You can connect entities to both new and active workflows, as well as to records. Connecting entities to contracts gives you a complete view of all contracts linked to a specific entity. From the Entity dashboard, you can select an entity and see all of its associated workflows and records.
You can associate an entity with a contract by:
- Selecting an entity when launching a workflow.
- Adding or editing an entity on a record.
- Connecting entities to records in bulk via metadata import.
- Connecting entities to records in bulk via Smart Import or Run AI suggestions.
- Connecting entities to records via API.
Use Case
Classics Inc. manages multiple counterparties, each with its own set of contracts. By connecting entities to workflows and records, the legal team can quickly see all contracts tied to a counterparty.
For example, when reviewing agreements for Wonderweb Inc., the team selects that entity in the entities dashboard to view every associated workflow and record. This gives them a clear, consolidated view of obligations (if applicable), renewals, and active negotiations for that entity, without needing to search contract by contract.
Permissions
| Features | Entities |
| Permissions |
To select an entity when launching a workflow, users need at least one of the following permissions:
To add or edit an entity on a workflow or record, users need edit access to that contract. To connect entities in bulk, users must be admins. |
Select an Entity When Launching a Workflow
First, launch a workflow and locate the entities counterparty field. The text may vary, but it should be something like ‘Who is the Counterparty?’. If you do not see this field, it may not be configured for this specific workflow configuration. Speak to your workflow administrator.
When you type a counterparty name in the entities counterparty field, you can select the relevant company from the dropdown menu. The entity's information then automatically populates any launch form questions mapped to entities. You can edit this information, but any changes made in the form will not update the global entity profile. This reduces manual data entry, improves the accuracy of counterparty information, and tags the contract with the entity, making it appear on the new entity detail page. To learn more, refer to Use Entities in Workflows.
Add an Entity to a Record
You can add an entity to a completed record.
- On the Dashboard, locate and click on the record you want to update. A summary panel displays on the right.
- Under Documents, click on the document. The Document Preview displays.
- On the right, you can view a list of properties. If there is an existing entity on the record, you can see that in this list. If you click on the entity, you are taken to the entity’s details page.
- To modify the entity field, click Edit. The Edit Information window displays.
- Click Add an entity property.
- Search for an entity and select it from the dropdown.
Edit or Remove an Existing Entity on a Record
We recommend selecting the correct entity before finalizing a workflow to maintain data consistency. However, if needed, you can edit an entity on a record to correct or update counterparty information. This is also particularly useful for updating records that were created before entities were launched, or records that were imported from another system.
Note: In Workflow Designer, workflow admins can map properties so that when an entity is selected, its profile data automatically populates those properties. Once the workflow becomes a record, that mapping is broken. Changing the entity at the record stage will not update any of the originally mapped properties.
- On the Dashboard, locate and click on the record you want to update. A summary panel displays on the right.
- Under Documents, click on the document. The Document Preview displays.
- On the right, you can view a list of properties. If there is an existing entity on the record, you can see that in this list.
- To modify the entity field, click Edit. The Edit Information window displays.
- Click on the three stacked dots located next to the existing entity > Remove entity.
- If you want to add a different entity, search for an entity and select it from the dropdown.
- Click Update information. The record is updated and the change is noted in the Activity Feed.
Connect Entities and Records in Bulk Using Metadata Import
Only administrators can import entities, and other users cannot be granted import permissions. You can connect entities to records in bulk using metadata import. This process involves exporting record metadata, adding an entity column (Record ID), and reimporting the data.
Note: You can also use the Record ID to connect entities and records during metadata import. To locate record IDs, export your entities and locate the Record ID column in the spreadsheet. In the created Entity column in your records spreadsheet, add the corresponding Record ID you want to be associated with each record. When you import the spreadsheet, map the Entity column to the Entity - ID (Record ID) property.
- Verify your have created the entities you want to connect to records.
- Export the records you want to connect with entities.
- Add an entity column to the spreadsheet, using the Entity ID (Ironclad ID) to map entities to records:
- To find an Entity ID, export your entities and locate the Ironclad ID in the spreadsheet.
- For easier mapping, add an Entity Name <> Entity ID reference column in your record data spreadsheet and use it as a reference when assigning entities.
- In your records spreadsheet, create an Entity ID column.
- In the Entity ID column, add the corresponding Entity ID (Ironclad ID) you want to be associated with each record.
- (Optional) The Entity Relationship ID column indicates the relationship between the entity and the contract. Most users do not need to use this field and can leave it blank.
- To find an Entity ID, export your entities and locate the Ironclad ID in the spreadsheet.
- Reimport the updated spreadsheet using records metadata import from the Dashboard.
- Map the Entity ID column to the Entity - ID (Ironclad ID) property.
Connect Entities and Records in Bulk Using Smart Import and Run AI Suggestions
Ironclad AI analyzes contracts and suggests matching entities based on your entity profile data, including the entity name, alternative names, and point of contact.
To use AI suggestions, you must first create your entities in Ironclad, as AI suggestions will not create new entities from detected data. Once entities are created, you can use Smart Import or run AI detection to apply entity tags to records. Ironclad AI then matches and tags the correct entity using the available profile data.
For step-by-step instructions on using AI suggestions and Smart Import, refer to Use Smart Import and AI Suggestions on Records.
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