This article describes the process and steps required to perform an export/import process against your contract repository.
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Sections in this Article
How do I Manage Import Errors?
Bulk Exporting & Re-Importing Contract Metadata is a way to change values stored in your Gatekeeper Contracts repository en-masse
Due to the presence of the Gatekeeper ID field as a column in all import files, you can use the bulk-import feature to create new metadata records OR update existing metadata records;
➡️ If no Gatekeeper ID is populated, the import function will infer that row is a new contract and create a new Contract Record
➡️ If there is a populated Gatekeeper ID, the import function will match the row to the existing record and overwrite the data using the values from the import file
Where is the Export Option?
The "Export" option will always be located in the lower right area of the page, below the contract list view.
Export Options
CSV | All Pages - This exports all exportable data from all pages and ignores any Filtering and Column configuration
CSV | Current Page - This exports all exportable data from the current page and ignores any Filtering and Column configuration.
CSV | This View | All Pages - This exports all exportable data from all pages using the current Filtering and Column configuration
CSV | This View | Current Page - This exports all exportable data from the current page using the current Filtering and Column configuration
Tip: If you want to use the data to bulk-update your records later, the file you use to bulk-import needs to contain all metadata columns, therefore you should select one of the top 2 export options
Bulk Exporting Contracts
Exporting your Contract data from Gatekeeper as a CSV file is very simple.
- Click 'Export' in the lower right area of the page, choosing from the following options:
- CSV | All Pages - This exports all exportable contract data from all pages and ignores any Filtering and Column configuration
- CSV | Current Page - This exports all exportable contract data from the current page and ignores any Filtering and Column configuration. Note: you can edit the number of Rows on a page from 10 - 50.
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- CSV | This View | All Pages - This exports all exportable data from all pages using the current Filtering and Column configuration
- CSV | This View | Current Page - This exports all exportable data from the current page using the current Filtering and Column configuration
Note: If you want to export Supplier Data that you have configured to show on the contract list view, then you must use one of the This View options.
Customising the Export File
Filter by Status
By default, Gatekeeper applies a Status filter of Pipeline & Live, so your export will only include Pipeline & Live Contracts.
If you also require Archived records to export, you can update the Status filter in the upper left area of the page. The options available for filtering are:
- Pipeline & Live Contracts
- Pipeline Contracts
- Live Contracts
- Archived Contracts
- All Contracts
Filter your data
If required, you can attach filters and configure your column views to export specific data sets.
For a deep dive into all of the filtering options in Gatekeeper, see this Knowledge Base Article.
Tip: If you are exporting your data to be reimported later, we recommend using the CSV | All Pages export option.
Configure Persistent Filters
If needed, apply Persistent Filters to prepare data before export. This narrows down the data set, including only the records you desire.
To get started:
1. Click on the "Configure Sticky Filter" icon in the top right.
2. Select any filtering options and be sure to click "Save"
Configure Columns
In addition, you've got the option to determine exported columns with "Configure Columns". This allows for a customised field output containing both Core and Custom Fields.
To get started:
1. Click the "Configure Columns" icon in the top right.
2. Select all the fields you'd like to include in your export and "Save".
Bulk Importing Contracts
If you have not exported, and need to download a blank template
1. From the contract list view, select Add > Bulk Import
2. Select Download Template to download a blank version of the template
3. Populate the blank template with data
4. Select Choose File and locate your import sheet
5. Once your file has been chosen, select Upload
6. Finally, select Upload Data to finalise the import
If you have exported data for updating:
1. Select Choose File and locate your import sheet
2. Once your file has been chosen, select Upload
3. Finally, select Upload Data to finalise the import
Note: For new records, you must leave the Gatekeeper ID column blank
The Bulk Import method is best utilised when you have multiple new contracts to be created and do not wish to use the UI to add them one-by-one.
Getting your Contract data into Gatekeeper efficiently and in bulk is simple. From the Contract List view, you select the Universal Add Button and then the Bulk Import option:
This will direct you to a section of Gatekeeper dedicated to managing your import. Here you can:
- View comprehensive import instructions dynamically tailored to your dataset
- Download a copy of your import template
- Download a copy of your existing data to update it and re-import
- Then, when ready, browse and select the file you wish to import
Furthermore, towards the end of the page, you can view the 'Field by field import rules:
Gatekeeper has some fundamental settings applied by default within all bulk import routines:
- Each contract is assigned a unique Gatekeeper ID, this allows for data to be exported, updated and merged back in, enabling the mass update of Contract data.
- The import routines, instructions and templates are all dynamically updated with any Custom Data you create within your contract data model
- Detailed error handling is provided as guidance for the process of correcting their date if and when required.
How do I Manage Import Errors?
Detailed error handling is available in Gatekeeper to walk users through the process of correcting their data if and when required.
If data errors are present, you will be presented with the below screen that will assist in guiding you through fixing the errors.
Please fix all of the errors in your spreadsheet before attempting to reimport.
If you would like further support on getting your Vendor Data into Gatekeeper, then please do not hesitate to reach out to your assigned Professional Services Consultant.
If a bulk import fails, Gatekeeper will not perform any of the metadata import!
Even if you have 1000 rows of data with only 1 error, that single error will block the whole import process
💡This is so you can correct errors from your import file & immediately re-import (without having to remove correct rows!)
Troubleshooting
Encoding Error
This error is created when the uploaded file isn't in a UTF-8 format. UTF-8 is the dominant character encoding format on the web.
- Open Google Drive.
- Create a new Google Sheets document.
- Import your CSV file.
- Click File > Download As > Comma-Separated Values to save the file to your computer.
- Open and alter the import template in Excel
- Save it as a CSV file
- Open the CSV file in Notepad
- Choose 'Save As', be sure to remove the .csv at the end of the filename, and choose UTF-8 as the encoding type
- Find the saved file and alter the .txt at the end of the filename to .csv
- Click OK on the warning about changing the file type
- Import the new file into GK.
For a deep dive into the Gatekeeper Core Data Model, please see our Knowledge Base Article here