2023 February Release

ImportsPermanent link for this heading

Fabasoft Contracts allows you transfer contract manager files, their metadata, and their documents into the contract manager app in a number of ways. The use cases described in this chapter are supposed to assist you in adding numerous contracts as simply as possible.

Classifying and RegisteringPermanent link for this heading

You can classify and register documents in a single use case.

This step applies to all contract manager files. Proceed as follows:

  1. Navigate into the contract folder or legal area that you want to assign the new contract manager files to.
  2. Navigate into the “Documents” area.
  3. Place the desired documents.
  4. Select the desired documents and click the context menu action “Classify and Register”.
    Note: In the case of legal file and requests, you must manually select the appropriate contract manager file type in the following dialog.

The documents are subsequently processed and converted into contract manager files that you can then find in the corresponding contract manager list.

Note: This action makes use of a function from Fabasoft Cloud. If necessary, read the complementing chapter ”Classifying and Registering: new window“ in the document ”User Help Fabasoft Cloud“.

Registering a Contract Manager File in the BackgroundPermanent link for this heading

Fabasoft Contract offer the option to the register contract manager files in the background. This way, you can direct your attention to other tasks once the registration has started and continue to edit contract, legal files and requests later.

Consider the necessary steps:

  1. Registering documents in the background requires heir correct placement (see chapter ”Placing a Document“).
  2. You can subsequently register the documents either as contracts/legal files (see chapter ”Registering a Contract/Legal File“) or requests (see chapter ”Registering a Request“).

Note: Files must be texts or images in PDF documents or Microsoft Word documents, otherwise they cannot be processed during the registration.

Placing a DocumentPermanent link for this heading

This step applies to all contract manager files. Proceed as follows:

  1. Navigate into the contract manager list (contract folder or legal area) that the new contract manager file will be assigned to.
  2. Navigate into the “Documents” area.
  3. Place the desired documents.

Documents can be placed as follows:

  • As a document:
    The document becomes both the main document as well as an additional document in the new contact manager file.
  • As a folder:
    Upon registration, the first document in the folder becomes the main document, while all others become additional documents in the new contact manager file.
  • As a ZIP archive:
    Upon registration, the first document in the ZIP archive becomes the main document, while all others become additional documents in the new contact manager file.

Registering a Contract/Legal FilePermanent link for this heading

  1. Select the desired documents.
  2. In the context menu, click the action ”Register Contracts in Background“ or ”Register Legal Files in Background“.
  3. In the field Contract Folder or Legal Area, select the contract manager list wherein the document will be registered as a contract or legal area.
    Note: By default, the contract manager list that you are currently in is pre-selected.
  4. Through the option Perform OCR, define if the document will be searched for certain keywords.
  5. Click on “Register“.

Subsequently, object shells are created from the selected documents and filled with metadata from the documents. Then the documents are placed in the “Documents” area of the desired contract manager file.

Note:

  • If folders or ZIP archives themselves contain subfolders with further documents, this structure is transferred to the “Documents” area of the contract manager file.
  • Folders and ZIP archive without any recognizable contract documents or legal file documents are not processed.

Registering a RequestPermanent link for this heading

  1. Select the desired documents.
  2. In the context menu, click the action ”Register Requests in Background“.
  3. In the field Request Folder, select the request folder wherein the request will be created.
    Note: By default, the request folder that you are currently in is pre-selected.
  4. Through the option Perform OCR, define if the document will be searched for certain keywords.
  5. Click on “Register“.

Subsequently, the requests are created in the contract folder or legal area. The selected documents are moved to the “Documents” area of the requests.

Note:

  • Shortcuts to the selected documents are created in the “Documents” area if the request is assigned to contract manager list other than the one is was created in.
  • If the documents are not placed in folder or ZIP archives, the registration creates one request per document.

Improving Document IdentificationPermanent link for this heading

You can support the registration capabilities of Fabasoft Contracts and increase the accuracy with which documents are recognized and analyzed. By providing concrete keywords, you can give hints as to which documents are a main document or an additional document.

In order to define the corresponding keywords, proceed as follows:

  1. Navigate into the contract manager configuration.
  2. Click on “Properties”.
  3. Switch to the tab ”Administration“.
  4. Navigate to the fields beginning with Keywords for Filenames to Identify Attachments of.
  5. Define the keywords for contracts, legal files and requests, respectively. If you enter several keywords per field, separate them with comma. Such keywords can be, for example:
    • Enclosure
    • Exhibit
    • Bill
    • Attachment
    • Appendix
    • Invoice

Importing a Contract/Legal File via an Excel WorksheetPermanent link for this heading

Fabasoft Contracts enables you to comfortably import contract/legal file metadata from an Excel worksheet or a CSV file. A completed worksheet is imported into a specific contract folder or legal area. Hence, for every contract folder/legal area, a distinct worksheet is needed.

In order to import contracts/legal files via an Excel worksheet, proceed as follows:

  1. Navigate into the “Uploads” area of a contract folder/legal area.
  2. Upload an Excel worksheet containing contract/legal file metadata.
  3. In the context menu of the worksheet, click the action “Import Contracts” or ”Import Legal Files”.

The imported contracts/legal files are placed in the specific contract folder/legal area. From the imported contracts/legal files, those that already exist are updated. Each contract/legal file is uniquely identified through the attributes year, ordinal and externalkey. Therefore, it is mandatory to include these three attributes as columns in the Excel worksheet. All possible built-in attributes that can be included in the Excel worksheet for contracts and legal files are presented in the following two tables.

Data structure of the Excel worksheet for contracts import

The following table represents the properties of a contract (see chapter “Properties“)

Column

Description

year

Year of the beginning of the contract period

Note:

  • This property is part of the unique ID of a contract.
  • A value in this column is only recognized if the column start has no value

ordinal

Sequential number of the contract

Note: This property is part of the unique ID of a contract.

externalkey

External key of the contract

Note: This property is part of the unique ID of a contract.

state

Contract state

  • CS_DRAFT (Draft)
  • CS_FINALIZED (Finalized)
  • CS_ACTIVE (Active)
  • CS_DORMANT (Dormant)
  • CS_GIVEN_CANCELATION (Cancelation Given)
  • CS_EFFECTIVE_CANCELATION (Cancelation Effective)
  • CS_INACTIVE (Inactive)

signatory

Signatory (as free text)

signatoryobject

Signatory (as object)

Note:

  • This value may contain the name, e-mail address or Fabasoft Cloud ID of the desired signatory.
  • If options from the field Standard Signatories (contract folder properties > “Administration” tab) are active, signatories must be defined as objects instead of free text (see chapter ”Managing Signatories via Contact Management“).

signatorydepartment

Department of the signatory

signatoryrole

Role of the signatory

signatorycontact

Contact of the signatory

Note: This value may contain the name, e-mail address or Fabasoft Cloud ID of the desired signatory contact from the contact management.

signatorycontactdescription

Contact information of the signatory

signatoryreference

External reference of the signatory

street

Street

zipcode

Zipcode

city

City

country

Country (as a name, or two/three-digit ISO ID)

business

Phone number (Business)

fax

Phone number (Fax)

mobile

Phone number (Mobile)

private

Phone number (Private)

internalrole

Internal role

internaleditorcontact

Internal editor

Note: This value may contain the name, e-mail address or Fabasoft Cloud ID of an internal or external member of the Fabasoft Cloud organization.

internalpurchasercontact

Internal purchaser

Note: This value may contain the name, e-mail address or Fabasoft Cloud ID of an internal or external member of the Fabasoft Cloud organization.

internalresponsiblecontact

Internal responsible

Note: This value may contain the name, e-mail address or Fabasoft Cloud ID of an internal or external member of the Fabasoft Cloud organization.

internalserviceprovision

Internal service provision (as free text)

internalreference

Internal reference

supplier

Supplier

Note: This value may contain the name or Fabasoft Cloud ID of a supplier. If no such supplier is found, a new one is created.

customer

Customer

Note: This value may contain the name or Fabasoft Cloud ID of a customer. If no such customer is found, a new one is created.

client

Client

Note: This value may contain the name or Fabasoft Cloud ID of a client. If no such client is found, a new one is created.

corporation

Corporation

Note: This value may contain the name or Fabasoft Cloud ID of a corporation. If no such corporation is found, a new one is created.

committee

Committee

Note: This value may contain the name or Fabasoft Cloud ID of a committee. If no such committee is found, a new one is created.

union

Union

Note: This value may contain the name or Fabasoft Cloud ID of a union. If no such union is found, a new one is created.

company

Company

Note: This value may contain the name or Fabasoft Cloud ID of a company. If no such company is found, a new one is created.

scope

Scope

Note: This value may contain the name or Fabasoft Cloud ID of a scope. If no such scope is found, a new one is created.

industry

Industry

Note: This value may contain the name or Fabasoft Cloud ID of an industry. If no such industry is found, a new one is created.

area

Area

Note: This value may contain the name or Fabasoft Cloud ID of an area. If no such area is found, a new one is created.

brand

Brand

Note: This value may contain the name or Fabasoft Cloud ID of a brand. If no such brand is found, a new one is created.

product

Product

Note: This value may contain the name or Fabasoft Cloud ID of a product. If no such product is found, a new one is created.

project

Project

Note: This value may contain the name or Fabasoft Cloud ID of a project. If no such project is found, a new one is created.

license

License

Note: This value may contain the name or Fabasoft Cloud ID of a license. If no such license is found, a new one is created.

businessunit

Business unit

Note: This value may contain the name or Fabasoft Cloud ID of a business unit. If no such business unit is found, a new one is created.

costtype

Cost type

Note: This value may contain the name or Fabasoft Cloud ID of a cost type. If no such cost type is found, a new one is created.

costcenter

Cost center

Note: This value may contain the name or Fabasoft Cloud ID of a cost center. If no such cost center is found, a new one is created.

profitcenter

Profit center

Note: This value may contain the name or Fabasoft Cloud ID of a profit center. If no such profit center is found, a new one is created.

subject

Contract subject

description

Description

type

Contract type

Note: This value may contain the name or Fabasoft Cloud ID of a contract type. If no such contract type is found, a new one is created.

language

Contract language

amount

Contract amount

amountsymbol

Currency of the contract amount
Note: The currency must be an ISO code of three letters, e.g. ”EUR“, ”GBP“ or ”USD“. Find further IDs on wikipedia: new window.

paymentarrangements

Payment arrangements

legalbasis

Legal basis

applicablelaw

Applicable law

jurisdiction

Jurisdiction

specialcontractterms

Special contract terms

specialcontracttermsremarks

Remarks to special contract terms

specialterminationterms

Special termination terms

specialterminationtermsremarks

Remarks to special termination terms

signing

Signature date

signingremarks

Remarks to signature date

start

Contract start

startterms

Terms for contract start

permanent

Permanent contract (values allowed: true, false)

prolongationterms

Terms for prolongation

cancelationwaiver

Cancellation waiver

cancelationwaiverterms

Terms for cancellation waiver

end

Contract end

validfrom

Beginning of validity (date)

Validto

End of validity (date)

endterms

Terms for contract end

cancelationmode

Cancellation mode

  • CM_CANCELABLEATANYTIME (Cancelable at Any Time)
  • CM_CANCELABLEBYENDOFCONTRACTPERIOD (Cancelable by the End of the Contract Period)
  • CM_CANCELABLEBYENDOFYEAR (Cancelable by the End of Each Calendar Year)
  • CM_CANCELABLEBYENDOFHALFYEAR (Cancelable by the End of Each Half Year)
  • CM_CANCELABLEBYENDOFQUARTER (Cancelable by the End of Each Quarter)
  • CM_CANCELABLEBYENDOFMONTH (Cancelable by the End of Each Month)
  • CM_NONCANCELABLE (Non-Cancelable)

cancelationterms

Terms for cancellation

contractperiod

Contract period

Note: This value may contain the name or Fabasoft Cloud ID of a timespan. If no such timespan is found, a new one is created.

contractperiodterms

Terms for contract period

contractperiodreminder

Timespan for reminder e-mail before the end of the contract period

Note: This value may contain the name or Fabasoft Cloud ID of a timespan. If no such timespan is found, a new one is created.

noticeperiod

Notice period

Note: This value may contain the name or Fabasoft Cloud ID of a timespan. If no such timespan is found, a new one is created.

noticeperiodterms

Terms for notice period

noticeperiodreminder

Timespan for reminder e-mail before the end of the notice period

Note: This value may contain the name or Fabasoft Cloud ID of a timespan. If no such timespan is found, a new one is created.

givencancelation

Cancellation given (date)

givencancelationremarks

Terms for cancellation given

effectivecancelation

Cancellation effective (date)

effectivecancelationremarks

Terms for cancellation effective

reminder

Additional reminder (date)

reminderinterval

Interval for additional reminder

reminderusers

Additional contacts for reminder e-mails

Note: This value may contain the name, e-mail address or Fabasoft Cloud ID of an internal or external member of the Fabasoft Cloud organization.

contractassignedlegalfilesarea

Assigned legal area

Note: This field can be used to specify the Fabasoft Cloud ID or the external key of the legal area in which the legal file to be assigned to the contract is located.

contractassignedlegalfiles

Assigned legal files

Note:

  • This field can be used to specify the Fabasoft Cloud ID or the external key of one or more legal files to be assigned to the contract.
  • To specify multiple legal files, they must be separated by a line break.

programming name

Programming name of a custom field

Note: If you assign a contract type containing custom fields (from the release version of a form) to a contract, you can also fill these fields. For each desired field, add its programming name as a new column.

If the custom field is an object property, the import values may contain the following prefixes:

  • #
    An attempt is made to determine a component object with the provided reference.
  • ?
    An attempt is made to determine an object that has been assigned the indicated value in the Import ID field.

Data structure of the Excel worksheet for legal files import

The following table represents the properties of a legal file (see chapter 10.3 Properties“)

Column

Description

year

Year of the beginning of the legal file period

Note:

  • This property is part of the unique ID of a legal file.

ordinal

Sequential number of the legal file

Note: This property is part of the unique ID of a legal file.

externalkey

Import ID of the legal file

Note: This property is part of the unique ID of a legal file.

state

Legal file state

  • LFS_DRAFT (Draft)
  • LFS_FINALIZED (Finalized)
  • LFS_ACTIVE (Active)
  • LFS_INACTIVE (Inactive)

internaleditorcontact

Internal editor

Note:

  • This value may contain the name, e-mail address or Fabasoft Cloud ID of an internal or external member of the Fabasoft Cloud organization.
  • If no user with the specified e-mail address is found, a new user with this address is created.

internalpurchasercontact

Internal purchaser

Note:

  • This value may contain the name, e-mail address or Fabasoft Cloud ID of an internal or external member of the Fabasoft Cloud organization.
  • If no user with the specified e-mail address is found, a new user with this address is created.

internalresponsiblecontact

Internal responsible

Note:

  • This value may contain the name, e-mail address or Fabasoft Cloud ID of an internal or external member of the Fabasoft Cloud organization.
  • If no user with the specified e-mail address is found, a new user with this address is created.

supplier

Supplier

Note: This value may contain the name or Fabasoft Cloud ID of a supplier. If no such supplier is found, a new one is created.

customer

Customer

Note: This value may contain the name or Fabasoft Cloud ID of a customer. If no such customer is found, a new one is created.

client

Client

Note: This value may contain the name or Fabasoft Cloud ID of a client. If no such client is found, a new one is created.

corporation

Corporation

Note: This value may contain the name or Fabasoft Cloud ID of a corporation. If no such corporation is found, a new one is created.

committee

Committee

Note: This value may contain the name or Fabasoft Cloud ID of a committee. If no such committee is found, a new one is created.

union

Union

Note: This value may contain the name or Fabasoft Cloud ID of a union. If no such union is found, a new one is created.

company

Company

Note: This value may contain the name or Fabasoft Cloud ID of a company. If no such company is found, a new one is created.

scope

Scope

Note: This value may contain the name or Fabasoft Cloud ID of a scope. If no such scope is found, a new one is created.

industry

Industry

Note: This value may contain the name or Fabasoft Cloud ID of an industry. If no such industry is found, a new one is created.

area

Area

Note: This value may contain the name or Fabasoft Cloud ID of an area. If no such area is found, a new one is created.

brand

Brand

Note: This value may contain the name or Fabasoft Cloud ID of a brand. If no such brand is found, a new one is created.

product

Product

Note: This value may contain the name or Fabasoft Cloud ID of a product. If no such product is found, a new one is created.

project

Project

Note: This value may contain the name or Fabasoft Cloud ID of a project. If no such project is found, a new one is created.

license

License

Note: This value may contain the name or Fabasoft Cloud ID of a license. If no such license is found, a new one is created.

businessunit

Business unit

Note: This value may contain the name or Fabasoft Cloud ID of a business unit. If no such business unit is found, a new one is created.

costtype

Cost type

Note: This value may contain the name or Fabasoft Cloud ID of a cost type. If no such cost type is found, a new one is created.

costcenter

Cost center

Note: This value may contain the name or Fabasoft Cloud ID of a cost center. If no such cost center is found, a new one is created.

profitcenter

Profit center

Note: This value may contain the name or Fabasoft Cloud ID of a profit center. If no such profit center is found, a new one is created.

subject

Legal file subject

type

Legal file type

Note: This value may contain the name or Fabasoft Cloud ID of a legal file type. If no such legal file type is found, a new one is created if allowed (Legal area settings).

legalfileassignedcontractsfolder

Assigned contract folder

Note: This field can be used to specify the Fabasoft Cloud ID or the external key of the contract folder where the contract to be assigned to the legal file is located.

legalfileassignedcontracts

Assigned contracts

Note:

  • This field can be used to specify the Fabasoft Cloud ID or the external key of one or more contracts to be assigned to the legal file.
  • To specify multiple contracts, they must be separated by a line break.

programming name

Programming name of a custom field

Note: If you assign a legal file type containing custom fields (from the release version of a form) to a legal file, you can also fill these fields. For each desired field, add its programming name as a new column.

If the custom field is an object property, the import values may contain the following prefixes:

  • #
    An attempt is made to determine a component object with the provided reference.
  • ?
    An attempt is made to determine an object that has been assigned the indicated value in the Import ID field.

Adding Documents to Contracts/Legal Files from a ZIP ArchivePermanent link for this heading

In order to add documents to a contract/legal file from a ZIP archive, proceed as follows:

  1. Navigate into the desired contract/legal file.
  2. Click “Properties” in the left menu.
  3. Switch to the tab “General”.
  4. Enter a unique ID into the field Import ID.
  5. Click “Next“.
    Note: Repeat this procedure if you want to add documents to further contracts.
  6. Create a folder in your local file system.
  7. Name the folder exactly like the import ID that you previously assigned to the contract/legal file.
  8. Put all documents that you want to add to the contract/legal file into the folder.
  9. Repeat this procedure if you want to add documents to further contracts/legal files.
  10. Select all desired folders and create a single ZIP archive.
  11. Navigate into the desired contract folder/legal area.
  12. Go to the “Uploads” area.
  13. Upload the ZIP archive.
  14. In the context menu of the ZIP archive, select “Import Contracts” or “Import Legal Files”.
  15. After the successful import, click “Next”. The documents are now contained in the desired contracts/legal files.

Note: The documents that are selected for the archive can be stored in the archive along with a folder hierarchy. However, when the documents are imported into Contract Manager, the folder hierarchy is ignored, which means that all imported documents are placed within the “Documents” area of the respective contract/legal file at the same level.

Assigning a category to documents of contracts/legal files through an Excel WorksheetPermanent link for this heading

It is possible to use an Excel worksheet to assign a category, which you have defined for example in the Contract Manager configuration or within a contract folder/legal area, to the documents of a contract/legal file. To do this proceed as follows:

  1. Navigate into the desired contract folder/legal area.
  2. Go to “Uploads”.
  3. Upload the Excel worksheet that you have accordingly prepared. The Excel worksheet should contain the columns listed in the following table:

Column

Description

externalkey

The import ID of the contract/legal file (see tables in Chapter “Importing a Contract/Legal File via an Excel Worksheet”)

filepath

The file name along with the file path where the document exists within the “Documents” area of the contract/legal file

Note:

  • If the document is stored directly under “Documents”, filepath includes only a file name.
  • The file extension must be provided.
  • Subfolders are separated by “/“, e.g.:
    ”COO.6505.100.x.x/subfolder1/subfolder2/x/y/z“.
  • If a folder name is to contain a "/", the "/" must be replaced with a "~" in the Excel workbook.

filecategory

The Fabasoft Cloud ID or the import ID or the name of the category

programmingname

Note: If you assign a category containing custom fields ( = the published version of a form) to the document, you can also input values into these fields. For each desired custom field, add its programming name as a column name.

  1. In the context menu of the worksheet, select “Assign Categories”.
  2. After the successful import, click “Close”. The documents are now assigned a category as specified in the Excel worksheet.

Adding a Contract-/Legal File Document from a Teamroom/FolderPermanent link for this heading

You can add documents from a teamroom or a folder as well. This option is especially useful if the documents in question are provided by a system external to the Fabasoft Cloud (e.g. SharePoint, SAP, etc.) and the need to be processed further.

This use case requires a correctly filled-out Excel worksheet, hence familiarize yourself with the data structure.

Column

Description

skip

Ignore column during import; values: true, false, 1, 0

externalkey

Fabasoft Cloud ID or external key of the contract or legal file that documents are assigned to, e.g. ”file_smith_1_2“)

path

Document path
Fabasoft Cloud ID of the teamroom or folder where the documents are stored, e.g. ”COO.6505.100.x.x“

Note: Subfolders are separated by “/“, e.g.:
”COO.6505.100.x.x/subfolder1/subfolder2/x/y/z“

If a folder name is to contain a "/", the "/" must be replaced with a "~" in the Excel workbook.

filename

File name of the document, e.g. ”file_document.pdf“.
Note: The file extension must be provided.

filecategory

Category
The name or Fabasoft Cloud ID of the category that is to be assigned to the document, e.g. ”COO.6505.100.x.x“.

programmingname

Programming name
Note: If you assign a category containing custom fields ( = the published version of a form) to the document, you can also input values into these fields. For each desired custom field, add its programming name as a column name.

targetpath

Target path
Path in the documents of a contract/legal file where the documents are to be filed, e.g. "Subfolder1/Subfolder2".
Note: If a folder is not found in the file path, a new folder is created.
Subfolders are separated by "/", e.g.: "subfolder1/subfolder2/x/y/z". If a folder name is to contain a "/", the "/" must be replaced with a "~" in the Excel workbook.

targetlist

Target list
The short or long reference of the list to which the documents should be assigned.
Note: If the property is not filled, the "Documents" list of a contract/legal file is used by default.

Adding an Import ID to a Contract/Legal FilePermanent link for this heading

In order to add documents to contracts/legal files, proceed as follows:

  1. Navigate into the desired contract/legal file.
  2. Click on the “Properties” action.
  3. Switch to the tab ”General”.
  4. Enter a unique ID into the field Import ID.
  5. Click on “Next”.

Repeat this procedure if you want to add documents to further contracts/legal files.

Determining the Path to a Data SourcePermanent link for this heading

  1. Navigate into the desired context within the cloud (e. g. in your Personal Folder).
  2. Navigate into the desired teamroom or folder.
    If the desired teamroom or folder or origin does not exist yet, create it.
  3. Put the desired documents into the teamroom or folder.
  4. Click on the “Settings” or “Properties” action.
  5. Switch to the tab ”General“.
  6. Copy the value from the field Fabasoft Cloud ID and save it in a text file since you will need it later.
  7. Click on “Next“.

Repeat this procedure if you want to add documents from several teamrooms or folder to contracts.

Note: In order to provide the correct path, the Fabasoft Cloud ID from the uppermost teamroom or folder in the hierarchy is required. Working with subfolders is explained later.

Setting up an Excel WorksheetPermanent link for this heading

  1. Create a new Excel worksheet.
  2. Add the columns externalkey, path and filename.
  3. In the column externalkey, enter the import id of the desired contract.
  4. In the column path, enter the path to the desired documents.
    Note: If the desired documents are located in a subfolder, enter the exact path to the documents in the column path, properly separated by “/“.
    If the folder name contains a "/", the "/" must be replaced with a "~".
  5. Optionally, add the skip and enter a Boolean value (allowed: true, false, 1, 0) in order to define if a row should be exempt from being added.
  6. Optionally, add the column filecategory and enter the name or Fabasoft Cloud ID of the desired category.
    Note: If one or more of the categories contain custom fields and you want to add values to these fields as well, do the next step.
  7. Optionally, add further columns with the names of the programming names of the desired custom fields. Then enter the desired values.
  8. Optionally, create the targetpath column and specify the target path where the document is to be filed.
    Note: If a folder in the destination path is to contain a "/" in the folder name, the "/" must be replaced by "~".
  9. Repeat this procedure for each document that is to be added.
    Note: Make sure that, at the very least, the columns externalkey, path and filename each contain a value.
  10. Save and close the Excel worksheet.

Allocating from a Teamroom/FolderPermanent link for this heading

  1. Navigate into the desired contract folder/legal file and then into the “Uploads” area.
  2. Upload the Excel worksheet.
  3. In the context menu of the worksheet, click the “Assign Documents” action.

The documents that were successfully allocated are moved from the teamroom/folder to the target contract/legal file.

Note: If the import of documents into the desired target contract/legal file should fail, check for the following potential causes of error:

  • Make sure that the Fabasoft Cloud IDs of the affected objects are correctly located in the worksheet and file paths are properly separated by “/“.
  • Make sure that the target contract/legal file has a value in the Import ID field and that said value is unique. The app does not check the uniqueness of the import id when you enter it.
  • Make sure that the target contract/legal file is not open in editing mode in another browser tab of yours or being edited by somebody else.

Add Contract Documents from Teamroom/Folder to Contract PartnerPermanent link for this heading

You can also assign documents from a team room/folder to contact persons/contact organizations from contact management.

For this use case, a correctly completed Excel workbook is assumed. The data structure is very similar to the one already described at the beginning of chapter “Adding a Contract-/Legal File Document from a Teamroom/Folder”, but there is one more column and some other differences listed below.

Column

Description

contactroom

Fabasoft Cloud ID or the external key of the contact room containing the contact persons/contact organizations to which the documents are to be assigned (e.g. "contact_smith_01_02").

Note: If there is no value in the column, the default contact room of the contract list is used to search for contacts.

Note: For instructions on how to set up the Excel workbook and assign the documents, see Chapter “Adding an Import ID to a Contract/Legal File” - Chapter “Allocating from a Teamroom/Folder”.

Differences from above are:

  • While in Chapter “Allocating from a Teamroom/Folder” the action "Assign Documents" is used, here the action "Assign Documents to Signatories" must be used.
  • The action "Assign Documents to Signatories" is only possible on an Excel worksheet in a contract list.
  • In the externalkey column, e-mail address/import identifier/name for a contact person/contact organisation can be specified
  • The column value contains an "@": A search is made for a contract partner with the specified e-mail address.
  • The column value starts with a "?": A search is made for a contract partner with the import identifier following the "?”
  • If the column value contains neither an "@" nor does it begin with a "?", then a search is made for a contract partner who has stored the column value as a name.
  • If the targetlist column is not filled, the "Contract Documents" list is filled by default.

Importing Contracts and Documents TogetherPermanent link for this heading

You can import contracts and their corresponding documents via a single Excel worksheet as well. For this use case, it is important to have all necessary metadata in place as well to name all involved file paths and documents correctly.

Proceed as follows:

  1. Navigate into the desired teamroom or folder.
  2. Place the desired documents therein.
  3. Save the relevant file paths (see chapter ”Determining the Path to a Data Source“)
  4. Create a new Excel worksheet.
  5. Add all necessary columns for the desired contract metadata (see chapter ”Importing a Contract/Legal File via an Excel“).
  6. Make sure that the contract is given a unique import ID via the column externalkey. It serves as a point of reference for the documents.
  7. Add all necessary columns for the desired document metadata (see chapter ”Adding a Contract-/Legal File Document from a Teamroom/Folder“).
  8. Save and close the worksheet.
  9. Navigate in the “Uploads” area of the desired contract folder.
  10. Upload the Excel worksheet.
  11. In the context menu of the worksheet, click the action “Import Contracts”.
    This step creates the object shells of the contracts.
  12. In the context menu of the worksheet, click the action “Assign Documents”.
    This step assigns the documents to the contracts.

Importing List ElementsPermanent link for this heading

You can import elements, for example user objects, documents, etc., from an Excel or a CSV file into element lists that can be found in the properties of a contract or a legal file. To do this, proceed as follows:

  1. Navigate into the contract folder or the legal area, which includes the contracts or legal files respectively, where you wish to import the list elements to.
  2. Click the “Uploads” widget.
  3. Select “Upload” from the left menu or the context menu and choose the Excel or the CSV file, where you want to upload the list elements from. Alternatively, you can drag and drop the file directly into the “Uploads” widget.
  4. Once the file appears in the widget, right-click it and select “Import List Elements” from the context menu. The elements will be created in the respective lists. Note that if an imported element already exists in the destination list, then no additional element will be created but instead the values of this element’s attributes will be accordingly updated.  
  5. Note: Import of list elements is possible only if the Excel/CSV file contains the identification attributes of the list element. These are listed in the following table:

Column

Description

fileexternalkey

The Fabasoft Cloud ID (e.g. “COO.1.506.1.1009392”) or the Import ID (e.g. “Contract100”) of the contract or the legal file that contains the list where the elements will be created/updated. Both the Fabasoft Cloud ID as well as the Import ID can be found in the “General” tab of the contract or the legal file properties. As opposed to the Fabasoft Cloud ID, which is automatically created, the Import ID is manually specified by the user.

listproperty

The programming name of the list where you want to import the element. You can use either the short or the full reference.

elementclass

The Fabasoft Cloud ID (e.g. “COO.1.1.1.1264”) or the full reference (e.g. “COOMSOFFICE@1.1:WordObject”) of the created element’s class (e.g. a Word document).  

elementexternalkey

The Fabasoft Cloud ID (e.g. “COO.1.506.1.1009626”) or the Import ID (e.g. “PDF200”) of the element to be uploaded to the list specified through the aforementioned attributes (i.e. fileexternalkey, listproperty and elementclass). Both the Fabasoft Cloud ID as well as the Import ID can be found in the “General” tab of the element properties. As opposed to the Fabasoft Cloud ID, which is automatically created, the Import ID is manually specified by the user. If the elementexternalkey is not found in the destination list, a new element is created in this list, while if it is found, the values of the element’s attributes are updated.

elementcategory

The Fabasoft Cloud ID (e.g. “COO.6505.100.2.3”) or the Import ID (e.g. “category123”) of the category to be assigned to the element. As opposed to the above four attributes, elementcategory is not mandatory for the identification of a list element. However, if it exists, it affects the identification of the element. Consider for example two rows in the Excel/CSV file with identical values for the mandatory attributes (i.e. for fileexternalkey, listproperty, elementclass and elementexternalkey) but with a category defined only in the first row. These two rows will lead to the creation of two different elements (in case the elementexternalkey does not exist), one with a category assigned to it and a second one without a category. From that point on, the value of the elementcategory will be necessary for the identification of the element, which has a category assigned to it (if you wish for example to update the values of this element’s additional attributes).

The elementcategory may also be a form with user-defined fields: new window. In such a case, the imported elements can have also user-defined attributes apart from the ones offered by the element’s class.