Configure an external storage system

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 2 minutes to read

    • As a contract configurator, configure an external storage system to store signed contract documents.

    Before you begin

    Ensure that the administrator has installed and set up spokes for the external storage system you want to configure.
    Google Drive spoke v1.3.0 or later version
    For more information on the setup and creating the Google Drive account, see Set up Google Drive spoke.
    Microsoft OneDrive spoke v2.1.0 or later version
    For more information on the setup and creating the Google Drive account, see Set up Microsoft OneDrive spoke .

    Role required: sn_cm_core.contract_config

    About this task

    On configuring external storage, access permissions are granted to users associated with the contract request depending on the contract request state and contract document status.

    The permissions are granted at request level. All document folders and documents within the request folder inherit the permissions from the parent folder.

    All user roles automatically have Read permission.

    Write permission is granted to the following user roles when the contract request state is Work in progress or New (except if the contract document statues is also New):
    • Assigned To
    • Assignment Group Manager
    • Collaborator

    Procedure

    1. Navigate to All > Contracts Core > Contracts Integrations > Integrations.
    2. Create or modify an external app configuration.
      • To create an external app configuration, click New.
      • To modify an existing external app configuration, open the existing external app configuration from the list.
    3. On the Contract Integration Type page, click the External Storage link.
    4. On the form, fill in the fields.
      Table 1. External Storage form
      Field Description
      Name Name of the external app configuration.
      Description Description of the external app configuration.
      Active Option for marking the configuration for external storage as active.
      Table Table configured to store the request details for your application.
      For example, if your application initiates a contract for incidents, select the table Incident [incident]. Similarly, select the Contract [ast_contract] table for contract repository.
      Note:
      If you select a different table, you must associate a corresponding flow.
      Condition Filter conditions to determine which integration app to use.

      For example, say you've already set up the Google Drive external storage integration and want to store only NDA contracts there, you can define the condition as follows:

      [Category] [is] [NDA] and then select the Google Drive.

      Similarly, you can define conditions based on region, for example, [Location] [is] [United States] and then select the Google Drive or [Location] [is] [India] and select the Microsoft OneDrive for better discovery.
      Execution order Order in which an external storage system is used for storing contract documents. The system with the lower-order value is chosen first.
      App External storage system such as Google Drive or Microsoft OneDrive.
      Folder structure Filepath to store the signed contract documents in the external storage system.
      Define a folder structure using a combination of static text and dynamically generated text from the selected fields. For example, the folder structure Legal/${company}/Contracts/${number}, where,
      • Legal and Contracts are the static texts
      • ${company} and ${number} are the fields chosen from the Select variables list.

        These field variables are dynamically replaced by the values in each field while saving a document.
    5. Save the external app configuration.
      • Save a new external app configuration by clicking Submit.
      • Save the changes to an existing external app configuration by clicking Update.

    Result

    The configuration for the external storage system is ready to be used for storing contract documents.
    Note:
    (Optional) You can view, edit, and delete the record.