Importing Clauses and Documents

This chapter discusses how to:

Import clauses.
Import contract and ad hoc documents.

Importing Clauses

To import clauses, use the Clause Import (CS_CLAUSE_IMPORT) component.

This section provides an overview of the clause upload process, and discusses how to:

Define default values for clause attributes.
Upload clauses for import.
Review and update uploaded clause details.
Create clauses and resolve errors.

Understanding the Clause Upload Process

PeopleSoft Supplier Contract Management enables you to import legacy clauses that are not currently in the Supplier Contract Management system. Legacy clauses are preexisting clauses that were not created using the PeopleSoft system and that do not have custom tagging. You can import a single clause or use the same clause import session to import multiple clauses. An import session is typically a one-time setup and compilation of Microsoft Word-based legacy clauses that you want to create in the contract library. This feature is intended for use by clause librarian users only.

Clause import sessions are made up of four stages, including:

Clause XML file: Each clause needs to have specific XML tags to meet system clause structure requirements. This is achieved by applying custom import tags to content within your Microsoft Word document containing clauses and saving the file as an .xml file.

See XML Schema.
Clause default attributes: During the import you define basic information that you can use as default values for one or multiple clauses that you upload.
Clause upload: You select the XML file that contains the legacy clauses for import.
Clause creation: You use the Create Selected Clause feature to add the clause to the contract library.

During this stage, you review and fix errors for each clause you select to create.

See Understanding Document Clauses.

Clause Import XML Schema

Schema enables the system to define the structure, content, and semantics for XML documents. PeopleSoft Supplier Contract Management uses a defined custom schema that describes the tags used by the system for various fields.

To support the import of clauses, PeopleSoft provides the scmt_clause.xsd schema for elements that are only applicable to clauses. You should install this schema to the schema library in Microsoft Word on client machines where users will need to import clauses. After adding the schema, the system makes the correct XML elements available for structuring (tagging) individual clauses for import. You must install the schema if you have different clauses in the same file. The system needs to read each individual clause, and it cannot do it if you do not mark or tag each clause.

To attach the scmt_clause.xsd schema on a client machine:

Open a Microsoft Word XML document.
Select Tools from the toolbar, and then select Templates and Add-Ins.
Select the XML Schema tab, and click the Add Schema button.
Locate the scmt_clause.xsd file, and add it to the schema library.
Provide an alias for the schema.

The system uses this as part of the tag description.

Minimally, each clause must have the XML element new_clause in the Microsoft Word file, and then saved as an .xml file type. The purpose of the new_clause tag is to mark the beginning and ending of each new clause to be imported from the file. If a file does not contain scmt_clause.xsd schema tags, the system parses all the text as one clause. If a file contains multiple clauses, and you apply XML tags to each new clause, but leave some untagged text between clauses, the system ignores that text during the upload.

This example illustrates how a Microsoft Word file might be structured for import into the Supplier Contract Management system:

Example of clause import XML

Using the XML file, you map data rows from the import source into the application’s clause definition structure. After you add the scmt_clause.xsd schema, the new_clause tag is available for formatting clauses for import. As you structure clauses, you select the text to which you want to attach a new_clause tag. The tag has four elements for structuring clauses:

ID: You can enter an ID for the clause that the system can use to name the clause when it's created in the document authoring system.
Title: The system uses the value you define for this tag as the clause title. You can also use the first string of text in the title to create an ID for the clause using the Import Clauses page.
Full Text: This is the Full Text field for the new clause.
By Reference: All text within this tag is parsed into the By Reference field of the new clause.

After you tag all clauses within the document that you want to import, you must save the Microsoft Word document as an .xml file. Next, you select the file for uploading on the Import Clause page. You need to complete the import action on this page by selecting the clauses to create and clicking the Create Selected Clause button. If you exit the page, and there are remaining clauses from the same selected file, the system discards the clauses, and you will need to enter the default information and select the XML file again.

Pages Used to Import Clauses

Page Name	Object Name	Navigation	Usage
Import Clauses	CS_CLAUSE_IMP_SUMM	Supplier Contract, Manage Contract Library, Import Clauses	Define default values for clause attributes. Also to upload clauses, import and create clause, review and update import clause details, and create clauses and review errors. Note. The summary and detail view pages for importing clauses are the same. Only the page layout is different. This section describes only the summary view that uses tabs to summarize information.
Show Clause Details	CS_CLAUSE_IMP_DTL	Supplier Contract, Manage Contract Library, Import Clauses Click the Show Detail View button on the Import Clauses page.	Define default values for clause attributes. Also to upload clauses, import and create clause, review and update import clause details, and create clauses and review errors. Note. The summary and detail view pages for importing clauses are the same. Only the page layout is different. This section describes only the summary view that uses tabs to summarize information.

Page Name

Object Name

Navigation

Usage

Import Clauses

CS_CLAUSE_IMP_SUMM

Supplier Contract, Manage Contract Library, Import Clauses

Define default values for clause attributes. Also to upload clauses, import and create clause, review and update import clause details, and create clauses and review errors.

Note. The summary and detail view pages for importing clauses are the same. Only the page layout is different. This section describes only the summary view that uses tabs to summarize information.

Show Clause Details

CS_CLAUSE_IMP_DTL

Supplier Contract, Manage Contract Library, Import Clauses

Click the Show Detail View button on the Import Clauses page.

Define default values for clause attributes. Also to upload clauses, import and create clause, review and update import clause details, and create clauses and review errors.

Defining Default Values for Clause Attributes

Access the Import Clauses page.

Use this page to define default values for clause attributes, select file and upload clauses, review clause contents parsed from the upload file, and select to create clauses. After clause creation processing, you can review and fix warnings and errors as you work to process uploaded files into the clause library. The system creates error messages on the Error/Warning Message tab for each selected clause that it fails to create. You can fix the clauses with errors and then select to create the clauses again.

The Default for Clause Attributes group box for clauses uploaded from selected files applies to all clauses uploaded from the selected XML file. These attributes save you time when importing multiple clauses. While in the same session, you can change the default values only by clearing all clauses previously uploaded and clicking the Clear Clauses button.

You can override most of the attributes for individual clauses after you upload them and before you create them in the clause library. The Clauses to be Created grid provides you fields to update information for individual clauses. For example, you can update the effective date, whether or not a clause is numbered, or the library to which it's assigned, before creating the clause.

See Defining Contract Clauses.

Note. The Show Detail View, Show Summary View, Create Selected Clauses, and Clear Clauses buttons on this page are not available until you upload a clause.

SetID	Select a setID to apply to the clauses that you will create. This field is required, and the system uses the same setID for clauses uploaded from the same file.
Effective Date	Select an effective date. The default value for the field is blank. You can also enter a date after you import the clause using the Show Detail View or Show Summary View buttons. Effective dates can be overridden for individual clauses. Normally, when you initially import clauses to create the clause library for existing Approved clauses, you want to enter an effective date in the past. This makes the clauses active and available for any contract or ad hoc documents you need to generated based on the contract or ad hoc start date. In addition, after you load a clause with a specific effective date, you can reload the clause to create a new instance of the clause title and body text for the same clause ID. This enables you to update new versions of an existing clause from an external word document.
Status	Displays the status of the clause. The default value for the field is Active. You cannot change the value because the system imports and creates clauses in the active status.
Enter Manually	Select to manually enter the ID for the clause or use the value in the id tag from the Microsoft Word XML file. You use the Clause ID Numbering Option group box to select how you want to create names for the clauses.
Extract from Clause Title	Select to extract the clause ID from the first string of text within the title tag. The system uses the first string of text in the file. For example, if a clause is preceded by a paragraph number with a space between the number and text, then the system uses the number as the ID for the clause. Or, if the first string is a word, the system uses that word as the clause ID. If the name contains spaces, then you can tag the clause ID using the id tag in the schema. Otherwise, only the characters before the space will be extracted as the clause ID.
Use Auto Numbering	Select to use automatic numbering. The system displays the default starting sequence, but you can select another value. Using automatic numbering, the system uses NEXT as the clause ID when each clause is parsed from the uploaded file and added to the Clauses to be Created grid box. When you create the clause, the system assigns the clause the next number in the specified starting sequence. See Defining Automatic Numbering Specifications.
Start Sequence	Select the automatic numbering start sequence. This field becomes available when you select to use auto numbering as the numbering option. The default value is the sequence that was defined as the default value for automatic numbering.
Library	Select the library to which you want to assign the clauses you import and create. You can use the Categorization tab to override this value for individual clauses.
Class Name	Select a clause class to which you want to assign the clauses you import and create. If a default approval type exists for the specific class, the system displays it in the Approval Type field. You can use the Categorization tab to override this value for individual clauses.
Approval Type	Select an approval type to assign to the clauses you import and create. If the class has a default approval type, you cannot change this field. You can use the Categorization tab to override this value for individual clauses. See Setting Up Approval Types.
Approval Status	Select the status at which you want to set the approval for this clause when it's created. If clause approval is required on the Installation Options page, the default value for this field is Initial. You cannot change the value in this field. If clause approvals are not required, you can select Initial or Approved. Approved statuses make clauses available for use when they are imported and created. When you set the status to Approved, and the clause contains bind variables that are not valid, the system creates the clause, but changes the status from Approved to Initial.
Notes	Enter additional information about the use of a single or multiple clauses. This text applies to all clauses you import and create using this clause import session. You can override this value on the Attributes tab.
Default Description to Title	Select to indicate that you want the system to use the first 60 characters of the title element in the Microsoft Word XML files as the entry for the Description field. If a title does not exist for the clause, the system leaves the Description field blank. You must enter a description before you create the clause.
Error on Duplicate Title	Select to indicate that the system should check whether the title already exists in clause library. If a duplicate title does exist, the system will not add the clause and places an error message on the Error/Warning Messages tab.
Numbered Clause	Select to indicate that all clauses created during this import session should be numbered. After you import the clauses, you can manually update the value for each clause before creating it in the contract library.
Error on Duplicate Description	Select to indicate that the system should check whether the description already exists for a clause in the clause library. If a duplicate description does exist, the system will not add the clause and places an error message on the Error/Warning Messages tab.
Protect in Document	Select to indicate that a clause should be protected when it is being included in a contract document. After you import the clauses, you can manually update the value for each clause before creating it in the contract library.
Select XML File	Click this button to access the Select XML File to Import Clauses page. Using that page you select a Microsoft Word XML file that contains the clause you want to import. If you are uploading clauses from more than one file, the system prompts you to remove or append clauses if you have previously uploaded clauses in the Clauses to be Created grid box. You select one file at a time, but that file can contain multiple clauses that the system will segregate upon uploading. Then, you can maintain individual clauses in the PeopleSoft system. Files eligible for importing and for clause creation must be an XML type file. The system searches the file for new clause blocks to upload each clause. If the tag is located, then it will look for the attributes of the new_clause, id, title, full text, and by reference tags. If a new_clause tag is not found in the entire file, then the system parses the file content as one clause, all text goes into the Full Text field, and the title is left blank. If, within the content of each new clause block of text, the system does not find a title tag, it parses all text within the block as full text. Otherwise, the system parses the tagged content according to the content type, such as full text or by reference text.

See Understanding the Clause Upload Process.

Clauses to be Created

Use this grid box to review and change information about clauses before you create them. The grid is not populated until you select to upload an XML file.

See Reviewing and Updating Uploaded Clause Details.

Result of Last Create

Use this section to review the results of the last clause creation process you initiated using the Create Selected Clauses button. The section has no data until you create or attempt to create clauses for placement in the contract library.

See Creating Clauses and Resolving Errors.

Uploading Clauses for Import

Access the Import Clause page.

To import one or more clauses into the contract library.

Use the default clause attributes to enter common data for clauses you want to upload.
Click the Select XML File button.

If you have not loaded other files during this session, go to step 3.

Depending on if you have already uploaded a file during this import session, the system will either append new clauses to this grid or remove the clauses previously uploaded before uploading the new ones. When prompted, click Yes to append the new clauses to the grid or click No to remove all uploaded clauses from grid.
Click the Select XML File button to browse for the file on a local system.

The file must be an XML file and created using Microsoft Word. If the file consists of multiple clauses and each clause has a specific ID, title, full text, and by reference attributes, then the XML elements should be applied to each clause to indicate each clause attribute. You need to add the PeopleSoft clause schema so that each clause in the file can be tagged with the correct new_clause, id, title, full text, and by reference element. Otherwise, the system will not be able to read the uploaded file for individual clauses, and will treat the file content as one clause.
Click the Upload button.

The system populates the Clauses to be Created grid with clauses contained in the selected file. The system assigns the same default value attributes to each clause uploaded from the file. The title, full text or by reference attributes are interpreted based on how they are being tagged in the file.

Note. The system automatically collapses the Defaults for Clause Attributes group box when you return to the page after uploading files.

After uploading the file, the Clause ID field appears blank unless you:
- Selected a numbering option to extract it from the clause title, and the uploaded clause has a title tag.
- Selected to use automatic numbering, then the field will contain NEXT.
  
  With the automatic numbering option, when you create the clauses for the clause library, the system assigns the new number based on the starting sequence.
- Upload each clause with an id tag.

See Creating Clauses and Resolving Errors.

Reviewing and Updating Uploaded Clause Details

Access the Import Clauses page.

After uploading the XML file, you use the Clauses to be Created grid to review and update clauses before you complete the import for the selected file by creating the clauses in the contract library. Two display views are available-summary and detail. The summary view that appears in the previous page enables you to maintain clauses using tabs. The detail view enables you to review and maintain all fields for each clause on the same page. One button is used to toggle between the two views.

Show Detail View	Click this button to maintain the details for one clause at a time. The button is not available for use until you upload an XML file and the system parses the clauses. The detail and summary views have the same information. Only the page layout is different. This section describes clause import using the summary view.
Show Summary View	Click this button to maintain uploaded clauses-using a grid and tab format. The button is not available for use until you upload an XML file. The system adds each clause extracted from the file to the grid. The summary view is the default value for the view.
Sel (select)	Select this check box to include the corresponding clause as part of the clause creation process. The default value for the check box is selected. When you click the Create Selected Clauses button, clauses that have been selected are processed by the system.
Create Status (status indicators)	This indicator displays when the corresponding clauses were successfully created and added to the contract library. The Sel check box is not available after a clause has been created.
Create Status (status indicators)	This indicator displays when the corresponding clauses have errors associated with them. An error means there is a problem with the uploaded clause, such as missing information in required fields, and; therefore, the system does not create the clause. Select the Error/Warning Message tab to view the errors. These required fields must have a value: Clause ID Effective Date Description Class Name If you select the Error on Duplicate Title or Error on Duplicate Description, the system generates an error if the title or description has already been used in the clause library for a different clause. The errors that appear on the Error/Warning Message tab are refreshed each time you click the Create Selected Clauses button.
Create Status (status indicators)	This indicator displays when the corresponding clauses are created with warnings. The system creates the clause, and provides you the warning information. An example of warning message is invalid bind variables exist in clause and approval status is being reset to Initial if it was set to Approved. The binds in this clause will then need to be corrected using the Clause Definition page before you can approve the clause for use. The system displays a warning when you add a new effective-dated row to an existing clause, the value for a clause ID is truncated to 20, or the title is truncated to 254 characters.
Clause ID	Displays the ID for this clause when it is created. Depending on the clause numbering and whether the clause has an id tag, the field might be blank or contain a value. The field is required and if it is blank, you must enter a value before you select to create the clause.
View Clause Definition	Click this button to view a clause in the Clause Definition component after the clause has been added to the clause library. The button is not accessible until the clause is successfully created when you click the Create Selected Clauses button.
Title	Displays the value within the Title tag in the XML file. If there is no value in the tag in the uploaded file, this field is blank.
Full Text	Displays the text within the Full Text tags in the uploaded XML file. If clause does not contain a full text tag, then all text within the new clause block is the full text.
Select All	Click this link to select all clause for clause creation.
Clear All	Click this link to clear all selected clauses. This enables you to select only the clauses you want to create.
Create Selected Clauses	Click this button to create clauses you have selected in the Clauses to be Created grid box. See Understanding the Clause Upload Process.
Clear Clauses	Click this button to remove all clauses from the Clauses to be Created grid box. You can access the Defaults for Clause Attributes group box to make changes to the attributes before you select the next file in which to upload more clauses.

By Reference Text

Access the By Reference Text tab.

Use this tab to view by-reference text that was included with the clause upload. This field is blank unless an individual clause in the file has by reference tag within a new clause tag.

Attributes

Access the Attributes tab.

Use this page to view and update the Clause ID field along with a couple of required fields and notes. If you set up default attribute values, fields on this tab will initially display those values after you upload the selected XML file.

See Defining Clause Information.

Effective Date	Displays the default value you defined using the default attributes. If you did not enter a default value, the field is blank. You can either enter a value or override the current value. The effective date determines when the clause is available for use. The field is required.
Description	Displays the clause description. You can either enter a description or override it if it is already defaulted to title. The field is required.
Notes	Displays the default value you entered in the Notes field. If you did not enter a default value, the field is blank.

Categorization

Access the Categorization tab.

Use this page to make updates to basic information about clauses.

See Defining Clause Information.

Error/Warning Messages

Access the Error/Warning Messages tab.

Use this page to review warnings and error messages resulting from the last clause creation process.

See Creating Clauses and Resolving Errors.

Creating Clauses and Resolving Errors

Access the Import Clauses page.

Use the Clauses to be Created grid box to select clauses for creation in the clause library. After selecting to create the clauses, you use the Error/Warning Message tab to review errors and warnings produced by the system for clauses that failed to create. You also use the Result of Last Create section to review how many clauses were processed and how many were created.

Create Selected Clauses

Click this button to create the clause or clauses you have selected in the Clauses to be Created grid. The system uses the Clause Definition component to create clauses and validates each clause for errors and warnings.

After creating the clause, the system displays the results in the Results of Last Create section and low-lights all fields for clauses that were created successfully. It also provides a link to the Clause Definition page. Click the View Clause Definition button next to the Clause ID column on the Content tab.

Clear Clauses

Click this button to remove all clauses in the Clauses to be Created grid. You cannot cancel the action after you select to clear the clause, and the removal is immediate. You can upload the clauses again if you want to continue working with them after you clear them. You can select to clear the clauses in the grid if you want to enter a default value for the Effective Date field so that you do not have to enter a date for all the uploaded clauses. This enables you to set up the default value again, and select the file in which to upload clauses.

Result of Last Create

Use this section to review how many clauses were processed and how many were created. The results are refreshed on each file upload.

Number of Clauses Created	Displays the number of clauses that were added to the clause library during the last clause creation processing.
Number of Errors	Displays the number of clauses that had errors during the last clause creation processing.
Number of Warnings	Displays the number of clauses that had warnings during the last clause creation processing.
Number of clauses processed	Displays the total number of clauses the system evaluated and processed during the last clause creation processing.
Last Selected XML File	Displays the last XML file name that was uploaded to this page.

Errors and Warning Messages

The Error Message column displays all the errors and warnings generated by the system when you selected to create clauses. Status indicators display immediately after the system completes processing clauses for inclusion in the clause library. The indicators appear next to each selected clause and signify if the clause was successfully completed, had import errors, or system warnings.

The system uses the Clause Definition component interface to create clauses. The system creates the interface, and the interface returns error messages in psmessages of the session object.

These tables describe the errors and warnings and how to fix the clauses:

Error	Resolution
Cannot add clause because effective dated row 01/01/xxxx already exists.	If your intention is to add another effective-dated row, then use another effective date for the clause that is later than the current effective date. Otherwise, enter a different Clause ID.
Description for clause has already been used for another clause.	Change the clause description or clear the Error on Duplicate Description check box in the Defaults for Clause Attributes group box.
Description cannot be blank.	Enter a value in the Description field on the Attributes tab in the Clauses to be Created grid box.
Title has already been used for another clause.	Change the clause title or clear the Error on Duplicate Title check box in the Defaults for Clause Attributes group box.
Clause ID field cannot be blank.	The Clause ID is a required field. Enter a unique value in the field.
Effective Date cannot be blank.	Enter an effective date for the selected clause.

Warnings include:

Warning	Resolution
Approval status is set to Approved, but clause contains invalid bind variables - clause is created but status is changed from Approved to Initial.	Clauses cannot be approved until bind variables are valid. Use the Clause Definition page to access the clause and determine how to fix the bind.
Clause already exists; added a new effective dated row 01/01/xxxx.	You do not need to take an action. This is to inform you that the system adds a new effective date to the existing clause.
Value for Clause ID is too long and is truncated to 20 characters: <Clause ID value from file>	An action is not needed.
Value for Title is too long and is truncated to 254 characters: <Title value from file>	An action is not needed.

Importing Contract and Ad Hoc Documents

This section provides an overview of document import, and discusses how to:

Import current document versions.
Import amended contracts.
Import amended contracts and amendments.
Import original contracts and amendment files.
Import prior document versions.

Understanding Document Import

Using the Document Management and Contract Entry components, you can import legacy documents or contracts into the document authoring system. Legacy documents are those preexisting contracts and documents that were not created in the document authoring system. For example, you might choose to import a legacy document that is still an active contract so that you can collaborate on it, approve it, and if the document format is supported by Verity searches, include it in document searches.

You can create imported documents in a Draft or Executed status, and import additional supplemental files or contracts as additional attachments for the current executed version. For active contracts, you should import the current editable version of the contract so that you can use the edit function directly from within the Document Management page to update new versions or amendments of the document. You can import read-only versions, such as a .pdf file; however, to revise the file, you must check out the read-only .pdf file, render a new version of the file from the latest Microsoft Word document, and then check in the newer version of the read-only .pdf file.

Note. Before a document administrator can use the import feature, you must select for the administrator to have import document authority using the User Preferences page.

You can import and then, depending on the type of file, view and edit the document through the document authoring system. Examples of documents that you can import include:

Microsoft Word documents with a variety of extensions, including .doc and .xml.
Microsoft Excel spreadsheets.
Adobe Acrobat documents (.pdf files).

Note. While the document authoring system creates and processes Microsoft Word 2003 documents with .xml extensions, the system does not provide the same level of integration for .xml documents when they have been imported. Microsoft Word .xml files are treated the same as if you imported a .doc file. The system does not recognize them as generated from the Supplier Contract Management application. If you want to use an existing generated .xml contract document as the starting point for a new document, you should use the Copy Document feature from within the Document Management or Contract Entry component. The Copy Document feature enables the reuse of an .xml document and maintains integration between the .xml document and system data, such as bind variables.

See Adding Authored Documents.

After you import a document, you can manage it through a life cycle similar to those documents created using the authoring system. The import options you select determine available statuses and life-cycle tasks. Most contract functions apply to the legacy contracts except for limitations for refreshing and re-creating documents, the document modification summary, and the generation log. Imported documents are not parsed as a generated document during check in so that you can identify added, changed, and deleted content within the system.

Also, you cannot use all approval workflow engine features for document approval for legacy documents. Only contract documents generated by the document authoring system can use the workflow approval to work at the clause level. For example, if a certain clause has been changed, you can use the approval workflow engine to notify certain approvers. For imported documents, the Collaborated On, Approved On, and Dispatched On date fields display as blank on the Document Management page.

You can import the current version of a draft or an executed contract. If the current version is already in an amendment state, then the prior versions can also be imported as long as the amendment number is unique within a contract. Imported documents cannot use the Refresh feature intended for generated documents. Also, after you initially import a document or contract, you can use the Import Prior Document button on the Document Management page to import previously amended versions of the contract or document. This is determined based on the Amendment field. For example, if you specify that the current version you are importing is amendment number 5, the system enables you to import up to four earlier amended versions of the document. The Verity content search will only search for the most current amendment of the contract

If you are using document types, you need to ensure that the document type is set up so that it is usable with imported documents. For example, if you are using document types, the list of values for the imported document status depends on applicable statuses defined on the Document Type page. The settings also affect the import options available to you. For example, if the applicable status is not Full Life Cycle, then you can only import the current document. Other import process options will not be available.

You import legacy contracts and documents as part of the document creation process. The system provides an Import Document button for both ad hoc and purchasing contract documents. You can import documents having an ad hoc source or ones related to transactional purchasing contracts. When you relate a document to a transactional purchasing contract, the transactional contract must already exist in the system.

After importing documents, you can:

If the document format permits editing, begin using the Document Management component to edit and revise the document, editing the imported draft document, or creating a new amendment for an imported document already in the executed status.

See Importing Amended Contracts and Amendments.
Add attachments, such as supplement documents to the current version.

See Viewing and Uploading Attachments and Related Documents.
Change attributes in the document authoring system.
Import prior executed versions that have not already been imported.

Versions that have been imported on the initial import page cannot be changed. You can only import the prior versions. The Import Document page displays the prior versions that have been imported.
Perform Verity searches to search for content in imported documents for document types that are supported by Verity searching.

Document Import Process

This section provides an example of how you use the import process with legacy contracts. Suppose you have a legacy contract document that you want to track in the document authoring system. You also want to associate the contract with existing PeopleSoft Purchasing transactional records.

You begin by accessing either the purchasing contract or the Document Management component, then you:

Ensure that user preferences are setup to permit users to import documents.
Select to add a document and define the document basic information.
Click the Import Document button.
Define import information, such as the import option, version number, and status date.
Upload the document file containing the legacy contract or document.
Optionally, and when prior versions are available, upload the file.
Import the legacy document and the previous versions you uploaded.

The Document Management page appears so that you can open the document and manage its life cycle.
Use the Import Prior Document button to import previous versions of the document after it has already been created in the document authoring system.

Page Used to Import Contract and Ad Hoc Documents

Page Name	Object Name	Navigation	Usage
Import Document	CS_DOC_IMPORT	Supplier Contracts, Create Contracts and Documents, Document Management Click the Import Document button on the Create Document page. Supplier Contracts, Create Contracts and Documents, Contract Entry Click the Add a Document link on the Contract page, then click the Import Document button on the Create Document page.	Import current document versions, amended contracts, amended contracts and amendments, and original contracts and amendments.
Import Document	CS_DOC_IMPORT	Supplier Contracts, Create Contracts and Documents, Document Management Click the Import Prior Document button on the Document Management page.	Import prior document versions.

Page Name

Object Name

Navigation

Usage

Import Document

CS_DOC_IMPORT

Supplier Contracts, Create Contracts and Documents, Document Management

Click the Import Document button on the Create Document page.
Supplier Contracts, Create Contracts and Documents, Contract Entry

Click the Add a Document link on the Contract page, then click the Import Document button on the Create Document page.

Import current document versions, amended contracts, amended contracts and amendments, and original contracts and amendments.

Import Document

CS_DOC_IMPORT

Supplier Contracts, Create Contracts and Documents, Document Management

Click the Import Prior Document button on the Document Management page.

Import prior document versions.

Importing Current Document Versions

Access the Import Document page and select the Current Contract/Document import option.

Use this page to add information about the document that you are going to import. The SetID, Ad Hoc ID, Sponsor, Administrator, Department, Begin Date, Expire Date, and Description fields are the same as the fields on the Create Document and the Document Management pages.

See Common Elements Used in This Chapter.

You use the Import Option group box to select how you want the system to process the imported document. Depending on the option you select, the Current Version grid box changes to display the appropriate fields for each import option. If you enter data and change the import option, the system deletes the data you entered.

When uploading amended versions of contracts, it is important to select the appropriate option depending on how you intend to maintain future amendments for the contract because the option cannot be changed once and amended contract is imported

Current Contract/Document	Select to import a single contract or document that does not have amendments. This option appears by itself if you are using Document Types and the Document Type's applicable status is set to Draft, Complete Statuses Only, or set to Draft, Approve Statuses Only . When you upload the document, you can set the status to Draft, Completed, Approved, or Executed, depending on the use of a document type and its settings. In Draft status, the Status Date field must have a date less than or equal to today's date.
Amended Contract	Click to import an amended contract. Select this option if for this contract, you always make amendments to the main contract and never use a separate amendment file. When you select this option, the system prompts you for the Amendment number that represents the current amendment number for this contract. See Importing Amended Contracts.
Amended Contract and Amendment	Click to upload an amended contract as well as an amendment file for the amended contract. In this scenario, you are loading a fully amended main contract file (similar to Amended Contract option) plus a separate Amendment file which calls out just the changes for this current amendment. See Importing Amended Contracts and Amendments.
Original and Amendment	Click to import an original executed document and an amendment for the document. In this scenario, you have a current and separate amendment file for the original contract, but never modify the original main contract file itself as part of an amendment. See Importing Original Contracts and Amendment Files.
Type	Displays the type of file that the system is expecting you to upload as part of this import. For example, whether this is the main contact document or a separate amendment file. Values depend on the import option you selected. For the Current Contract/Document option, the type is Contract Document.
File Name	Displays the name of the file you imported. The field remains empty until you upload the file containing the document or contract. When you upload the file, the file name appears in this field, and you can click the link to view the file.
Version	Enter the version at which you want to import a document. This is a required field and can be any value greater than zero. This version number is the same version number the system produces when creating or amending authored documents. This is not the amendment number.
Status	Select the status at which you want to import the documents. Statuses are linked to document types. Values appear in the list of values based on the type of document you are importing. If document types are not selected as an installation option, you can set the status at Draft or Executed. If document types are being used, the list of values depends on applicable statuses defined on the Document Type page. If the applicable status is set to Draft, Complete Statuses Only, then the status value can be either Draft or Complete. If the applicable status is set to Draft, Approve Statuses Only, then the status value can be either Draft or Approved. If the applicable status is set to Full Life Cycle Statuses, then the status can be either Draft or Executed.
Status Date	Select a date that you want to use. Status dates are used on the Document Management page to update different values that relate to the status at which you import the document. For example, the system updates the Created On field with the status date you enter when you complete the import. The field is required if it's available, and you cannot enter a date greater than today's date. The system uses the status date value as the date/time value that displays on the Document History page for imported documents. Other values updated on the Document Management page using the status date include: Executed and Executed On date fields when the status is Executed. Approved and Approved On date fields when the status is Approved. Completed and Completed On date fields when the status is Complete.
Status Time	Select a time when you want the status. The field is optional, and the system uses 12:00 a.m. of the status date as the default value if you do not enter a time.
Upload	Click to access the Upload Contract Document page. Then, you can click the Browse button to upload the document or contract file that you want to import from the local system. After you select the file, click the Upload button to load the document into the Basic Info tab.
Clear	Click to delete only the imported files. The system does not delete information in the remaining fields on the Basic Info tab, nor does it delete comments that have been entered on the Details tab.
Done with Import	Click to indicate that you are finished with the document import and are ready to create the document within the Document Management component. The system displays a confirmation message. If you click theYes button, the system continues to save the imported data. You cannot re-import or make any changes to the data after it is saved. If you click the No button, you can return to the Import Document page and make additional changes. The system informs you when it completes the Save process. After saving the document, the system displays the Document Management page for the document, indicating that the document is imported. The system also provides a variety of messages that assist you in troubleshooting problems when documents fail to import. These messages range from document type requirements to status date requirements and file requirements.
Cancel	Click to cancel the import of a document. The system does not save any of the information you entered for the import. If you are using document types, the system clears the document type and you must enter the document type again on the Create Document page.

Detail Tab

Select the Details tab.

Use this tab to enter any comments that you might have about the imported document. The system also displays the comment in the document version history.

Importing Amended Contracts

Access the Import Document page and select the Amended Contract import option.

An amended contract is one that has been amended, but does not exist in the system. You can import the amended contract or document and identify as many other amendments for the contract as you need and place them in the document authoring system.

Use the Prior Versions (Optional) grid box to add the original version of the document and the number of amended versions of the file as you want. To specify prior versions enter an amendment number that is greater than zero in the Current Version grid box, and tab to another field. Then, expand the Prior Versions (Optional) grid box.

The system uses the value you enter in the Amendment field for the current version to determine how many versions of an amended contract that you can upload as previous versions. For example if you enter four in the Amendment field, the system automatically numbers three amended contract versions that you can import using the Prior Versions (Optional) grid box.

The system sets the status for all prior versions to Executed.

Type

Displays the type of file that the system is going to create upon importing the document.

Amended Contract: Appears for the current amended contract. This is the version you are going to upload, and you can select the status at which you want to import it.

Amended Contract: Appears for prior versions with additional rows based on the value you entered in the current version's Amendment field. The system numbers the amendments based on the amendment number you entered.

Original Contract: Appears for you to upload the original contract. If you do not want to import the original contract, leave the row empty.

Version

Enter a version number. You can define the version for the current and prior versions of amended contracts and original contract. The version numbers do not have to be chronological; however, if the you've entered a version number, you must either import a version or clear the row.

Status Date

Select a date that you want to use. Status dates are used on the Document Management page to update different values that relate to the status at which you import the document. If you are using document types, these dates depend on the applicable status value for the document type. Ensure that you chronologically order the dates. For example, amendment two must be dated prior to amendment three. You can also use the Status Time field to further define the date chronology.

Importing Amended Contracts and Amendments

Access the Import Document page and select the Amended Contract and Amendment import option.

Use this page to import an existing amended contract version along with amendment files. The current version displays with two rows that include a paired amended contract and amendment file. You must upload both the amended contract and amendment file, and if you upload prior versions of the amended contract, they must be uploaded as pairs. You can also upload the original contract.

Note. The behavior of the fields on this page are similar to uploading amended contracts.

Type

Displays the type of file that the system is going to create upon importing the document.

Amended Contract: Appears for the current amended contract. This is the version you are going to upload, and you can select the status at which you want to import it. The Amended Contract also appears as the type for prior versions with additional rows based on the value you entered in the current version's Amendment field. The system numbers the amendments based on the amendment number you entered.

Amendment File: Based on the Amendment number entered, the system creates amended contract and amendment file pairs that you can upload.

Original Contract: Appears as a prior version type for you to upload the original contract. If you do not want to import the original contract, leave the row empty.

Importing Original Contracts and Amendment Files

Access the Upload Document page and select the Original and Amendment import option.

Use this page to import both an original contract and an amendment file. You can also import prior versions of amendments. If you specify a different version and status date for the original contract, the system creates a separate row in the CS_DOC_HDR_HIST record with information from the original row. If you do not specify a version or date for the original contract, then the system creates the original row with the same version and date as the amendment file.

The Version, Amendment, Status, and Status Date fields are required for the amendment file. Both the original contract and the amendment file must be uploaded.

Based on the amendment number you enter, the system creates amendment file rows that you can upload as prior versions.

Note. The behavior of the fields on this page are similar to uploading amended contracts.

Type

Original Contract: Appears as the current version with an executed status.

Amendment File: Appears as the current version without a preassigned status. If you enter an Amendment field value greater than one as the current version, the system provides the appropriate rows in the Prior Versions (Optional) grid box, and sets the status to executed.

Importing Prior Document Versions

Access the Import Document page.

The Import Prior Document button provides a way to use the Document Management page to import a prior version of a document after you have generated a document. The button is only available when a document is eligible to have a previous version imported. You use this page similar to how you import prior versions when you initially import a document.

Note. If you re-create an imported document, you cannot import prior versions for the document. Ensure that you import any additional prior versions of the document prior to re-creating the document.

Current Version

This grid box displays information about the current version.

If a prior version has already been uploaded, the system displays that information in the Current Version grid box. You cannot change the information. The system also displays the most recent status for the version or amendment. So, if a file was initially imported in a Draft status, but subsequently was executed, then the Status field value is Executed.

When you click the Done with Import button, the system performs the same validations and processing as it does for previous versions when you import a document during document creations. If all the prior versions already exist and there are no files to upload, then the Done with Import button is not available for use.

Prior Versions Optional

This grid box displays information about the prior version that you are going to upload and then import.

Type	Displays the type of imported document the system will create for the previous version. The system uses the CS_DOC_HDR.CS_TWOFILE_AMEND and CS_DOC_HDR.CS_AMENDMENT record fields to determine if prior versions are available and the type of documents that they will be.
Status Date	Select a date. The date for an earlier amendment must be earlier than the date for the next amendment. The system processes prior versions in chronological order.