In our last article, we talked about Contract Lifecycle Management and some of its important terms. In this article, we will talk about Template Management for Agreement and Quote.
Templates are skeleton of Agreement and Quote Documents. They consist of static text, tables, fields, clauses etc. When you add Agreement or Quote specific information into Templates, they become Agreement or Quote Documents. Template is a type of record in Templates object. Multiple Template records can be created based on Business Object, Record types, Category, Subcategory, Language, Locale etc. But at the time of document generation, based on Query Templates, only relevant Template records are presented to Sales Users.
Clauses can be a combination of static text and/ or fields, that can be re-used in multiple Templates. Mostly, any legal language is represented by Clauses. A clause is a type of record in the Templates object. Multiple Clauses can be created based on Business Object, Record types, Category, Subcategory, Language, Locale etc. Using the Playbook feature of Apttus X-Author for Word, Clauses can be added in multiple Templates from the Microsft Word Interface itself so Legal doesnt need additonal traning on a new tool .
Sometimes, during Agreement or Quote Negotiation process, customer changes some fields, data (for example, start date or end date) in a document and sends that file. Now it’s very important to track these changes and if necessary, require approval. It’s very time consuming and error prone to use conventional tools for comparison and they can’t be used to track changes in Salesforce. Apttus provides flexibility to mark any field as a Smart field. For example, if some of the fields in the document are marked as Smart fields and customer modifies those fields. Now when a Sales User tries to check-in that document, he can see the difference between old values and new values of all Smart fields. Once he clicks on ok, then only changes in all these Smart fields are tracked in a related list of the Agreement or Quote.
Same as Smart fields, Apttus provides flexibility to mark any Clause as a Smart Clause. So, for example, if some of the Clauses in a document are marked as Smart Clauses and a customer modifies those Clauses, when a Sales User tries to check-in that document, he can see the difference between old text and new text of all Smart Clauses. Once he clicks on ok, only changes in all these Smart Clauses are tracked in related list of Agreement or Quote.
Sometimes we have a requirement to show some of the Clauses in a Template and hide the rest of the Clauses based on certain conditions. We can implement this by adding conditions in Clauses in Templates so that they are only visible if conditions are met.
When we have multiple Templates available and we want to add certain Clauses in each Template, then it’s very time-consuming and error-prone to use Playbook to add Clauses one-by-one in multiple Templates. Apttus provides Dynamic Document Assembly using which we can club multiple Clauses and add them to Templates at run time while Document generation.