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Bulk Import and Export Contract Data

This article covers the import and export options available that allow you to add and update contract data at scale.

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Rather than adding or updating contract records one by one, bulk import allows you to manage this data at scale using a spreadsheet. Once your file has been uploaded, you can review and edit the data directly within the import screen, correcting errors, updating values, and removing rows without having to amend your file and restart the process. Watch the video below for a demonstration: 


When updating existing contracts, it's recommended to export your data first. This ensures each row includes the vendor's Gatekeeper ID, which is required to match records correctly rather than create duplicates. 

Note: Although it's recommended to bulk import using the provided template or a Gatekeeper export, this is not mandatory. Gatekeeper will automatically suggest matches for your column headers on import, so any file with mappable headers can be used.

Create New Contract Records in Bulk

To add contracts via bulk import: 

  1. From the navigation menu, expand the Vault, then click Contracts.
  2. Click Add, then select Bulk Import.
  3. Click Excel template or CSV template to download a blank version of the import template.
    bulk import risk (download template)
  4. Populate the file with the relevant data, ensuring all mandatory fields are completed. Refer to the Field Mapping Guide tab for detailed instructions and guidance specific to your tenant configuration.
  5. Return to Gatekeeper and drag and drop the file into the upload area, or click Select file to locate it on your device.
    Select file

  6. If you have uploaded a file with multiple sheets, select the checkbox for the relevant sheet, then click Continue. Files with only one sheet will skip this step automatically.
    contract sheet selection

  7. Confirm the row in your spreadsheet that contains the column headers by selecting it, then click Continue.
    contract header row selection
  8. Gatekeeper will automatically suggest matches for your spreadsheet columns and values to the corresponding fields and values in your tenant. Review the suggested matches and update any using the dropdown lists as required.
    header mapping contracts-3
  9. Click the cross icon for any data you do not wish to import, then once finished, click Confirm.
    header removal contracts
  10. Review the data before importing. Any errors will be highlighted. To amend the data:
    • Click Find Error to navigate to the affected cell, or use the toggle to view only rows with errors.
    • Hover over a highlighted cell to view an error message.
    • Correct errors in-line, or use Find and Replace to correct multiple errors at once.
    • To remove a row from the import, select the row and click Delete.
  11. Once all errors have been resolved and the data is ready, click Complete import.
    complete import contracts
  12. Click Import rows to finalise the import.

Bulk Update Existing Contract Data

To edit existing contract records via bulk import, it's recommended to first export the current data from Gatekeeper. This ensures each row includes the Gatekeeper ID, which is required to update existing records rather than create new ones.

Note:

  • When exporting data for reimport, the CSV | All Pages or CSV | Current Page options include all fields that can be updated via bulk import, whereas the This View options are based on your current list view configuration, and may include non-editable fields such as Created On.

  • You only need to include the fields you are updating in your reimport file, but the Gatekeeper ID column must always be present.

Exporting your contract data makes it easier to update existing records during a bulk import.  To export your contract data:

  1. From the navigation menu, expand the Vault, then click Contracts.
  2. Click Export, then select the relevant option.
    1. CSV | All Pages: All exportable data from the entire contract list, regardless of the page you are viewing.
    2. CSV | Current Page: All exportable data from contracts within the current page that you are viewing.
    3. CSV | This View | All Data: The entire contract list, with any filters and additional columns applied.
    4. CSV | This View | Current Page: Only contracts within the current page, with any filters and additional columns applied.
  3. Amend the relevant rows in the exported file. Do not edit the Gatekeeper ID column, as this is used to match each row to its existing record.
  4. Return to the Contracts list in Gatekeeper.
  5. Click Add, then select Bulk Import.
  6. Drag and drop the file into the upload area, or click Select file to locate it on your device.
    Select file
  7. If you have uploaded a file with multiple sheets, select the checkbox for the relevant sheet, then click Continue. Files with only one sheet will skip this step automatically.
    contract sheet selection
  8. Confirm the row in your spreadsheet that contains the column headers by selecting it, then click Continue.
    contract header row selection
  9. Gatekeeper will automatically suggest matches for your spreadsheet columns and values to the corresponding fields and values in your tenant. Review the suggested matches and update any using the dropdown lists as required.
    header mapping contracts-3
  10. Click the cross icon for any data you do not wish to import, then once finished, click Confirm.
    header removal contracts
  11. Review the data before importing. Any errors will be highlighted. To amend the data:
    • Click Find Error to navigate to the affected cell, or use the toggle to view only rows with errors.
    • Hover over a highlighted cell to view an error message.
    • Correct errors in-line, or use Find and Replace to correct multiple errors at once.
    • To remove a row from the import, select the row and click Delete.
  12. Once all errors have been resolved and the data is ready, click Complete import.
    complete import contracts
  13. Click Import rows to finalise the import.

FAQs

What file types are accepted for bulk import?

Gatekeeper accepts .xlsx and .csv files. .xls files are not supported; if your file is in the older Excel format, save it as .xlsx before importing.

Is there a limit to how many rows I can include in an import file?

Gatekeeper supports a maximum of 5,000 rows per import file. Files with more than 100 rows or 100 columns will run as a background job rather than processing immediately. Note that the larger the file, the longer this may take.

How can I fix an encoding error?

This error generally occurs when the uploaded file isn't in a UTF-8 format.

If you have access to Google Sheets
  1. Create a new Google Sheets document.
  2. Import your CSV file.
  3. Click File, then select Download As, and Comma-Separated Values to save the file to your device.

This downloads the file in UTF-8 encoding.

If you have access to Excel
  1. Open and alter the import template in Excel.
  2. Save it as a CSV file.
  3. Open the CSV file in Notepad.
  4. Click Save As, then remove the .csv at the end of the filename, and select UTF-8 as the encoding type.
  5. Find the saved file and alter the .txt at the end of the filename to .csv.
  6. Click OK on the warning about changing the file type.
  7. Import the new file into Gatekeeper.
What happens if I import a file without the Gatekeeper ID column when updating existing records?

Gatekeeper will treat each row as a new contract record rather than an update to an existing one. This can result in duplicate records. Always include the Gatekeeper ID column when updating existing data.

Can I import custom data fields, or is bulk import limited to standard contract fields?

Bulk import supports both standard and custom data fields. The Field Mapping Guide tab in Gatekeeper is dynamic, so it reflects your tenant's current configuration. For example, if you've added a new custom dropdown field, it will appear in the table along with its valid dropdown options.

Can I undo a bulk import after it's been completed?

No. Once a bulk import has been finalised, the changes cannot be rolled back automatically. It's recommended to export your data before making bulk updates so you have a backup to refer to if needed.