This page contains instructions for checking in templates when Template Versioning is enabled. For instructions on checking in templates without versioning, see Checking In Templates in this guide. 

After you create a new template or make changes to an existing template, you can check in the template to update its contents in Salesforce and create a new version. 

To check in a template version

  1. In the X-Author Templates pane, click the Finish tab.
  2. Under Check-In, the following fields are displayed:  

    Field NameDescription
    Name

    Enter a new name for the template.

    Current Version

    It indicates the version you are currently working on. The current version is not displayed if the template is being checked in for the first time.

    Type

    It shows the type of template.

    Business Object

    It shows the business object of the template.

    Agreement Types

    From the picklist, you can select multiple agreement types to associate with your template. The value of Agreement Types decides which templates are available at the time of agreement generation. If your template's agreement type matches with the agreement type of your agreement record, you will see that template in the list of available templates at the time of document generation.

    Category

    Choose the category from the picklist. Template categories are defined in Contract Management by the administrator.

    SubcategoryA dependent field that is populated based on the value chosen for Category. Subcategory values are defined in Contract Management by the administrator.
    Language 

    Select the default template language from the picklist.

    LocaleSelect the locale from the picklist. You can configure custom locales in Contract Management. For more information, see Adding Custom Locale topic in Contract Management on Salesforce Administrator Guide.
    Enable FormattingCheck this box to enable locale formatting at the template and field level for this template. This allows you to define locale settings for Currency, Number, and Date formats. 

    Optional: Specify the following fields when "Enable Formatting" is selected to modify locale formatting.

    FieldDescription

    Date Format

    Select an option from the picklist to choose the default format for all date fields in the template.

    Currency Format

    Select an option from the picklist to choose the format for all currency fields in the template. Choose "None" to only display currency field values in generated documents.

    If "Currency Symbol" is selected, currency fields will be generated with no space between the symbol and field value. If "ISO" is selected, currency fields will be generated with a space between the ISO code and the field value.

    Number PrecisionSelect a number from 0-9 to define the precision for Number/Percent field values in the template (e.g., "2" if the Number/Percent field should display two digits following the decimal point.)
    Currency PrecisionSelect a number from 0-9 to define the precision for currency field values in the template (e.g., "2" if the currency field should display two digits following the decimal point.)
    Keywords

    Enter comma-separated keywords to associate with the template. Keywords make it easier to search the templates.

    Next Revision Date

    Select the date for the next revision of the template.

    DescriptionEnter the description for the template. Maximum of 255 characters (an error will be thrown if this limit is exceeded).
    Guidance

    Enter guidance to help users determine the purpose of the template.

    CommentsEnter comments that apply to this version of the template.
    Update Current Version
    Check this box to update the current version you have checked out. This template will replace the current version and will not create a new version of the template. Update Current Version will not be displayed if the template is being checked in for the first time.
    Active

    Check this box to activate the new version of this template when check-in is completed. If disabled, the new version will still be checked in but the currently active version will remain the same. You must activate a template version to use it for generating an agreement document.

  3. Click Check In.

A message is displayed that your template is checked in and the template is downloaded. You can open the template and continue working on the template. 

The template version is checked in and the version number is incremented by 1 (unless Update Current Version is checked). For example, if you have checked out Template v2.00, when you check in the new version, it will be checked in as Template v3.00. Template version information is updated in Salesforce. When a template is checked-in for the first time, the version number is v1.00.