5. To change the current value of a field, place your cursor in the field's content control in the document, and make changes. To view the updated field value in the Doc Fields list, click some other tab and then click back the Doc Fields tab.
  6. Click Validate to confirm that the new field value is valid for its corresponding data type.

The changed field values are updated in the agreement document upon check-in. If you choose to reconcile fields during check-in, they will also be changed on the agreement record.

Marking Fields

Using Mark Fields, you can mark small chunks of the agreement document content as fields. When you mark content in an agreement document as a field, it becomes a smart field. Smart field values can be reconciled with data in the agreement record when the document is checked in, allowing changes made during negotiation to be accurately reflected and managed as data in the Conga CLM. Content marked as a field must map to the data type of existing fields in your agreement record.

Marking a field in a single agreement does not mark the field across all other documents for the same agreement record.

To mark a field in an agreement

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

  3. Select the content in the document to be marked as a field.
  4. In the Contracts pane, go to Work > Mark Fields. If you do not see Mark Fields under the Work tab, click the More icon ( ) and from the menu, select Mark Fields. This opens the Mark Fields form.
  5. The Mark Fields form lists all the available CLM fields with their name and type that could be made smart. These fields are grouped into different categories according to the field type, like Information, Key Dates, Miscellaneous, etc.
  6. Use Search Fields to enter the field name and search or scroll through the list of fields to select the field to be applied to the selected text.
  7. Click the More options icon () adjacent to the field name and click Mark Field. You will get a confirmation message.
  8. Select Mark in the confirmation message to mark the selected text as a smart field.

Make sure the format of the text you are marking matches the data type you are mapping to. You will receive an error if the text is not valid for the field type you choose.

You will get a success message and the selected text in the contract will acquire content control boundary. The content adopts the properties of the same field on the agreement record.

Rejecting changes to a field

If changes have been made to smart fields in the document, you can choose to reject these changes in the same session prior to check-in. You can not reject changes for fields that are marked using the Mark Field option.

To reject changes

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

  3. In the Contracts pane, go to Work > Doc Fields. If you do not see Doc fields under the Work tab, click the More icon ( ) and from the menu, select Doc Fields.
  4. All fields are displayed in a list in the order they appear in the document. Click the More options icon () adjacent to the field in the Doc Fields pane and select Reject changes.

The field value is reverted to its previous value prior to the change. The Doc Fields pane reloads to show the change.

Validating Fields

Use the Validate action to ensure that all smart fields in your document are in the proper format for their assigned data type (e.g., Date, Number, DateTime, selected values from picklists, etc.).  For example, if the date format is not proper in the document, you get an error message when validating fields. The agreement document cannot be reconciled at check-in unless all fields in your document are valid.

To validate fields

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

  3. In the Contracts pane, go to Work > Doc Fields. If you do not see Doc fields under the Work tab, click the More icon ( ) and from the menu, select Doc Fields.
  4. Click the Validate button.
  5. If any fields are invalid, an error message is displayed for the first invalid field. The first invalid field is also highlighted in the document.
  6. Make corrections to the invalid field as needed and click Validate again to confirm there are no invalid fields.

If all the fields are valid, you'll see a success message displayed at the top of the pane. You can now check-in your document.

Marking Fields for Removal

There will be times in the negotiation when a negotiating party wants to remove language from an agreement that contains a smart field. According to document protection settings, users outside your org can remove content from the agreement, but any smart field content removed will not remove the field itself. Follow the below instructions to mark fields for removal. You usually want to mark fields for removal when:

  • A user marked static text as a field.
  • A Template Admin marked the field as smart.
  • You need to delete a smart field from an agreement document.

To mark fields for deletion

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

  3. In the Contracts pane, go to Work > Doc Fields. If you do not see Doc fields under the Work tab, click the More icon ( ) and from the menu, select Doc Fields.
  4. All fields are displayed in a list in the order they appear in the document. Click the More options icon () adjacent to the field in the Doc Fields pane and select Mark for Removal
  5. Click Delete on the confirmation dialog that appears. The field is marked with a strikethrough in the document and the Document pane to denote that it has been marked for deletion. 
  6. Check-in the document and choose Reconcile. The field is removed from the document.

To unmark fields for deletion

If you decide in the same session that you want to keep a field in the document that you have already marked for deletion, follow these steps.

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

  3. In the Contracts pane, go to Work > Doc Fields. If you do not see Doc fields under the Work tab, click the More icon ( ) and from the menu, select Doc Fields.
  4. All fields are displayed in a list in the order they appear in the document. Click the More options icon () adjacent to the field in the Doc Fields pane and select Undo Delete
  5. Click Undo on the confirmation dialog that appears.