This topic will walk you through how to migrate your current repository or records to Ironclad. This includes migrating your documents, extracting data from those documents, and migrating additional data.
First, you’ll migrate your documents
(any of these file types you want in the Ironclad Repository)
Next, extract contract data with Ironclad AI (Optional)
Use this option when you don’t have structured data to import
And/Or migrate existing data (Optional)
Use this option when you have data matching the documents uploaded
* You can either do step two then three or choose to do only step two or only step three
Step One: Migrate your documents
(any of these file types you want in the Ironclad Repository)
You can migrate contracts to Ironclad using one of the following methods:
- Upload from your computer to Ironclad
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Smart Import - This tool handles both step one and two in the migration process. Ironclad AI will upload and extract data from your documents while also making the documents full-text searchable.
- Standard Import - Upload contracts without extracting data. Documents are still full-text searchable. Add your own data in step three.
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- API - Move documents to Ironclad through a connected app, system or program connected to the Ironclad API. Please contact Support or your Ironclad representative to join the beta program.
Upload from Cloud Storage Providers
You can import files from Google Drive, OneDrive, Box.com, and dropbox.com.
- Select the cloud storage provider from which you want to import.
- You will be prompted to login to your cloud storage account and select the desired files for import.
- Note: You can import from multiple providers or locations within a single import.
Step Two: Extract contract data with Ironclad AI (Optional)
Immediately after uploading documents with Smart Import (Step One) you’ll start to see Ironclad AI’s suggestions.
These suggestions are immediately useable in the Repository and Insights - no further action is required. You can optionally review and verify these records.
Step Three: Migrate existing data (Optional)
ADDITIONAL RESOURCES
If you want to learn more about how to use Metadata Import in video format, refer to our Academy course: Getting Started with Metadata Import.
You’ll use Ironclad’s Metadata Import to complete this step.
- Preparing for the import - Review this checklist prior to uploading your data
- You have either a unique filename or Ironclad Record ID on each row of my data. No filename or Record ID appears twice.
- Your data is a consistent format throughout each column. If you have a date column, all cells in that column are formatted as a date.
- If you are importing a list of Record Types, they must already exist in Ironclad. You can create Record Types within Workflow Designer by adding a Record Type to any workflow configuration and publishing the workflow configuration.
- Your formatting matches the Record Property type you plan to import data for. If importing data into a Yes/No Record Property, you should have only “Yes” and “No” in that column.
- Your dataset should look similar to the following example:
- To add a parent relationship, you must specify the Record ID of the parent record under the column Parent Id.
- Related records are currently not supported using Metadata Import.
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When ready, upload your spreadsheet
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Access Metadata Import from the repository menu and then select:
Upload one file under 25MB · 1 file per upload · csv, xlsx, and jsonl
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Configure your import - After uploading a dataset you’ll be prompted to map your data headers to Ironclad Record Properties and define the import settings.
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Use the dropdown menu to select a record property for each column in your dataset
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You can create new record properties from the drop-down menu as well
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Set the matching settings
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If you have a column of unique Record IDs, map to the Record ID property and set the “Match on” dropdown to Record ID.
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If you have a column of unique Filenames, map to the Original Filename property and set the “Match on” dropdown to Original Filename.
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- Configure advanced options
- These settings tell Ironclad how to handle errors (e.g. do you want to prevent the entire import from running or just ignore rows with errors and complete import?) and how to import data (e.g. do you want to only update existing records, or create new records from data, or both?)
- Going in detail on the questions and their options:
- How should we match your data to Ironclad records?
Options if you update metadata as part of an Import Project:
| Choice | Description | When to Use |
| Only update records (recommended) | Update rows with a matching record, but prevent import if there are any rows that don’t have a matching records | If you are only planning on updating existing records in Ironclad, not creating new ones, and anything that matches an existing file in Ironclad is considered an error. This is most helpful if you are planning a contract migration, and want to ensure that every row is accounted for currently. |
| Only update records, Ignore unmatched rows | Update rows with a matching record, but ignore rows with no matching record in Ironclad. | If you are only planning on updating existing records in Ironclad, not creating new ones, but it is alright to ignore any existing records in Ironclad |
Options if you update metadata from a general Metadata Imports page:
| Choice | Description | When to Use |
| Merge (recommended) | For rows without a matching record create a new record, and for rows with a matching record, update that record. | If you want a combination of updating existing records, and creating data-only records such as a Supplier Record |
| Only create records | For rows without a matching record, create a new record, but prevent import if there are any matching records. | If you are only planning on creating data-only records, and anything that matches an existing file in Ironclad is considered an error. |
| Only create records, ignore matched rows | For rows without a matching record create a new record, but ignore rows with a matching record. | If you are only planning on creating data-only records, but it is alright to ignore any existing records in Ironclad. |
| Only update records | Update rows with a matching record, but prevent import if there are any rows that don’t have a matching records | If you are only planning on updating existing records in Ironclad, not creating new ones, and anything that matches an existing file in Ironclad is considered an error. This is most helpful if you are planning a straightforward contract migration, and want to ensure that every row is accounted for currently. |
| Only update records, ignore unmatched rows | Update rows with a matching record, but ignore rows with no matching record in Ironclad. |
If you are only planning on updating existing records in Ironclad, not creating new ones, but it is alright to ignore any existing records in Ironclad |
How should we handle rows with errors?
| Choice | Description | When to Use |
| Don’t allow errors (recommended) | Prevent import if there are rows with any errors in the file. | If you want to have one import with the spreadsheet errors being corrected before the first import |
| Ignore rows with errors | Ignore rows with errors, and import all other rows. | If you want to get all the non-errored items into the system as soon as possible, and plan to review the errors on a subsequent import |
Resolve Common Import Errors:
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"Record Type "XXXXXX" not found"- Record Types like SOW, Mutual NDA, NDA, ESA, Etc. need to be created in Ironclad before the import step. Open Workflow Designer in a separate tab - create and publish new record types. The errors page in the import will automatically refresh.
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"Unable to import. Duplicate rows found. Please remove the duplicate rows and try again."
- Duplicate row - You have more than one row with the sames Ironclad Record ID or Filename. Delete the duplicate row and reupload your dataset.
- Duplicate row - You have more than one row with the sames Ironclad Record ID or Filename. Delete the duplicate row and reupload your dataset.
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"Matches multiple records with Name: XXXXXXXXXX"
- Row matches multiple files in Ironclad - The error will read “Matches multiple records with Original Filename:” You have two documents with the same name in Ironclad. You’ll need to delete the duplicate document or rename the second document and update your spreadsheet.
- In Map Headers, you may see an error that says “1 Error”. This will denote wrong format - Based on the record property you selected, your data needs to be in a specific format. If a cell is not the correct format, edit your spreadsheet and re-upload.
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The imported values for a specific attribute are wrong. This is generally because the referenced column is using formulas. To resolve this:
- In your spreadsheet, copy the affected column.
- In a new column, right click and then select Paste Special > Values and Source Formatting. The formulas are no longer included in the spreadsheet. Instead, only their values are left behind.
- Delete the original column.
- Retry your import.