Data currently kept within excel or CSV files can be imported into the system, saving you the time it takes to enter each one manually. In order to import, the file must be within a certain format using some mandatory headings. Below is a step-by-step guide on performing a data import.
Navigate to Configuration > Manage Data > Import and Export to get started. Select the option of [Import] on the top right
Fig 1 - Import Option
Step 1 - Choose Import Template
Select which template of data you want to import. You can choose from; Contracts, Contract Notes, Contract Financials, etc using the drop down list.
Fig 2 - Template selection
Step 2a - Upload existing CSV File
In this step you can upload the file you wish to import into the system by clicking ‘Browse’ and choosing the file from your directory. The CSV file should contain the details to be imported including any mandatory fields.
Fig 3 - Upload csv file
In the file there should be a column for Transaction Type, this column tells the system the type of upload that is to take place, the values must contain the upper case characters A, M or D.
- ‘A’ (ADD) value is used to add a new data to the database
- ‘M’ (MODIFY) value is used to modify the details of existing data within the system
- ‘D’ (DELETE) Value is used to delete data from the system
The values that are to populated in a field that contain a Value Set option (drop down list) must correspond to those entered in the Value Sets section.
Step 2b - Generate a sample Upload Sheet
If you do not already have a file to upload then intelligentcontract can generate a sample file for you to complete and then upload.
To the right of the page you may generate a populated CSV file with the option to have the file generate with data if required.
Fig 4 - Generate sample file
- Populated: This exports all the existing contracts (or the relevant selected option) from your system into a CSV file in the format required to perform a contract import. this is useful for changing generic contract details in excel on batch and importing the changes into your system.
- Blank: This option creates a blank CSV file with all the required / optional headings for the import present. This can be populated with your own contract (or copy pasted from an existing sheet) to the systems own format.
- Black w/example: This option is exactly the same as Blank but with a fictitious contract in the first row as an example.
Press Generate and a file will be created and stored within the Batch Queue page. Save this file, update with your data and then go to Step One to complete the upload.
Step 3 - Map Fields
In case you didn't use the template document in the last step intelligentcontract will take the headers from your custom CSV file and try to map them to the headers of your chosen template.
Choose the most suitable target fields for each source.
Fig 5 - Map fields
- Mandatory Fields are marked with a *
- If you have altered a field name in Form layouts then the Import Source Field value will be the original name and you will need to map to the correct Target Field within your CSV file
- If you do not need to update a specific field then choose the value of 'ignore' the existing field value will remain in place (You cannot ignore mandatory fields)
Step 4 - Validation
After you have mapped your source CSV file’s headers the system will validate the CSV and check for errors, inconsistencies and unmapped headers. If there are errors within the file the system will generate a report detailing all errors preventing import and where they are occurring (by CSV line number).
Tip: Return to step 3 to check mapped headers or return to the import CSV file and correct formatting errors highlighted by the validation stage
Step 5 - Batch Queue
Once the file has been successfully validated it will be sent to the Batch Queue for processing and imported into intelligentcontract. Depending on the size of the import this can take a few minutes. Once the import is finished it will appear as complete in the batch queue. All imported data will now be populated within the system.