COBBLESTONE SOFTWARE

Contract Insight — User Guide

Uploading and Processing Import/Update Templates

Data Import Manager: Running the Import

Note: Each procedure in this guide begins at the Contract Insight homepage, so any section can be followed on its own. Importing and updating data affects records across the application and should be performed by a Contract Insight System Administrator.

1. Overview

With a template created, its fields mapped, and the spreadsheet filled in and saved as a CSV file, the last stage is to upload that file and let Contract Insight process it. Processing is where the rows in the file actually become records: each row is matched against the template’s condition field, and matching rows update existing records while the rest are inserted — unless the template is update-only, in which case unmatched rows are not added.

Because an import writes to live data, it is worth treating the upload as a deliberate step rather than a formality. Check the file against the template first, run the import, then read the results and confirm the data landed where it was meant to.

2. Opening the Run Import Screen

Steps:

1. From the Contract Insight homepage, click Administration at the bottom of the left navigation menu. On the Administration page, under Configuration & Fields, select Data Import.
2. Find the template in the Templates grid — type its name in the Search box above the grid and press Enter, or use the filter icon on the Name, Target table, Mode, or Created column.
3. Click the run button on the template’s row. Alternatively, from the template’s mapping screen, click Go to run import →.
4. The Run import screen opens, headed with the template name. The line beneath names the target table and, where it applies, the update-only mode — for example “Target tblContracts · update-only. Upload a CSV whose column headers match the template mapping.”

Note: If the screen reports “This template has no columns mapped yet, so there is nothing to import into.”, use the link it offers to set up the template’s columns before going any further.

3. Before Uploading: Final Checks

Run through the following before selecting the file:

• The file is saved as CSV (Comma delimited) with a .csv extension, not as a workbook
• The column headings are unchanged from the blank spreadsheet the template generated
• Every column badged Matches existing records in What goes in each column holds the value that identifies the record
• Every column badged Must match a value on the list holds text matching the application exactly
• The template’s mode is the one you intend — an insert / update template adds unmatched rows as new records, an update-only template does not
• The file contains only the rows you mean to import; a stray row is a stray record

Note: Import into a test environment first where one is available. A processed import changes live records, and reversing one means correcting the data again by hand or by a further import.

4. Uploading the File

Steps:

1. From the Contract Insight homepage, click Administration at the bottom of the left navigation menu. On the Administration page, under Configuration & Fields, select Data Import.
2. Open the template’s Run import screen as described in Section 2.
3. Click Choose File in the import card.
4. Select the completed CSV from your computer. The file’s column headers must match the template mapping.
5. Contract Insight reads the file against the template and takes it into processing.

Note: Large files are handled on a schedule rather than in one pass. Where a file is too large to process in a single run, it is picked up by the timed import job instead — those jobs are managed from Administration under Automation & Data in Scheduled Jobs, where the run frequency can be changed or a job started on demand.

5. Processing the File

Processing takes each row in turn, matches it on the template’s condition field, and applies it to the target table. Rows that match an existing record update it; rows that match nothing are inserted as new records, subject to the template’s mode. A review of the outcome is presented once the rows have been processed, so the result of the run can be checked before relying on the data.

Pending verification: The upload and processing behaviour described in Sections 5, 6 and 7 follows the documented Data Import Manager process and has not been confirmed against this build, because verifying it requires running a live import that writes records. Confirm the exact screens, control names and status indicators in your own environment before publishing this guide.

6. Reviewing the Results

Each processed file carries a status showing how the run went:

• Successful import — every row in the file was processed and applied to the target table
• Processed with errors — the file was processed, but one or more rows could not be applied and need attention

A summary of the run lists the rows and what happened to each, so a partly successful import can be separated into the rows that landed and the rows that did not. The usual causes of a failed row are a condition value that matches nothing when the template is update-only, lookup text that does not correspond to any value on the relevant master reference list, and a value that does not suit the field it was mapped to.

7. Correcting Failed Rows

Steps:

1. Open the summary for the processed file to see which rows failed and why.
2. Review a failed row against the template mapping — check the condition value, then any lookup values, then the remaining fields.
3. Correct the row’s data, and re-submit it for processing.
4. Repeat until the summary shows no remaining failures.

Note: Where many rows fail for the same reason — a lookup list missing an entry, for example — it is usually quicker to add the missing values, fix the source spreadsheet, and import again than to correct each row individually.

8. Verifying the Imported Data

Steps:

1. Open the area the template targets — for example the Contracts list for a template targeting Contract Details.
2. Search or filter for a handful of the records the file should have created or changed.
3. Open one record and check the fields the template mapped, including any lookup fields, to confirm the values resolved rather than being left empty.
4. For an update run, confirm the records were changed rather than duplicated — a duplicate is the sign that the condition value did not match.
5. Where a record page offers it, use Actions → View History to confirm the update was recorded against the record.

Note: A quick check of a few records after every import catches a mis-mapped column early, while the file is still to hand and the change is easy to trace.

9. Quick Reference Summary