Skip to main content
Conga Support

Contract Bulk Data Uploading

A Contract Profile is housed in a Company Profile in the Novatus hierarchy of stored data. Therefore, when performing a contract bulk data upload, the Company Profile for each contract must already reside in Novatus.  You can add the Company Profiles manually or perform Company Bulk Data Uploading.

Uploading information for several contracts simultaneously is accomplished using the Contract.xlsx template, which can be downloaded from the Bulk Data Upload Tool screen. 

Once a user adds all the contract data to the template, they then upload the template back to the Bulk Data Upload Tool screen. During the upload process, the fields in the template are mapped to the fields in the Contract Profile screen and the data is validated to ensure there are no errors. A successful bulk data upload results in multiple Contract Profiles being added to their respective Company Profiles with the fields in the Contract Profile screen automatically populated with data from the template. 

Downloading the Contract Template

Novatus provides a template that you can use to enter data for your contracts. You can use the template provided, or use your own Excel spreadsheet, as long as the spreadsheet contains all the required fields that are currently present in your Contract Profile screen.

BDL1.png

A

Navigation Toolbar

Click on Admin to display a menu, and select Bulk Data Upload Tool to display the Bulk Data Upload Tool screen.

Note: If the Bulk Data Upload Tool link is not present, you do not have permission to use this feature.

BDL10.png

B

Object Type list

Select Contract in the list.

C

Download Template for Selected Object Type button

Click to display a link for the template.

D

  Contract.xlxs link

Click on the link to open the template in Excel. It is recommended that you rename and save the template.

BDL11.png

E

Sample Contract Template

  • View the field names for both the default and additional fields in your current Contract Profile screen, which are displayed as column headings.
  • Populate the Excel spreadsheet with the contract data you want to add to Novatus, making sure to populate either the Company Number Lookup or Company Name Lookup field so that the contract is added to the correct Company Profile. Each row represents one contract, and the information provided will be used to populate the fields in the Contract Profile once it is created and added to the correct Company Profile. If you do not populate the Contract Number field, Novatus will automatically assign a number to the contract during the import.

Important: You can remove any optional or additional fields from the Excel template if you do not want to capture the data for those fields.  Do not remove required Contract Profile fields from the template.

Completing a Contract Template

The column headings in the Excel spreadsheet reflect the different types of fields in the Contract Profile screen, and include number fields, date fields, and lists. In completing an Excel spreadsheet for bulk data loading, the information provided for each field type must be properly formatted to ensure a seamless import of your data. Novatus field types and their required formatting include:

  • Date field – ensure all dates follow the format as defined in the System Settings screen.  Options include Month/Day/Year (e.g., 04/01/2017), Day/Month/Year (01/04/2017), and Year-Month-Day (2017-04-01).
  • Combo list – ensure the information for this type of list (e.g., Agreement Type) exactly matches one of the selections in the field list, as defined in the List Administration screenWhile the Legal Entity list is an exception to this rule, a list of legal entities can easily be located by displaying the list in any Contract Profile screen or running a Search Query.
  • Multi-Select list – ensure the information for this type of list exactly matches the selections in the field list, as defined in the List Administration screen, and the selections are separated by the forward-slash ( /  ) symbol, which serves as a field delimiter.  For example, if a contract has more than one Administrator, and you are identifying them in an Administrators multi-select list, you would enter John Peterson / Charles Malone / Diane Chambers.
  • Tree field – ensure the information for this field exactly matches the selections in the hierarchy, as defined in the List Administration screen, and the selections are separated by the forward-slash ( /  ) symbol, which serves as a field delimiter.  For example, if a contract is a software license, which is defined by the hierarchy in the Contract Type tree field, you would enter License / Software.
  • Phone Number field – use one of the acceptable formats: XXX-XXX-XXXX (e.g., 407-745-3030) or (XXX) XXX-XXXX (e.g., (407) 745-3030).
  • Currency field – do not use the currency symbol ($) or commas (1,000) when entering values since Novatus automatically adds these for you.  For a dollar amount, you can add number with decimals (e.g., 1350.45) and a number without decimals (e.g., 1350) and Novatus will automatically append the currency value with the default number of decimals (e.g., 1350.00).
  • Number field – ensure all whole numbers and numbers with decimal places follow the format as defined in the System Settings screen.  Options include the American format [0,000.00] (e.g., 100 or 100.45) and the International format [0.000,00].
  • Person fieldensure the person’s name follows the Novatus format of Last Name, First Name (e.g., Bayes, Eric).
  • Linked Combo and Linked Multi-Select lists – formatting is the same as the Combo list and the Multi-Select list.
  • Hyperlink field – enter a website URL using the standard format (e.g., www.novatusinc.com) or an email address.

Uploading a Completed Contract Template

Once the Excel template has been populated with the contract data for all the Contract Profiles you want added to the Company Profiles in Novatus, the template is simply uploaded back to Novatus via the Bulk Data Upload Tool screen.

BDL1.png

A

Navigation Toolbar

Click on Admin to display a menu, and select Bulk Data Upload Tool to display the Bulk Data Upload Tool screen.

Note: If the Bulk Data Upload Tool link is not present, you do not have permission to use this feature.

BDL12.png

B

Object Type list

Select Contract in the list.

C

Browse button

Click to display a prompt that allows you to upload the completed template.

D

Upload prompt

Navigate to the completed template, select it, and the click the Open button to upload the template. 

E

Continue to Mapping button

Click to display the Field Mapping screen.  The button is enabled once you upload the Excel template. 

BDL13.png

F

Excel Column Header fields and System Field Name lists

Verify that all the field names in your Excel spreadsheet exactly match the Novatus system fields.  If there are no issues, proceed to Step H.

Important:  If there is a field in Excel Column Header column that is not mapped to a field in the System Field Name column, you can click the Cancel button to reverse the upload, correct the column heading in your spreadsheet, and then re-upload the file to avoid an Error Report.

G

System Field name list

If there is a mis-match between any two fields, which is due to a typo in the name of a column heading in your Excel spreadsheet, you can click in the System Field Name column to activate the list, and manually map the fields by selecting the correct field name. Alternatively, you can cancel out of the process, correct the error in the spreadsheet, and then re-upload the spreadsheet.

H

Validate Excel Data button

  • Click to validate the match between the field names and data in your Excel template and the field names in the Contract Profile, as well as the defined selections for any field lists in the Profile. 
  • If no errors display, the Review Data screen displays. Proceed to Step K.

If the Novatus system is unable to match a column heading in your Excel spreadsheet to a system field, or match a data entry in the spreadsheet to an item selection in a system field list, an Error Report screen displays. Novatus pinpoints the exact error by identifying the mis-matched field, or the inability to locate an item selection for a field list, and also provides the Excel spreadsheet row in which the error is located.

BDL14.png

I

Error records

 In the Error Report screen:

  • Review the detailed explanation of the error.
  • Identify the field or field list/item selection that caused the error.
  • Identify the row in the spreadsheet where the error resides.

J

Back to Mapping Screen button

Click to return to the Bulk Data Upload Tool screen.

Correct the errors in your Excel spreadsheet, and repeat the process for Uploading a Completed Contract Template.

BDL15.png

K

Contract data review

In the Review Data screen, review the contract data that will be imported and used to create individual Contract Profiles, which will then be added to the appropriate Company Profile.

L

Column Display option

To view specific data fields, click on the arrow Icon List Arrow2.png  icon to the right of any column to display the Sort/Column menu, and select Columns to display a list of available fields. Select the fields you want displayed by clicking in the check box to the left of the field.

M

Import Data button

Click to import the contract data, create Contract Profiles, and add each Contract Profile to its associated Company Profile.

The amount of time it takes for the data to be upload to Novatus will vary, based on the number of populated rows in the Excel template.  A progress prompt displays during the upload to help you monitor the process. Once the import is complete, a confirmation prompt displays.

BDL9.png

N

OK button

Click to acknowledge completion of the bulk data upload.

In the Data Loader Imported Records screen, the number of imported records is displayed, along with a time stamp for the import.

BDL17.png

O

Bulk Data Import record

Verify that the number of imported records matches the number in in your Excel spreadsheet.

P Roll Back icon If you want to reverse the process, click the Icon BulkDataReverse.png icon and follow the onscreen prompts.

You can confirm the upload by searching for the individual Company Profiles, and verifying that Contract Profiles containing the information in the Excel template, were added to the Company Profiles.