LinkSquares Finalize for Word Add-In: Interacting With Agreements

Overview

The LinkSquares Finalize add-in for Microsoft Word eliminates the need to take extra steps uploading and downloading agreements from the Finalize web app.

Streamline Editing Process

• Edit, save, and update any in-flight contracts all in one place.

Intuitive Version Tracking

• Log activity and easily retrace your steps. Navigate through document versions confident that you are up-to-date on the latest information.

Seamless Collaboration

• Share documents with collaborators. Communicate easily with team members and quickly send notifications.

To learn more about leveraging the Word add-in, reference our article on Agreement Workflows. 

Process

In order to use the Word add-in, you must already be a Finalize user. Additionally, your Customer Success Manager must enable this feature for your organization. 

After logging in, click BROWSE AGREEMENTS to view your Finalize agreements. 

To learn more about logging in to the Word add-in, reference our article on LinkSquares Finalize for Microsoft Word: Logging In. 

Browsing and Opening an Agreement

View your agreements from the Finalize web app directly in the Word add-in.

Note: When opening a document in Microsoft Word that has been downloaded from Finalize, the Word add-in will generate the relevant Finalize agreement context.

Filtering Agreements

Use the search bar to tailor search results by agreement name.

Use the filter icon within the search bar to filter by:

• Active agreements
• Inactive agreements
• All agreements

Active agreements are filtered by default.

Sort the order of the agreements in which they appear by:

• Newest first
• Oldest first
• Least time in status
• Most time in status
• A-Z
• Z-A

Filter agreements by Pen status:

• With me
• With counterparty

Filter agreements by status:

• Request Pending
• Internal Review
• Counterparty Review
• Ready for Signature
• Out for Signature
• Partially Signed
  

To learn more about agreement statuses, reference our article on Agreement Phases and Statuses.

You can also filter agreements by type (e.g., addendum, uncategorized, etc.) and agreement author. Utilize these filters by typing in the name of the desired type or author, or by selecting an option from the Agreement Type and Author drop-downs.

Click Apply to apply the agreement filters.

Alternatively, click Reset to clear the selections made. 

Navigating Agreements

Locate the relevant agreement and click the corresponding arrow icon.

Select the desired agreement version by clicking Open or View.

• Open: Agreements with a Microsoft Word (i.e., DOCX files) icon will be opened within a new Microsoft Word window.
• View: Agreements with a PDF icon (i.e., PDF files) will be downloaded locally to your computer. 

Note:

• DOC files cannot be opened using the Word add-in. 
• Agreements within the Request Pending status cannot be accessed within the Word add-in.

Activity Tab

View your team's chat history and post new comments within the Activity tab.

A blue circle will appear next to the tab if user-specific updates are available for review. 

Use the chat feature by leveraging the Comment field, or by highlighting text within the agreement and clicking the chat icon. Use the @ symbol to tag other users. 

To learn more about creating a comment by highlighting agreement text, reference our article on LinkSquares Finalize for Microsoft Word: Highlight and Assign Text.

Tasks Tab 

Create, edit, and complete Approval and To-do tasks that are associated with the agreement within the Tasks tab. 

History Tab

View previous agreement versions within the History tab. 

When editing an agreement, access the Clause Library via the menu to view and insert clauses from within the Word add-in.

To learn more about using the Clause Library within the Word add-in, reference our article on LinkSquares Finalize for Microsoft Word: Clause Library.

Saving a New Agreement Version to Finalize

After clicking Open within your selected agreement and making edits in Microsoft Word, you can upload the new version of the agreement to the Finalize web app if the following is true.

• The agreement is NOT in a status that prevents this action (e.g., Fully Signed and Done statuses).
• The context view for the agreement is visible.

To upload a new agreement version, click the + NEW VERSION button above the agreement name. 

Name the new agreement version within the Version name field.

Select an agreement status from the Status drop-down. 

The available statuses for the new agreement version depend on whether the agreement is in the Review phase or Signature phase. 

If the agreement is in the Review phase, the available statuses are as follows: 

• Internal Review 
• Counterparty Review 
• Done 
• Paused 

If the agreement is in the Signature phase, the available statuses are as follows: 

• Ready for Signature 
• Out for Signature 
• Partially Signed 
• Fully Signed 
• Done 
• Paused

After saving, your team can access the agreement within the Finalize web app.

Incompatible Fonts in Agreement Versions 

Certain fonts are incompatible with LinkSquares.

If a new agreement version contains fonts that are not supported, users will be notified when they attempt to upload the agreement version from the Word add-in. 

Users can select Cancel to void the upload of the new agreement version. This option allows the user to go back into the file and change the fonts that are not supported before attempting to upload the new agreement version. 

Alternatively, users can select Ignore to continue with the upload of the new agreement version despite there being incompatible fonts in the file. 

Please note that if Ignore is selected, the Word add-in will automatically convert the text into a different font so it can be displayed as a PDF or previewed within the Finalize web app. 

The changes that occur when converting fonts are often minor, but can sometimes cause larger formatting changes such as line breaks or text overflow from table cells. 

Returning to Menu

To navigate to the menu at any time, click the menu icon.

From the menu, you can return to browse agreements, access the Clause Library, provide feedback to LinkSquares on your experience, navigate to this article for help at any time, and log out.

Word Add-in Permissions Matrix 

The user types, roles, and responsibilities for the Word add-in are equivalent to those of LinkSquares Finalize.

To learn more about Finalize user types, roles, and responsibilities, reference our article on Finalize User Roles and Permissions. 

Note: Sign-only users and IT Administrators do not have access to the Word add-in. 

	Lite Standard	Standard		Power
	Drafter	Reviewer	Approver	Administrator
Agreement Management
Access agreements	If author or collaborator	If author, collaborator, or agreement owner	If author, collaborator, or agreement owner	✔️
Change agreement status	Yes, except when it is in the Fully Signed or Done status	Yes, except when it is in the Fully Signed or Done status	Yes, except when it is in the Fully Signed or Done status	Yes, except when it is in the Fully Signed status
Move agreement from Signature phase back to Review phase		If agreement owner	If agreement owner	✔️
Revert Done agreements				✔️
Add new versions	✔️	✔️	✔️	✔️
Add comments	✔️	✔️	✔️	✔️
Document Comparison	✔️	✔️	✔️	✔️
Add collaborators via the Activity tab	✔️	✔️	✔️	✔️
Tasks
Create and assign tasks	✔️	✔️	✔️	✔️
Approval task assignee	✔️	✔️	✔️	✔️
To-do task assignee	✔️	✔️	✔️	✔️
Override approvals (i.e., approve tasks for others)		If agreement owner	If agreement owner	✔️
Manage/reassign task assignees	✔️	If agreement owner	If agreement owner	✔️
Modify and delete tasks	✔️	If agreement owner	If agreement owner	✔️
Nudge tasks	✔️	✔️	✔️	✔️
Clause Library
Access Clause Library	✔️	✔️	✔️	✔️
View and insert global clauses	✔️	✔️	✔️	✔️
View and insert private clauses				✔️
Create new clauses				✔️