Use Metadata Import

This article will walk you through how to update the metadata of records by editing the values in an exported spreadsheet outside of Ironclad and importing the updates back into Ironclad. We'll also go over best practices for cleaning up your metadata.

Step One: Export Record Metadata

First, you’ll need to export the data you want to modify into a file:

• Spreadsheet (.xlsx)
• Comma-separated values (.csv)
• JSON lines (.jsonl)

In this example, we’ll export the data as a spreadsheet.  Learn more about sharing repository information.

To export record metadata as a spreadsheet (.xlsx):

1. In your Dashboard, locate the records you want to modify. 
   • Note: You can locate records by performing a search, applying filters, or loading an existing saved View. 
2. Select the records you want to modify by clicking the checkbox next to their Name. 
3. In the More Options menu bar that appears at the bottom of the page, click Export.
4. Click the dropdown menu under the Export as section, and select Spreadsheet (.xlsx). 
5. Select any additional data you’d like to export.
6. Click Export. 

Your export downloads locally. 

Step Two: Update Spreadsheet (with Examples)

Now, you’ll need to make and save updates to your metadata in your preferred spreadsheet editor. In this case, we’ll use Microsoft Excel to modify our metadata values.

There are many ways you can update the metadata in your spreadsheet. This includes:

• Changing the text formatting of a property or value
• Adding Lifecycle Preset properties (learn more about Lifecycle Preset properties)
• Cleaning up stored contract data
• Performing calculations (e.g., adding two property values).
• Converting between data types (e.g., from Yes/No to Text). 

We’ll include some examples of these modifications at the bottom of this section.

To update your record metadata spreadsheet:

1. Locate your downloaded file, and open it in your preferred spreadsheet editor.
2. Update your metadata. 
   • Note: The row at the top will display the various properties that can be updated (e.g., Attachment Filenames, Counterparty Name, Agreement Date).
3. Save the modified spreadsheet.

Once you've updated your file, it's ready to be imported back into Ironclad.

(Optional) Modify Metadata Values

Here are some examples of how you can modify metadata values in a spreadsheet.

Change the Capitalization of Property Values

To capitalize each word in a property value:

1. Insert a new, temporary column next to the column that contains the value you’re modifying. 
2. In the temporary column, enter the Excel formula:

   • =PROPER(cell_reference)

   • For example, =PROPER(A2) would update the sally signer value to Sally Signer.

     i

     Note:

     The PROPER function in Excel capitalizes words automatically, but may not preserve specialized capitalization in names, acronyms, or branded terms. For example, it may convert McDonald to Mcdonald, LLC to Llc, or iPhone to Iphone. Be sure to review the updated values before replacing the original data.

3. Fill down the formula down the temporary column. 
   • Note: You can do this by double-clicking the small black square in the lower-right corner of the cell containing the formula. 
4. Select the updated values in the temporary column, then press Ctrl+C on Windows or Cmd+C on macOS to copy them.
5. Select the original values you want to replace, right-click, select Paste, and then select Values. 
   • Note: This pastes the updated text without keeping the formulas.
6. Delete the temporary column. 

Add Lifecycle Preset Properties to Older Records

Lifecycle Preset properties are automatically available for records created from new workflow configurations, but they may be missing from older records.

To add Lifecycle Preset properties to an existing record:

1. Open your record metadata spreadsheet in your preferred editor.
2. Add new columns in your spreadsheet, and name them after the Lifecycle Preset properties you want to import, such as Effective Date or Initial Term Length. 
   • Note: You can view the full list of supported properties in the Lifecycle Preset Overview article.
3. Import the updated spreadsheet into Ironclad.

After the import is complete, a confirmation message indicates that the Lifecycle Preset properties were successfully added.

What Are Some Ways I Can Clean Up Stored Contract Data?

The quality of Ironclad insights and reports depends on the quality of the underlying data stored in Ironclad. To minimize errors, reduce duplicates, and avoid data integrity issues, clean and audit your data before importing metadata.

Here are a few ways to improve the quality and consistency of contract data stored in Ironclad.

Data Formatting and Standardization

• Ensure consistent formatting for dates, numbers, and text properties. For example, use the same date format, such as MM/DD/YYYY or DD/MM/YYYY, throughout the file.

• Remove leading/trailing spaces, special characters, and unnecessary formatting. Use tools like Excel's TRIM function or find/replace to clean up text properties.

• Apply consistent capitalization rules. Decide whether to use all uppercase, all lowercase, or proper case for text properties like names and addresses.

Data Validation and Deduplication

• Check for invalid or missing data. Use conditional formatting or filters to identify blank cells, invalid values (e.g., non-numeric characters in number questions), or data that doesn't match expected patterns.
• Remove duplicate records. Use Excel's Remove Duplicates feature or write a formula to identify and remove exact duplicate rows based on a combination of key properties. 
• Validate data against external sources. Cross-check critical information like email addresses, phone numbers, and addresses against authoritative sources or existing databases to ensure accuracy. 

Data Mapping and Transformation

• Map .csv columns to the target Ironclad properties and ensure column names and data types match the Ironclad destination properties.
• Apply data transformations as needed. Use Excel formulas or scripts to transform data into the required format, such as concatenating properties, splitting values, or performing calculations. 
  • Note: This is critical when consolidating two different data types into a single property.

• When creating new records through metadata import, make sure each new Record Name is unique and does not already exist in the repository. If a record name already exists, configure the advanced import settings to ignore or skip the record, or merge or update the existing record with the imported values.

Regular Auditing and Documentation

• Back up your data. Keep a copy of the original, unmodified .csv file in case you need to revert to an earlier version or troubleshoot issues after completing your metadata import.
• Perform sample checks. Manually review random samples of records for potential issues or inconsistencies. 
• Document data cleaning steps by maintaining a log of all cleaning and transformation steps applied to a .csv file for future reference and reproducibility. This can help standardize data cleaning practices when training other team members.

Step Three: Import the Updated Spreadsheet

Once you’ve updated your metadata, you can import the spreadsheet back into Ironclad through your Dashboard.

There are two ways to import your spreadsheet back into Ironclad:

• Bulk Update with Metadata via the Export View
• Via the Imports page (recommended if you previously completed an import manually or through Smart Import)

Method One: Bulk Update with Metadata

1. In your Dashboard, click the More Options icon (vertical ellipsis) in the top-right corner.
2. Select Import metadata from the dropdown menu.
3. On the Record Metadata Import page, click New Import in the top-right corner.
4. Drag-and-drop, copy-and-paste, or browse for the modified metadata file (.csv, xlsx, or .jsonl) you want to import. 
   • Note: The metadata import tool only supports 1 file per upload (under 25 MB).  
5. Click Upload. 

Method Two: Through the Imports page [Dropdown]

If you want to update the metadata in an existing import file (completed manually or via Smart Import), you can do so via the Imports page. This method quickly generates a spreadsheet (.xlsx, .csv, or jsonl) instead of having to go through the Dashboard again. 

1. On the Imports page, click Upload records.
2. Select Import, and then click Next: Select files.
3. Select your file, and then click Import.
4. Once your file is ready, select the file you want to update.
5. Click the More Options icon (vertical ellipsis).
6. Click Metadata Imports and select the import file. 

Using either method should take you to the Record Metadata Import page, where you’ll need to map the spreadsheet column headers to their corresponding property names.

Step Four: Map Column Headers to Properties

Mapping column headers to their corresponding property names ensures that the updates to your metadata will be applied correctly. 

On the Record Metadata Import page:

1. Click the import file you’re updating.
2. Under the Map to Property column, you can click the dropdown list to select different properties.
3. Go through each column header to make sure they’re correctly mapped.
4. When you’re done mapping, click the Next: Preview button in the top-right corner.

5. Review the Preview Report to check for and correct errors as needed.
6. Click Start Import. 

Once you’re finished, you can update your workflow.

Step Five: Update Workflows

After updating your existing records, update your workflow configurations so records created from future workflows follow the same metadata structure and formatting standards.

Depending on the changes you made, you may need to update:

• Formulas 
• Property Types and Question Types 

• Launch Form Help Text, such as: 

  Please enter the Counterparty’s Legal Name in title case, such as “Frankie Finance.”