Connect Entities and Records

This article will walk you through how to connect and manage entities and records. This includes how to edit an entity on a record, add an entity to a record, and connect records in bulk using metadata import.

Users 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.

Select an Entity When Launching a Workflow

After publishing the workflow configuration, you can launch a workflow from it. 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.

Edit/Remove an Entity on a Record

It is best practice to ensure you select 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 launch, or records that were imported from another system. Editing an entity is only available in the new version of the Repository (Document Preview). It cannot be done in the older version found under the Imports tab.

1. On the Dashboard, locate and click on the record you want to update. A summary panel displays on the right.
2. Under Documents, click on the document. The Document Preview displays.
3. 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.
4. To modify the entity field, click Edit. The Edit Information window displays.
5. Click on the three stacked dots located next to the existing entity > Remove entity.
6. If you want to add a different entity, search for an entity and select it from the dropdown.
7. Click Update information. The record is updated and the change is noted in the Activity Feed.

Add an Entity to a Record

You can add an entity to a completed record to improve data accuracy and organization. This action is only available in the new version of the Repository (Document Preview). It cannot be done in the older version found under the Imports tab.

1. On the Dashboard, locate and click on the record you want to update. A summary panel displays on the right.
2. Under Documents, click on the document. The Document Preview displays.
3. 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.
4. To modify the entity field, click Edit. The Edit Information window displays.
5. Click Add an entity property.
6. Search for an entity and select it from the dropdown.

Connect Entities and Records in Bulk

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.

1. On the Ironclad Dashboard in the Repository view:
   1. Filter records by type to show only records containing entity data.
   2. Configure columns to display only necessary counterparty data (e.g., name, address).
   3. Save this view for future use.
2. Export record metadata from the Repository. Select Visible columns to be included in the export.
3. Add an entity column to the spreadsheet, using the Entity UUID (Record ID) to map entities to records.

   1. To find an Entity UUID, export your entities and locate the UUID in the spreadsheet.

      

   2. For easier mapping, add an Entity Name <> UUID reference column in your record data spreadsheet and use it as a reference when assigning entities.

   3. In the Entity Reference column, add the corresponding entity UUID associated with each record.

      

   4. (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.

4. Reimport the updated spreadsheet using records metadata import from the Dashboard.