IMPORTANT
You must ensure that you set up the Revision History feature with the assistance of TechnoMile Support and do not attempt to do this independently, under any circumstance.
Overview
TechnoMile's Revision History feature enables you to track and maintain a record of every change made to a particular field, provided the Track History checkbox was selected for that particular field. This feature can be enabled on any field that is available on a Record Type Page Layout of both the Contract and Subcontract objects.
Important Notes:
You can use this document to set up the Revision History feature in your Salesforce instance, only if you are already an existing Contracts Suite customer.
This feature must be set up with the assistance of TechnoMile Support, who will analyze your local processes/existing customizations and will migrate them to TechnoMile’s out-of-the-box Approval Workflows, if required.
Audience
Salesforce Administrators
IT Support
Prerequisites
Ensure that TechnoMile Contracts Suite is already installed and configured. The version of this package must be 2024.3 or higher.
Ensure that Modifications is already configured for both the Our Contract and Subcontract objects.
Ensure that you take a backup of the data for both the Our Contract and Subcontract objects.
Assign Permission Sets
Click the gear icon and select Setup.
Go to Permission Sets using Setup search.
Scroll down and open the Contracts Full Access Permission Set.
Click Manage Assignments.
Click Add Assignment.
Select a user and click Next.
Click Assign.
The Permission Set is assigned to the selected user.Click Done.
Similarly, assign the following Permission Sets to your selected user(s).
Contracts Suite Admin
Subcontracts Full Access
Contracts & Subcontracts Read Only
Configure Process Automation Settings
Go to Process Automation Settings using Setup search.
Click the lookup icon in the Default Workflow User field.
Select an Admin user of your choice.
The Admin user is selected.Scroll down and select the Enable record locking and unlocking in Apex checkbox.
Click Save.
Edit Page Layouts using Object Manager
Go to Our Contract Object Manager.
Go to Page Layouts and open your currently assigned page layout.
Go to Related Lists and drag-and-drop Contract Audit Histories into the Related Lists section.
The Related List is added.In the Contract Audit Histories Related List, click the wrench icon.
In Columns, select and move the below highlighted fields from Available Fields to Selected Fields using the Add arrow button.
Scroll down to Buttons and click the plus icon.
Clear the New and Change Owner checkbox selections and click OK.
The fields are added and the buttons are removed.Click Save.
Click Yes on the confirmation message.
In Our Contract Object Manager, go to Fields & Relationships and open the Wizard Status field.
Scroll down to Values and click Edit against the Draft value.
Select the Default checkbox and click Save.
Similarly, go to Subcontract Object Manager and add the below highlighted Contract Audit Histories Related List and fields into your currently assigned page layout.
Go to Modification Object Manager, then go to Page Layouts, and open the Modification Layout.
Go to Fields and drag-and-drop the Revision Type and Revision Version fields into the Information section.
In the Revision Type field, click the wrench icon.
Select the Required checkbox and click OK.
Similarly, select the Read-Only checkbox for the Revision Version and Status fields.
The fields are added.Click Save.
Similarly, go to Subcontract Modification Object Manager to add the Revision Type and Revision Version fields and update the Status field in its Subcontract Modification Layout.
Perform Deactivations
Go to Flows using Setup search.
Open the Contract LOF notification send to Contract Manager on LOF letter creation flow.
Click Deactivate.
The flow is deactivated.Similarly, deactivate the following flows and any other custom flows that exist in your Salesforce instance:
Contract OOB Contract Site
Contract OOB Subcontract Site
Contract OOB Update Contract Site Name from Contract
Contract Vehicle LOF Notification send to contract manager and update the Status
Create Contract Vehicle Clauses Flow
Create Contract Vehicle Clauses as Parent Contract Change
Create Subcontract Clauses Flow
Create Subcontract Clauses as Parent Contract Change
Modification Notifications and Approvals
SubK Modification Approvals
TM Calculate Average CV Monthly Revenue if Net Revenue not empty
Update Contract Values
Update Subcontract Fields
Deactivate any custom Apex Triggers, Process Builders, Workflow Rules, and Filters on Look up Fields of the Our Contract, Modification, Subcontract, and Subcontract Modification objects.
Clear the selection of the Required checkbox on any custom fields via Fields & Relationships for the above listed objects.
Deactivate any other processes that automatically update data such as re-calculations, sending notifications, etc. or can cause any issues while running the Batch processes mentioned in the topic below.
Run Batch Processes
Click the gear icon and select Developer Console.
Click Debug and select Open Execute Anonymous Window.
In case some code is written in this window, scroll down to its end and copy-paste the following code:
Database.executeBatch(new TM_TOMA.TM_RH_ContractBatch(), 2000);Highlight the pasted code and click Execute Highlighted.
As per the number of records, multiple Batch processes are executed.To monitor the Status of these Batch processes, go back to Setup and search for Apex Jobs.
Similarly, run the remaining Batch processes as listed in the table below.
Batch Process
Code
Error File Name
TM_TOMA.TM_RH_ModRevisionVersionBatch
Database.executeBatch(new TM_TOMA.TM_RH_ModRevisionVersionBatch(), 200);
TM_RH_ModRevisionVersionBatchErrors
TM_TOMA.TM_RH_ContractModBatch
Database.executeBatch(new TM_TOMA.TM_RH_ContractModBatch(), 2000);
TM_RH_ModLockBatchErrors
TM_TOMA.TM_RH_SubcontractBatch
Database.executeBatch(new TM_TOMA.TM_RH_SubcontractBatch(), 2000);
TM_RH_SubkBatchErrors
TM_TOMA.SubkModRevisionVersionBatch
Database.executeBatch(new TM_TOMA.TM_RH_SubkModRevisionVersionBatch(), 200);
TM_RH_SubkModRevisionVersionBatchErrors
TM_TOMA.TM_RH_SubcontractModBatch
Database.executeBatch(new TM_TOMA.TM_RH_SubcontractModBatch(), 2000);
TM_RH_SubkModLockBatchErrors
NOTE
While running these Batch processes you may face an error. In case of any errors, check the Error File related to that specific Batch process, fix the issue(s), and re-run the process. You can access an Error File by performing the following steps:
Click the View Profile icon and then click your Username.
Go to the Related tab and scroll down to Files.
Open an Error File to locate the error(s) in it:
Each error displays as :
Multiple errors are separated by pipeline operators (|)
Perform Activations
IMPORTANT
The following steps to activate Flows must only be performed if you are already using the out-of-the-box Approval Processes. In case you are using a custom Approval Process, ensure that you first update your process to work with these Flows.
Go back to Flows using Setup search.
Open the Modification Notifications and Approvals flow.
Click Activate.
The flow is activated.Similarly, activate the SubK Modification Approvals flow.
Similarly, activate the following flows and any other custom flows that exist in your Salesforce instance:
Contract OOB Contract Site
Contract OOB Subcontract Site
Contract OOB Update Contract Site Name from Contract
Contract Vehicle LOF Notification send to contract manager and update the Status
Create Contract Vehicle Clauses Flow
Create Contract Vehicle Clauses as Parent Contract Change
Create Subcontract Clauses Flow
Create Subcontract Clauses as Parent Contract Change
Modification Notifications and Approvals
SubK Modification Approvals
TM Calculate Average CV Monthly Revenue if Net Revenue not empty
Update Contract Values
Update Subcontract Fields
Activate any custom Apex Triggers, Process Builders, Workflow Rules, and Filters on Look up Fields of the Our Contract, Modification, Subcontract, and Subcontract Modification objects.
Select the Required checkbox on any custom fields via Fields & Relationships for the above listed objects.
Activate any other processes that automatically update data such as re-calculations, sending notifications, etc. or can cause any issues while running the Batch processes mentioned in the topic below.
Customize Page Layouts using Contract Suite Configure
Go to Contract Suite Configure using App Launcher.
Select the Enable Revision History checkbox.
Click OK on the confirmation message.
NOTE
This enables the Revision History feature for all record types of both the Contract and Subcontract objects.
Select Contract and a record type such as Definitive and click Go.
Go to a field of your choice and click its wrench icon.
Select the Track History checkbox and click Update.
NOTE
This enables Revision History Tracking for the Our Role field on all record type page layouts of the Contract object.
Click Save.
Similarly, you can enable Revision History Tracking for other fields on all record type page layouts of both the Contract and Subcontract objects.
IMPORTANT
It is recommended that you enable Revision History Tracking only for a minimum number of necessary fields on your instance, as this may impact its Data Storage Limit. It is also recommended that you avoid enabling it for Rich Text and Long Text Field Types as these require more Data Storage space.
You can check the Data Storage Limit of your instance by performing the following steps.
Go to Company Information using Setup search.
Click View against Used Data Space.
Here, you can view your overall Data Storage - Limit, Used, and Percent Used.
Scroll down to view Current Data Storage Usage for the Revision History feature against Contract Audit Histories - Record Count, Storage, and Percent.
Edit Our Contract and Subcontract Record Pages
Go to an Our Contract record page using App Launcher.
Click the gear icon and select Edit Page.
Lightning App Builder opens.Go to the MOD tab and click the Delete icon to delete the existing TM_New_Mod component on this tab.
Drag-and-drop the TM_ContractModCmp component onto this tab.
The component is added.Click Save.
A popup window opens.Click Activate.
Click Assign as Org Default.
Choose Desktop and click Next.
Click Save.
Click the Back arrow icon.
The Our Contract record page opens with the recently added component on the MOD tab.
Similarly, add the TM_SubcontractModCmp component onto the MOD tab of the Subcontract record page using Lightning App Builder.
Note that to add the above component onto the MOD tab of the Subcontract record page, you must first delete the existing TM_New_SubModification component already present on this tab.
