Enter a desired number of contract cases/contracts complete with their basic information on a fixed-form Excel file.
1) Fill out the fixed-form Excel file and upload it to the system
2) Add the contract documents
Contract document*
Contract attachments
Other attachments
3) Import the contracts
NOTE! This option will not be displayed if no mass import tool has been linked to the contract management system of your organisation or your user privileges do not allow you to import contracts.
To mass import contracts, click ‘New contract’ from the top navigation and then ‘Import contracts (file import)’.
Mass import template details
You may fill out the following details in the uploadable Excel file (columns A-R):
Contract case number
The number must match with the number of the newly initiated contract case
Contract type
The contract case must match with the contract types found from the system. The type name must be entered in the import Excel in the same format as the type name set up in the system
Contract
Contract number
Reference number
Contract description
Contract party A name
Contract party A identifier
Contract party As address
Contract party B name
Contract party B identifier
Contract party Bs address
Contract period start date
Contract period end date
Option period start date
Option period end date
Contract status
Contract group
Internal contract
Publish to desktop
Contract value
Additional information (metadata) (column S ->)
From column S onwards, you may add additional information (metadata) by entering the metadata name on the header row (1st row) and value(s) on the rows below.
The metadata to be imported must match with the metadata already set up in the contract record library of the system.
The metadata to be added to the contracts using the import Excel must be written in the same format as the metadata set up in the system
Download import template
Choose the import template
You may choose .xls for Office 97-2003 or .xlsx for newer Office versions
Click the download icon to download the Excel file to your computer
Upload import file
Fill out the necessary details and click ‘Upload import file’ to upload the Excel file
Click to select files from your computer
When the files are displayed in the ‘File upload’ window, click ‘Close’
You may also drag and drop the file to the upload window
Importable contracts
Attach a contract document to complete the import. You can edit the rows by clicking on them
Upload contract attachments
Contract document*
Contract attachments
Other attachments
Click ‘Import contract’. The contract is then generated automatically
NOTE! The actual import of the contract and its accompanying information takes place when the contract document is uploaded. When the contract has been successfully uploaded, any changes must be made separately for each contract following the normal contract editing process.
If the data in the mass import template is incorrect
If the file contains data that does not match with the data in the system (e.g. incorrect contract type), mass import will not succeed
To download the import errors as an Excel file, click the ‘Download as Excel file’ button. The file will be downloaded on your computer
You can then make the necessary corrections in the Excel file and upload it as an import file again
Note the following concerning the actions carried out after mass import
Any further editing of the imported contracts is carried out through the system on a contract-by-contract basis.
The unit of the user who carried out the import will be automatically added as the unit that owns the contract
The user who carried out the import will be automatically added as the person in charge of the contract
After the import, reading privileges to the imported contracts are automatically defined as ‘Every user in the organization’
Editing privileges to the imported contracts are automatically assigned to the unit that carried out the import and its person in charge of contract, and the ‘Permissions inherited to sub units’ box is checked by default
The type and contract case-specific inherited metadata set in Contract Management are automatically populated to the imported contracts, including forced selections. Any metadata inherited to all contracts will also be automatically populated to the imported contracts
Contracts will not be published automatically when contracts are imported to the Dashboard