Import Data to Ironclad Repository Using Metadata Import

This article will walk you through how to use the Metadata Import feature in the Ironclad Repository. With Metadata Import, you can:

• Update existing records in Ironclad with new or corrected data.
• Add new metadata to existing records.
• Add or update parent-child relationships, including amendments.

If you want to use metadata import to clean up existing data in your Repository, refer to Use Metadata Import to Clean Up Stored Contract Data in the Repository.

Before You Upload

Before you begin uploading your data, review the following:

1. Unique Filenames or Record IDs:

   Each row must have either a unique filename or Ironclad Record ID. No filename or Record ID can appear more than once.

2. Consistent Data Format:

   Ensure the data format in each column is consistent. For example, if a column contains dates, make sure every cell in that column is formatted as a date.

3. Record Types:

   If you're importing a list of Record Types, they must already exist in Ironclad. To create Record Types, go to the Workflow Designer and add a Record Type to any workflow configuration before publishing it.

4. Match the Record Property Type:

   Verify that your dataset formatting matches the Record Property type you're importing. For example, if you're importing data into a Yes/No Record Property, ensure that only "Yes" and "No" values appear in that column.

5. Dataset Example:

   Your dataset should look similar to the example below to ensure proper formatting.

   

Add a Parent Relationship

When adding a parent-child relationship to your data, you need to follow these guidelines:

1. Parent Id Column:

   Specify the Record ID of the parent record in the Parent Id column.

2. Parent Link Type Column:

   In the Parent Link Type column, enter one of the following values:

   • amendment: This indicates the contract is an amendment. Ensure the Record ID of the amendment’s parent is also added to the Parent Id column.

   • null: This will remove the parent-child relationship. If you select this option, ensure the contract is an amendment by typing amendment in the Parent Link Type column.

     Details about null Value Support:

     Both the Parent Id and Parent Link Type columns can accept null values, and they behave as follows:

     • If null is set in the Parent Id column:

       The parent-child relationship is removed from the record.

       Note: When this happens, you cannot set the Parent Link Type in the same row, because the relationship is being removed.

     • If null is set in the Parent Link Type column:

       If there was a parent-child relationship with an "amendment" label, setting the Parent Link Type to null will remove the amendment status. The relationship will become a standard parent-child relationship.

Related Records Not Supported

Please note that related records are currently not supported in Metadata Import. You will not be able to import related records at this time.

Upload Your Spreadsheet

Once you’ve prepared your data, you can upload it via Metadata Imports.

1. In the Repository, click the More menu indicated by three stacked dots, and then click Metadata Imports.
2. Click New Import. You can upload one file under 25MB. The following file types are accepted: CSV, XLSX, and JSONL.

Configure Your Import

After uploading your dataset, you’ll need to map your data headers to the appropriate Ironclad Record Properties and configure the import settings.

1. Map Data Headers:

   Use the dropdown menu to select a Record Property for each column in your dataset. You can also create new Record Properties from the dropdown.

2. Set Matching Settings:

   • If you have a column with unique Record IDs, map it to the Record ID property and set the “Match on” dropdown to Record ID.
   • If you have a column with unique Filenames, map it to the Original Filename property and set the “Match on” dropdown to Original Filename.
   

Configure Advanced Options

Advanced settings determine how Ironclad handles errors and data imports. You can choose how to manage records (update, create, or both) and how to handle errors.

Options for Updating Metadata in an Imported Project

Options for Updating Metadata via the General Metadata Imports Page

Handle Rows with Errors

Resolve Common Import Errors

• "Record Type "XXXXXX" not found"

  Ensure that the Record Types you are importing (e.g., SOW, NDA) already exist in Ironclad. You can create them in Workflow Designer. The errors page in the import will automatically refresh.

• "Unable to import. Duplicate rows found."

  This error occurs if you have duplicate rows with the same Record ID or Filename. Delete the duplicate row and re-upload the file.

• "Matches multiple records with Name: XXXXXXXXXX"

  This means there are duplicate documents in Ironclad. You’ll need to either delete the duplicate or rename one of the documents, then update your dataset accordingly.

• "1 Error" in Map Headers

  If you see an error in the mapping, it likely indicates a wrong format. Ensure all data in the column matches the expected format, then re-upload the spreadsheet.

• The imported values for a specific attribute are wrong.  This is generally because the referenced column is using formulas. To resolve this:

  1. In your spreadsheet, copy the affected column.
  2. 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.
  3. Delete the original column.
  4. Retry your import.