Salesforce Finalize: Finalize Agreement Record

Overview

Every agreement drafted from Salesforce Finalize has an associated Finalize agreement record that stores relevant information about the agreement for easy access.

Process

This page is divided into four sections.

• Latest Version Section
• Agreement Versions Section
• Agreement Attachments Section
• Activity, Info, and Tasks Tabs 

Latest Version Section 

Within the Latest Version section, users can view and update the agreement status, access a preview of the agreement and the parent object, email the current agreement version to the counterparty, and download the current agreement version. 

The Status field contains the agreement status of the current version.

To update the agreement status, click the drop-down arrow next to the field and select the appropriate status.

Note:

• Updating the status modifies the status of the current agreement version. It does not create a new agreement version. 
• Depending on the template used to create the agreement and the phase of the contract lifecycle the agreement is in, certain agreement statuses may be unavailable. 

Click the links in the Document, Parent, and Agreement URL fields to access a preview of the document, the parent Salesforce object of the agreement, or the Finalize individual agreement view respectively. 

• The Author field displays the Salesforce user who drafted the agreement.
• The Agreement Owner field displays the user who owns the agreement. 
  The agreement owner may be the member of your legal team that is working on the agreement. 
  If the Agreement Owner field is blank, the agreement is unowned.

Note: 
The Agreement Owner field cannot be assigned from within Salesforce Finalize, it must be assigned within the Finalize web app. 

To learn more about assigning an agreement owner, reference our article on Agreement Ownership. 

• The Agreement ID field contains the Finalize agreement ID for the agreement.
• These fields cannot be removed from the Latest Version section.

Choose the envelope icon in the upper right-hand corner of the section to send an email with the current agreement version as an attachment. 

The Emails tab will open on the right-hand side of the screen.

• Fill out the relevant fields. Asterisks indicate the required fields.

Note: 
The user sending the email will be CC’d.

• Upload additional attachments via the Add Attachment drop-down.
• Click Send once complete.

The Activity tab will update that a user has sent an email out to designated recipients. 

• Outbound emails will appear under the applicable agreement version within the All versions section of the individual agreement view of the Finalize web app.

Alternatively, click Cancel to discard the email.

If recipients reply to the email with attachments not already associated with the agreement, they will be added to the Agreement Attachments section. 

• Choose the download icon in the upper right-hand corner of the section to locally download a copy of the current agreement version.

Agreement Versions Section 

The Agreement Versions section stores all versions of the relevant agreement. 
From here, reference the timestamp that the version was created, the status of each version, a link to the document, and the user who updated the agreement version.

Choose the arrow icon on the right-hand side of each agreement version to download the version or send an email with that version as an attachment.

• The most recent version will populate at the top of this section. 
• This is also the version that is available within the Latest Version section.  

Creating New Agreement Versions

Depending on the type of template from which the agreement was drafted, users may be able to create a new agreement version from this section by clicking the Generate New Version or the New Version button.

• Both buttons are available on agreements created using Draft templates.
• Only the New Version button is available on agreements created using Intake workflows or Signature-only templates.
• Neither button is available on Request forms.

Note: 
The maximum file size for new agreement versions is 4 MB.

Generating a New Agreement Version

Choosing Generate New Version prompts the user to select a status for the new version and re-enter the Document Fields, or tokens, associated with the agreement.

• Agreement detail fields, including Dynamic Questions, cannot be re-entered during this process.
• The Document Fields information entered during this process will override the previous Document Fields information that was provided.

Click Save once complete.

Note:

• If the relevant agreement was drafted using a Draft template with no Document Fields, users will not be able to generate a new version as there are no Document Fields to update in a new draft. In this case, the Generate New Version button will not exist and users should use the New Version workflow instead. 
• If the relevant agreement was drafted using a template that contains Dynamic Language, users will not be able to generate a new version. In this case, the Generate New Version button will not exist and users should use the New Version workflow instead. 

Uploading a New Agreement Version

Choosing New Version prompts the user to upload a file for the new version by browsing locally or dragging and dropping.

Note: 
Acceptable file types for new agreement versions are DOCX, PDF, or XLSX. 

Select an eligible status for the new version. 

Click Save once complete.

Agreement Attachments Section 

Reference existing attachments associated with an agreement or upload new attachments within the Agreement Attachments section.

Click the arrow icon on the right-hand side of an existing attachment to download, delete, or convert the attachment to an agreement version.

In the dropdown option on the right side of the screen, there are three options:

• Download will open the attachment in a browser.
• Delete will remove the attachment from the agreement entirely.
• Convert to Version will change the attachment to an agreement version.

When converting an attachment to an agreement version, users must select a status for the new agreement version. Click Save As Latest Version once complete. 

To upload a new attachment, click the Upload Files button to browse locally or drag and drop the relevant file.

Note: 
- Acceptable file types for attachments are DOCX, PDF, or XLSX
- The maximum file size for attachments is 4 MB.

Activity, Info, and Tasks Tabs 

The right-hand panel on the Finalize agreement record houses the Activity, Info, and Tasks tabs. 

Activity Tab 

The Activity tab displays any activity associated with a given agreement (e.g., chat logs, status updates, eSignature activity, or when new users are added to the agreement) and allows you to communicate with colleagues.

• Use the @ symbol to tag other users in a comment. If the tagged user is not already an agreement collaborator, they will be added as one once they are tagged. 

Note: 

• Finalize Administrators can configure collaborators at the template level. These collaborators will be automatically added to every agreement drafted from a given template. 
• The information available within the Activity tab is user-specific.

Any new activity since your last review will be highlighted in blue under the New Activity header.

Info Tab

The Info tab displays the details of the agreement
Example: The name and description of the template used to create the agreement and agreement detail fields, and their answers.

• Files uploaded during the agreement detail field responses can be found within this tab. 
• Click on a file to download it. 

The information within the Info tab, including agreement detail fields and Dynamic Questions, cannot be updated within Salesforce. 
LinkSquares recommends modifying this information within the Finalize web app if needed. 

To learn more about modifying this information within the Finalize web app, reference our article on Drafting Agreements With Dynamic Questions. 

Tasks Tab 

The Tasks tab displays the Approval and To-do tasks related to an agreement. 

Tasks provide insight into the outstanding actions related to an agreement or internal process. Approvals are tracked as tasks. 

Keep track of the tasks related to an agreement and their current status in two places:

• The Tasks tab on the Finalize agreement record 
• The Finalize Tasks object

Tasks configured within the Finalize web app will be reflected within this tab and vice versa. 

To learn more about assigning and completing tasks within Salesforce Finalize, reference our article on Salesforce Finalize: Tasks and Approvals.  

Note: 

• Currently, users cannot reopen tasks from within Salesforce Finalize. 
• Tasks that are reopened from within the Finalize web app will be available to action from within Salesforce Finalize.
• Salesforce will automatically pull data from Finalize every 15 minutes to ensure the metadata reflected within the CRM is continually refreshed with the most up-to-date information. 
• Alternatively, users can click the Sync from Finalize button in the upper right-hand corner of the Finalize agreement record to manually initiate a sync for that agreement. 
• Administrators can click the Sync from Finalize button on the Settings tab to manually initiate a global sync between Finalize and Salesforce.

Sending Agreements Out for Signature 

When an agreement reaches the Ready for Signature status, it can be sent out for signature via LinkSquares Sign or DocuSign directly from the Finalize agreement record.

Click the eSignature drop-down and select the relevant eSignature tool.

To learn more about sending agreements out for signature via Salesforce, reference our articles on Salesforce Finalize: LinkSquares Sign and Salesforce Finalize: DocuSign Integration.