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Document management

Export Documents to SharePoint Online

With Contract Express, you can export generated documents to SharePoint Online as part of your drafting workflow.
This guide outlines the steps to export documents, including selecting the export location and defining document properties, and how to work with documents after export.
note
Your Contract Express Administrator must configure the connection to SharePoint Online before you can export documents to it.

Create a Document in Contract Express

To create a document, navigate to the
Documents
 tab and click the
New Document
 button.
Select your desired Template and answer all questions in the questionnaire.
note
Documents can only be exported when they have a status of
Ready
 or
Executed
. However, your Contract Express Administrator may have configured your site to permit this action for other statuses.
  • Documents will have a
    Ready
     status when the questionnaire is considered complete. This means all questions have been answered and there are no pending approvals.
  • Documents will have an
    Executed
     status after successful completion of the electronic signature process or after the document owner has uploaded a signed copy of the contract and manually marked it as executed.

Export to SharePoint Online

You must have Write or Full sharing permissions on the document to export documents to SharePoint Online.
Export a Single Contract Express Document
The steps below outline how to export files to a SharePoint Online folder.
Choose the export location
  1. From the
    Documents
     tab, navigate to the Document you wish to export.
  2. Click on
    Export
     button at top left of page.
  3. Select documents for export from the available document list.
  4. In the Select Location drawer, choose
    Connection
     if it is not already selected as the only option.
  5. Click
    Select Location
    .
    note
    The first time you click
    Export Documents
    , you will be taken to the SharePoint Online login page where you must enter valid credentials and allow the connection to Contract Express. You will not be prompted for credentials again, unless you revoke the SharePoint Online token on your
    My Account
     page.
  6. Enter your SharePoint Online credentials, if prompted.
  7. Select your SharePoint Online site and folder. If the relevant site is not listed in the dropdown list, enter a search term at the top of the list to bring up the relevant results.
    note
    If the Export location has been defined in the template settings for this template, it will be pre-populated for all documents generated and will not need to be selected manually.
  8. Click
    Save
    .
Initiate export
note
Ensure you have selected export locations for all files that you need to export. The Export action can be performed only once.
Once all the files you need to export are listed in the Export files section, click the
Export
 button.
After export, the files will be available in SharePoint Online Online in the library selected during export.
Bulk export of Documents
For bulk document export:
  1. Select two or more documents on the Documents tab.
  2. Click on
    Bulk Export
     option.
  3. On the export page, you will see a list of documents with the associated files that are available for export. Any documents that cannot be exported will be filtered out. You will see a message if any items have been removed from the list.
    note
    Bulk export limit is set to 20 documents from the Documents tab. Each of these documents can have multiple files associated with it. If the maximum allowed number of documents is exceeded, the first 20 documents will be selected for export and a message will be presented about the items filtered out.
    If any of the selected documents have different pre-defined export connection or export location settings, the destination of the first document will be used for this export. Any documents with conflicting settings will be filtered out.
  4. Once documents for export have been selected, follow the same steps as for single document export to complete the export action.

Work with exported Documents in Contract Express

Once a Document has been exported to SharePoint Online, it is stored in Contract Express with a status of Exported and can no longer be edited.
note
Exported Documents can be cloned to create a new Document with the same questionnaire answers. You can then update the questionnaire answers as needed and export the cloned Document to SharePoint Online.
View the export location of Documents
The export location is saved to the Document history in Contract Express during the export process.
To view the export location, go to the Document page and click on
History
 tab. An entry with the description '
Document Exported
' will exist, expand this entry to confirm the export location.

This article applies to:

  • Product: Contract Express