To work with any version of an agreement document associated with an agreement record in Contract Management, you must open it directly in X-Author Contracts. There are three common ways for you to open a document, depending on how you are accessing the document itself. You can open your DOC or DOCX agreement document using one of the following methods:

  • Search and open the document in X-Author for Contracts 2.0
  • Download the document from Contract Management and open it using X-Author for Contracts 2.0.

After opening a document, only one user can work on the document at a time.

If you are using X-Author for Contracts 2.0 on MacBook Air, you might see an error message related to “Add-in memory usage” when you work with a document of size 2 MB or more. This is due to a limitation of Microsoft Word. You can continue working after closing this warning message. However, to avoid high memory usage related issues, Apttus recommends that you close any unused applications on your system while working with X-Author for Contracts 2.0.

To open or open and update an agreement document 

  1. In the X-Author Contracts pane, go to Start tab > Search > Search Agreements.

    If you have already downloaded the document from another location, open the document in Word. The document is automatically locked by you (You'll see a message saying 'Document is locked by you'). If the document is already opened by another user, you will not be able to work with it until it is checked in.

    Maximum of 50 agreements are displayed in one instance in the X-Author Contracts pane. When you search agreements using filters, 20 agreements are displayed in one instance based on the search results and if you scroll further, 20 more agreements are displayed.

  2. Enter the agreement name or number as the search term and click the Search icon ().

  3. From the search results, click the Expand icon () of the agreement you want to download. In the expanded description, click DocumentsThis opens the Agreement Details page that lists all the versions of the document. 

  4. To open an agreement document version, click the more icon () next to the version and click Open. Your document is downloaded.
    Open the downloaded document in Microsoft Word. The document is automatically opened and locked by you (You'll see a message saying 'Document is locked by you'). This means that your agreement is opened.
  5. To open and update an agreement document version, click more icon () next to the version and click Open And Update. The selected document is downloaded.
    Open the downloaded document. You'll get a message saying 'Document is locked by you' and the X-Author Contracts pane directly opens the Update from CLM page. This page lists all Smart and ReadOnly fields with current values in Contract Management. For more information, see Updating Fields from Contract Management.

Limitations

  • When you insert Microsoft Word's 3D shapes into your agreement document, the agreement document cannot be opened in X-Author Contracts.
  • When you download and open an agreement document from Contract Management and convert it to XAJS compatible, the converted document name and the original document name are not identical.