Overview
Instead of creating contracts one by one, you can import existing contracts into ProcureDesk using a CSV or Excel file for contract metadata and a separate PDF or ZIP file for the signed documents. This is useful when migrating an existing contract library into ProcureDesk.
Prerequisites
Make sure your admin has granted you the Contracts: Create privilege. Without it, the "Import contracts" and "Upload documents" options won't be available under Contract → Repository in Standard mode.
Your admin can check or update this by navigating to General Settings → Configurations → Manage Privileges.
How to access
Go to Contract → Repository and click the "..." menu at the top right.
Steps
Step 1: Download the CSV template
1. Click the "..." menu at the top right and select Import contracts.
2. Click Download CSV template to get the correct format for your contract data.
3. Fill in your contract details in the template including contract name, supplier, dates, and value.
Step 2: Import contract metadata
1. Click the "..." menu and select Import contracts.
2. Drag and drop your completed CSV, XLS, or XLSX file into the upload area, or click Browse to select it.
3. Click Import.
Step 3: Upload signed documents
1. Click the "..." menu and select Upload documents.
2. Drag and drop your PDF or ZIP file into the upload area, or click Browse to select it.
3. Click Upload.
FAQ
Q: Where do I find the contract import option in ProcureDesk?
Go to Contract → Repository and click the "..." menu at the top right. You will see Import contracts and Upload documents as separate options.
Q: What file formats are supported for importing contract data?
Contract metadata can be imported using CSV, XLS, or XLSX files. A template is available to download directly from the Import contracts modal.
Q: What file formats are supported for uploading contract documents?
Signed contract documents can be uploaded as PDF or ZIP files.
Q: Is there a template I can use for the import?
Yes. Click Download CSV template at the bottom left of the Import contracts modal to get the correct format before preparing your data.
Q: Do I need to import metadata and upload documents separately?
Yes. Contract metadata and signed documents are uploaded through two separate steps. Use Import contracts for the data file and Upload documents for the PDFs.
Q: What statuses can imported contracts have?
Contracts in ProcureDesk can have the following statuses: Draft, Live, Pending approval, and Rejected.