How do I import clauses into the enterprise contract terms library?

You can import clauses, values sets, and manual user variables from external sources into the Contract Terms Library by importing the data from an XML file. You can also import clause text from a document created in Word instead of entering the text directly into the application. This helps preserve complex formatting not supported by the application's editor or if using Word is more convenient.

Before You Begin

Here's what you must do before importing:

Download this file that contains a Contracts clause import sample XML file and an XML template: OKCXMLIMPDFN.zip.
Prepare the XML file as specified in the schema file, OKCXMLIMPDFN.xsd, and the sample file OKCXMLIMPDFN.xml (these are in the zip file). Oracle recommends that you keep any Contracts clause XML files under 2 MB in size.
Be sure that you assign the Business Practices Director (OKC_BUSINESS_PRACTICES_DIRECTOR_JOB) job role to users who want to use the Terms Library to import clauses and see the import account.

Here are some points to consider if you're importing clause text from a document created in Word instead of entering the text directly into the application:

The file you're importing must be saved in the XML file format.
The built-in text editor is disabled after you import the text for the first time. To change the clause, you must download it to a file, edit the clause in Word 2007 or later, and upload again.
Contract authors must also use Word 2007 or later if they want to edit the clause during contract authoring.
Importing clause text prevents contract authors from using some features of this application. For example, contract authors can't compare the text between two clause versions or control clause formatting with a layout template.
To import large numbers of clause records rather than the text of individual clauses, use the Import Clauses from XML File scheduled process.

Import Clauses

Here are the steps to import clauses:

Use the Specify Contract Clause Import XML File Location profile option to specify the Enterprise Scheduler Service server directory where the Import Clauses from XML File process uploads and imports files into the Contract Terms Library. You can set this profile in using the Specify Contract Clause Import XML File Location task. This task in the Setup and Maintenance work area is part of the Enterprise Contracts offering in the Terms and Clauses Library functional area. For example, enter: /usr/tmp/.

Select the Import Clauses task link in the Terms Library work area, and enter the following parameters for running the Import Clauses from XML File process:

Parameter	Description
XML File Name	The name of the file you're importing. The file must be uploaded to the `crm/clause/import` UCM account.
Default Business Unit	The business unit where clauses are assigned when no specific business unit is included in a clause record you're importing. If the import file includes business units for all clause records, then you can leave this field blank.
Create as Global Clause	You can specify clauses imported into the global business unit as global clauses. This means they will be available for adoption by other business units.
Default Clause Status	The status you enter is used to specify the status of clause records where no status is specified. The statuses are: Draft: The clause can be edited and submitted for approval. Pending Approval: The clause is automatically routed to approvers. Approved: The clause is available for use immediately after import.
Mode	Use the Validate option to test the quality of your data. Use the Import option to import the clauses.

Use the Manage Process task available in the Terms Library work area to monitor the progress of your import. Review the log for any error messages. Records with errors remain in the interface tables until you purge them or correct them.
To improve performance, periodically purge the interface tables used in the import by running the Purge Contract Clause Import Tables process.

Here are the database tables used for clause import:

Table	Description
OKC_ART_INTERFACE_ALL	The main interface table for loading clause data from external applications.
OKC_ART_RELS_INTERFACE	Table that stores information about clause relationships.
OKC_VARIABLES_INTERFACE	Table used to import variables used in clauses.
OKC_VALUESETS_INTERFACE	Table used to import value sets that are used by variables.
OKC_VS_VALUES_INTERFACE	Table that stores value set values.
OKC_ART_INT_ERRORS	Table that stores errors that are reported during import validation or import.
OKC_ART_INT_BATPROCS_ALL	The internal application table that stores the batch run details. This includes the processing status and all the parameters that are used for each import.