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Document management

Exporting documents

When a Document reaches either the Ready or Executed state, it is possible to export the generated documents and answer file (if applicable) for the document to a document management system. Contract Express allows exporting generated documents to one of the following Document Management Systems (DMS).

Export from document details page

To export a document:
  1. Select the document you want to export on
    Documents
     tab.
  2. Click
    Export
    Documents
     action on the document details page. Log into your DMS if prompted.
    note
    By default, export to DMS is available for Documents in Ready and Executed statuses, but the availability of Export action is configurable. If Export option is not available on the document details page, check whether Export action is enabled in
    Admin
     >
    Features
     for the required document status (see Managing actions availability based on documents' statuses).
  3. Select the files you want to export to the same DMS folder in the
    Documents
     section. This section contains all documents associated with the selected Contract Express document, including manually uploaded files.
    Selecting documents to export.
  4. Click
    Select location
     button to choose the export location for the selected files.
    A panel will open with the selected documents.
    1. Select your connection from the
      Select export connection
       dropdown.
    2. Click
      Select location
       button. Log into your DMS if prompted.
    3. Select a workspace, site or cabinet from the dropdown.
    4. Select a folder from the
      Select folder
       tree.
      Selecting export location.
  5. Click
    Save
     to save the location.
    You will then see the files in the
    Documents ready for export
    section. From here you can also remove them from selection of documents for export.
    Document is ready for exporting.
  6. Repeat steps 3-7 for other files if needed.
    note
    Export to DMS is a
     one-time operation and you will
    not
     be able to export other files after the first export, so select all the files you need and define export location for them before clicking the
    Export
     button.
  7. If all the files you need to export are in the
    Documents ready for export
     section with required locations click
    Export
     button.
    Contract Express will export the documents to the selected location and will change the document status to Exported.
You can view the export location in the
History
 section of the document details page.

Bulk export from document list page

To export multiple documents at once, select up to 20 items on the document list page and click on the
Bulk export
 button. If any of the selected documents are not ready for export, cannot be exported together because of incompatible export location settings, or exceed the maximum limit for bulk export, they will be filtered out and a message will display with information about the reason for exclusion. All remaining documents will be listed on the Export page as available for export.
Select the relevant documents and follow the same steps as when exporting from the document details page.
note
Only users with Write or Admin access to the Document will be able to export documents.

Using new credentials for DMS

To enter a new set of credentials for the document management system:
  1. Select
    My Account
  2. Click
    Revoke token
     for your DMS. You must then revoke the Contract Express token from within the DMS.
Revoking integration token.

This article applies to:

  • Product: Contract Express