1. Using Customer Contracts
  2. How You Import Clauses into the Contract Terms Library

How You Import Clauses into the 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.

What You Can Import

You can import:

  • Clauses

  • Clause relationships

  • Manual user variables

  • Value sets that are used for the variables

  • Value set values

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.

Import Clauses

Here are the steps to import clauses:

  1. 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/.

  2. 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 are 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 are 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 here is used to specify the status of clause records where no status is specified.

    Mode

    Use the Validate option to test the quality of your data. Use the Import option to import the clauses.

  3. 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.

  4. To improve performance, periodically purge the interface tables used in the import by running the Purge Contract Clause Import Tables process.

Clause Statuses

Clause statuses determine when a clause becomes available for use in contract terms authoring. 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.

Interface Tables

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 systems

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 system table that stores the batch run details. This includes the processing status as well as all the parameters that are used for each import

Purge Interface Tables

To optimize import performance, periodically run the Purge Contract Clause Import Tables process from the Scheduled Processes UI. This process purges records in all of the interface tables. If you don't enter any parameters, the process purges all records.

Here are the parameters you can use to restrict the extent of the purge:

Parameter

Mandatory

Description

Start Date and End Date

No

Use the start and end dates to identify the date range for the interface records you want to purge.

Process Status

No

Enter a status if you want to purge interface records with that status. The possible values are Error, Success, and Warning.

Batch Name

No

You can restrict the purge to a specific batch by entering its name.

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