NOTE: This function is available to system administrators only.
As a system administrator, you can import contracts in the platform in bulk from the Administration > Import > Contracts page. Also, with the import template you can bulk-edit information of already existing contracts.
The Contract Import functionality is available under the Administration tab.
There are 5 steps that you need to follow in order to import your contracts.
1) Navigate to Administration > Import > Contracts and select the + button on the left side of the screen.
2) On the pop up window that appears, select the Download Template button
You need to download the excel template that is provided by the platform and contains all the fields that you have to fill-in.
The file looks like the one below. After you complete it correctly, it is ready to be uploaded. For instructions to complete the template correctly, please look in this article.
3) Upload the file in the platform
Select the file you have just saved and click on the Choose File button..
4) Review the validation result
After the uploading of the contract file is complete, you need to review the results of the validation task.
If the result is Partial or Fail, you need to download the Validation Log File, which identifies the cells that do not have the correct information and prevent the file upload.
After correcting the errors, you need to delete the failed file and re-import the corrected one. If the status is Success, click on the Save button.
5) Run the Import Task
After saving the file, an entry will appear in the import grid with the schedule status New. When you hover over the row, the pencil icon appears, which you need to select.
This will open the window with the file to be imported. You need to click on the Run button.
This will trigger the change of the Schedule Status of the entry to Running.
Once the import task is finished, the Schedule Status will change again to Completed.
The contracts now have been uploaded or edited and you can view them in the Contracts module.
IMPORTANT NOTE:
When uploading new contracts in the platform, they acquire a system-generated number, the Contract Key / Contract Number. This is the unique identifier of the contracts in the platform.
To upload new contracts in the platform, that do not already have a contract number from another source the Contract Key field should be empty.
To edit existing contracts, you need to insert their Contract Keys in the template. This will link the entries to the existing contract and make the changes that you want to apply.
To add Child Contracts, you need to populate the Parent Contract Key field.
To edit Child Contracts, you need to insert both the Contract Key and the Parent Contract Key.