Create smart, tracked changes from within the Plexus platform mid-approval. Plexus simplifies the contract editing process, allowing collaboration and enhancing visibility across negotiations in the platform. For a contract in an existing Approve and eSign workflow, we make editing a document easy.
There are two types of editors that you can use in Plexus: our default editor, and our Microsoft Word Online editor, available to customers with an existing Microsoft 365 Business Licence.
Editing a document in Microsoft Word Online
Top tip! Reach out to your Customer Success Manager if you would like to use your Microsoft 365 Business Licence to edit documents in Plexus using Microsoft Word Online, or email [email protected].
For those customers with an existing Microsoft 365 Business Licence, you can edit a document or contract from any stage in the Plexus workflow leading up to execution.
Here's how:
Step 1. Open the document from your Document list.
Step 2. Click Edit in Microsoft Word for Web just above your document's preview.
Top tip! If your document is a PDF, you will not be able to edit your file. Convert your file to an editable file type (e.g. docx) out of the platform first to collaborate and make in-platform edits.
Step 3. This will open Microsoft Word Online for web in a new tab. You can use the online editor on the resulting screen to make your changes.
Top tip! We recommend switching to Reviewing mode to redline your document and to highlight any changes you make to the file.
Accepting tracked changes
If a document has been sent to you with tracked changes, you will have the option to approve or reject the changes. Hover over a redlined change and Click to view suggestions.
Click the Tick to accept your change. The change will turn green and consolidate within the document as regular text.
Alternatively, click the Cross to reject your change. The change will be striked out and removed from the document.
If you choose to do nothing, then Plexus will prompt either you, or the next person in the workflow to consolidate any outstanding changes as required.
Note! Any changes that you do make will constitute a new version, and even where your changes are not tracked, your colleagues, peers and counterparties will still be able to see the changes in our comparison mode.
Collaborating on your document
Multiple users can access a document at a time. If you are editing together, any edits will show in a different colour to your own.
Top tip! Plexus will show the number of users active in your document at any given time in the top right hand corner of your screen.
You can continue to edit, track and accept changes as required.
Saving your changes
Changes are auto-saved in Microsoft Word Online.
Top tip! To verify that your changes have successfully saved, check that the left hand corner of the screen says Saved to Plexus.
Warning! If the top left hand corner says Saving... please wait as closing the window pre-maturely may result in a loss of your latest edits.
Once your edits have been Saved to Plexus, close the editing tab. From the document details page, you will be prompted to choose what happens next in your workflow. This may be a combination of:
Sending for review, often with your legal team
Restarting the approval stage, depending on workflow stage
Continuing the workflow
You will also have the option to notify the key stakeholders on your document by checking the option to Notify other users of editing session.
Note! Some documents using our custom automation apps will be automatically sent to your reviewers once you edit the file. If this is part of your workflow, it has been specifically requested by your reviewers and cannot be changed without approval from your legal team first.
Have a question? Chat to us in the live chat or e-mail [email protected]