Legacy Upload [edit]


= Legacy Upload&nbsp; =

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Organizations may have a large number of existing Agreements that are created outside of ICI platform. These are henceforth referred to as Legacy Agreements.&nbsp;Organizations may want to import these Agreements to ICI to leverage its vast capabilities and manage all Agreements within a single platform.

ICI legacy Migration tool helps in migrating these large volumes of legacy Contracts from the Customer system to ICI Application with accuracy and efficiency which helps in creating a central repository. This in turn helps in a shift from Paper base to digitalization.

The highlights of the ICI Legacy Migration Tool are:

*Uploading entities such as Agreements and their respective Teams, Notes, and Commitments in bulk. 
*Uploading Associations, Masterdata, User Information and Amendments in bulk. 
*Bulk Clause and Template creation, with the power of Attribute/metadata tagging. 
*Enhanced validations, including the ability to exclude the specified attributes from being validated. 
*Ability to view logs and report of success and failure statuses on legacy UI. 
*Record level email notification trigger capability as per customer requirement. 
*Reporting capabilities on the uploaded legacy records. 
*Email Notifications for batch initiation and completion. 
*Support of Peer Association & Linkage types, ensuring no manual work post legacy upload. 
*Enabling legacy upload of Agreements with Status as Expired, Terminated. 
*Support uploading of files from Sub folder from Task server and blob storage repository. 

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[['''Important Considerations''']]&nbsp;

*Only an Administrator can perform a Legacy Upload of the entities.&nbsp; 
*The absolute path where the Agreements and other entities documents are saved must be accessible by the task service of the ICI instance. This must be ensured while configuring the ICI instance.&nbsp; 
*The Data files created in Excel can only have .xlsx extension.&nbsp; 
*For Agreements, only .pdf files are supported. For Associations, several file formats such as .pdf, .docx, .doc, .xlsx, .jpeg, .png and .zip are supported.&nbsp; 
*Contract&nbsp;types for the Agreements and other entities that you are trying to upload must be present in Published state in ICI. 
*To upload any Associations, ensure that the relevant contract type has been added in the Associations tab in the parent contract type. 
*An attribute which will always have unique value must be present in ICI so that the relevant value can be used as a Primary Key to map other entities with that Agreement. If such an attribute does not already exist, you must create it. The unique value attribute can be a backend attribute which may not be visible on the UI. However, Agreement Code attribute, though unique, contains a system-generated value that is generated only after an Agreement has been created thus, cannot be used as a Primary Key for the contract type. 
*When adding batches for uploading, it is advisable not to schedule too many batches at close intervals and configure schedules to line-up batches to be uploaded at different times to optimize the processing speed. 
*Since this is only a provisioning tool, as such any sort of updates to uploaded records are not supported. 

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[['''Uploading entities using Legacy Upload''']]

You can use the utility to upload the following entities:&nbsp;

*Agreements&nbsp;with Team, Notes, and Commitment 
*Amendments with Team, Notes, and Commitment 
*Associated Documents (with or without workflow) 
*Masterdata (with or without workflow) 
*User Information (with or without Extended Attributes) 
*Clauses (with or without Extended Attributes) 
*Templates (with or without Extended Attributes) 

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The Legacy Upload tool follows a simple workflow to upload the aforementioned entities.

The workflow for Legacy Upload process at a glance:

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'''&nbsp;[[Creating a contract type]] entity for Legacy Upload'''

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To upload legacy records in ICI, there must be a relevant contract type configured in the ICI as per the specific entity type need of legacy records.

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If the contract type does not exist in ICI, you must create the contract type for the entity of legacy records. You must configure the details of legacy records as the attributes in ICI contract type.

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=== [['''Configuring contract type with or without approval workflow''']] ===

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You can upload entities such as Associations, Masterdata with or without Approval Workflow using Legacy Upload.

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You can automatically attach the Approval workflow to an entity while processing the Legacy Upload batch. All you have to do is enable the approval workflow in the contract type by setting the Enable Approval Workflow attribute value to Yes.

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For entities that have the Enable Approval Workflow attribute value set to No in their contract type, the approval workflow will not follow automatically. You can enable the workflow manually, whenever needed, by clicking the Resume WF icon.

When an Entity that has been uploaded without workflow is viewed in ICI, it will not have any buttons visible on the UI.

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To create a contract type:

#'''Click '''''Configuration'' > ''Create Contract Type'' on the ''Home'' page. The ''Create Contract Type'' page opens. 
#'''Select''' the ''Contract Type'' of the entity for which you want to upload legacy records. For example, ''AGREEMENT'' Contract Type. 
#'''Click''' ''Next''. The ''Details'' tab opens. 
#'''Enter''' the ''Contract Type Name'' and other required details. 
#'''Toggle''' the “''Enable Approval Workflow''&nbsp;“ to ''Yes'' if you want to enable the workflow for approval for this contract type with the creation. 

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#'''Click''' ''Next''. The ''Attributes'' tab opens. 
#'''Select''' and '''add''' the ''Attributes'' which are required for the legacy records you are uploading, to map them to the ICI Contract Type. 

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#'''Click''' ''Next'' and enter the details on the ''Associations'', ''Display'' ''Preference'' and ''Team'' tabs to complete the contract type creation following the standard ICI workflow. 

Refer the [https://ici-us-wiki01.icertis.com:15443/ICIHelp7.15/index.php?title=Contract_Type Creating Contract Type] for further details on how to configure contract types.

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'''Note:''' You do not need to create a contract type for amendments as the required contract type is already available when the parent agreement records were created.

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[['''Configuring contract type with mandatory Associations''']]

There may be cases where any associated documents are required before an Agreement can move to the&nbsp;Executed, Expired or Terminated&nbsp;state. In that case, you can defer the workflow for the Agreement while uploading, then upload the required Association with workflow attached, and then enable the workflow for the Agreement when needed.<br/> Whether an Association is mandatory or not can be seen in ICI in the following 2 ways:<br/> If&nbsp;Is Mandatory&nbsp;flag is set to&nbsp;Yes&nbsp;while adding an Association for a particular Agreement Contract Type, an Association is mandatory.&nbsp;

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If Prerequisite or Post requisite is selected in the Constraints drop-down list while creating an Associated Document Contract Type, an Association is mandatory.

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[['''Creating a batch for an entity''']]

Once the relevant contract type is present in the ICI, you can create a new batch to upload the legacy records in the ICI from the Legacy Upload page.

=== [[Creating a batch for agreements]] ===

#'''Click'''&nbsp;the&nbsp;''User Administration''&nbsp;tile on the ''Home'' page.&nbsp; The sub menu tiles dropdown opens. 
#'''Click'''&nbsp;the&nbsp;''Admin ''Task&nbsp;tile.&nbsp;The ''Admin'' ''Task'' page opens. 

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#'''Click''' the ''Legacy Upload'' option. The ''Legacy Upload'' page opens. 

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#'''Click''' the ''Create Batch'' icon. The ''Create Batch'' page’s ''Details'' tab opens. 

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#'''Identify''' the entity for legacy records and select the ''Legacy Upload'' ''Action'' accordingly from the dropdown. For example, select ''Create Agreement ''when you are creating a batch of agreements. 

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#'''Select''' the ''Contract Type Name''. The dropdown will show all agreement contract types configured in ICI. For example, ''ICMMSA''. 

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#'''Click''' ''Next''. The ''Attributes'' tab opens. The ''Available Attribute'' section shows all attributes from the selected agreement contract type in the left column. The mandatory attributes like ''Name'' is already populated in the ''Selected Attribute'' list 

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#'''Select''' the attributes for which you want to upload the legacy data in the current batch from the ''Available Attribute'' section and add to the ''Selected Attribute'' section using the action arrows. For example, select attributes ''Name,'' ''Contract Description'' and ''Effective'' ''Date''. 

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'''Note:''' ''Mandatory'' and ''Dependent'' attributes will be automatically included in the generated workbook.

#'''Click''' ''Generate Workbook''. The workbook template is generated in the MS Excel format and downloaded at the pre-set download location on your system. 

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[['''Creating a batch for Amendments''']]

The agreement contract type for uploading Amendments is already available in the ICI when the parent agreements were created or unloaded. You can create a set of agreements that you want to upload amendments to, using the Saved Search capability.

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To create an amendment batch:

#'''Click'''&nbsp;''User Administration''&nbsp;> ''Admin Task''&nbsp;on the ''Home'' page.&nbsp;The ''Admin Task'' page opens. 
#'''Click''' the ''Legacy Upload'' option. The ''Legacy Upload'' page opens. 
#'''Click''' the ''Create Batch'' icon. The ''Create Batch'' page’s ''Details'' tab opens. 
#'''Select''' the ''Legacy Upload Action'' from the dropdown. For example, ''Create Amendment''. The fields to select Saved Search and Contract Type name are displayed. 
#'''Select''' a ''Saved Search''. For example, ''All Executed Agreements''. 

You must create a saved search beforehand to group the agreement records to which you want to add the amendments through Legacy Upload. For example, here, configure the Saved Search for all Executed Agreements. The system would ignore all statuses other than Executed.

#'''Select''' the ''Contract Type Name''. The dropdown will show all agreement contract types from the selected Saved Search. For example, select ''ICMMSA''. 

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#'''Click''' ''Next'' and complete the batch creation for Amendments following the same process as for the creation of the agreement batch. 

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=== [[Creating a batch for Associations]] ===

Before you proceed to upload Associations using the Legacy Upload, ensure that the parent Agreements are already uploaded. Also ensure that the&nbsp;Associated Document Contract Type has been added in the Associations tab in the parent Agreement Contract Type.

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You can upload Associations with or without Approval Workflow using Legacy Upload in the ICI.

Associations can be mapped with their parent agreements using a Saved Search capability. A set of agreements can be created for which you want to upload peer associations by configuring a Saved Search beforehand. The auto-generated workbook will contain the agreements details from the selected saved search as the parent agreements. These details would help users to find the records in the ICI and map them with the Association agreement code in the workbook.

To create an Association batch:

#'''Click'''&nbsp;''User Administration''&nbsp;> ''Admin Task''&nbsp;on the ''Home'' page.&nbsp;The ''Admin Task'' page opens. 
#'''Click''' the ''Legacy Upload'' option. The ''Legacy Upload'' page opens. 
#'''Click''' the ''Create Batch'' icon. The ''Create Batch'' page’s ''Details'' tab opens. 
#'''Select''' the ''Legacy Upload Action'' from the dropdown. For example, ''Create Association''. The fields to select a Saved Search and parent Contract Type are displayed. 
#'''Select''' a ''Saved Search'' to pick a set of parent agreements. For example, ''All MSA Draft Status''. 
#'''Select''' the ''Contract Type Name'' for which you want to upload the legacy associations. This dropdown field displays the contract types from the selected Saved Search. For example, select ''ICMMasterServicesAgreement''. 

The ''Association'' field is displayed to select the associated document contract type for the legacy associations you are uploading in this batch.

This dropdown field displays all Associated Document Contract Types configured under the ''Association'' tab for the Contract Type that you have selected in the ''Contract Type Name'' field.

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#'''Select''' the ''Association'' contract type. For example, ''ICMStatementOfWork''. 

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#'''Click''' ''Next'' and complete the batch creation for Association following the same process as for creation of agreement batch. 

The auto generated workbook will contain the pre-filled details for the selected agreement contract type from the selected saved search as parent agreements.

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==== Creating a batch for Peer Associations ====

You can upload associated documents as peer associations to agreements using Legacy Upload.

#'''Follow''' the same process explained in the section above for creating a batch for Associations till the selection of Associated Document Contract Type on the ''Details'' tab of the ''Create Batch'' page. 
#'''Select''' the ''Association'' contract type. For example, ''ICMMutualNDA''. 

When you select the peer Associated Document Contract Type in the ''Association'' field, the ''Association'' field will reflect this relationship for the selected parent Contract Type and Associated Document Contract Type combination.

'''Note: '''When the Self-Linkage is enabled for the selected parent contract type, you can select the same contract type to link as peer association in the Association field.

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#'''Click''' ''Generate Workbook''. The workbook is auto generated with the pre-filled details of parent records for the selected contract type from the selected saved search in the “Parent Agreement Name | Agreement Code | SysId” format. 

The workbook for peer associations also contains the Linkage Type column with the values as Parent, Child, and Peer. When there is the Linkage Type Masterdata configured in the ICI, the Linkage Type column will reflect the values from that masterdata.

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==== Creating a batch for Peer Associations with Create wizard flow. ====

You can create associated documents as peer associations to agreements using Legacy Upload.

#'''Follow''' the same process explained in the section above for creating a batch for Associations till the selection of Associated Document Contract Type on the ''Details'' tab of the ''Create Batch'' page. 
#'''Select''' the ''Association'' contract type. For example, ''ICMMasterServicesAgreement''. 

When you select the peer Associated Document Contract Type in the Association field, the ''Association'' field will reflect this relationship for the selected parent Contract Type and Associated Document Contract Type combination.

'''Note: '''When the Self-Linkage is enabled for the selected parent contract type, you can select the same contract type to link as peer association in the Association field.

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#'''Click''' ''Generate Workbook''. The workbook is auto generated with the pre-filled details of parent records for the selected contract type from the selected saved search in the “Parent Agreement Name | Agreement Code | SysId” format, along with the Peer Association attributes as system would create Peer association like agreement creation and it would get linked to the Parent Agreement. 

The workbook for peer associations also contains the Linkage Type column with the values as Parent, Child, and Peer. When there is the Linkage Type Masterdata configured in the ICI, the Linkage Type column will reflect the values from that masterdata.

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=== Creating a batch for Masterdata ===

You can upload Masterdata with or without Approval Workflow using Legacy Upload.

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To create batch for masterdata:

#'''Click'''&nbsp;''User Administration''&nbsp;> ''Admin Task''&nbsp;on the ''Home'' page.&nbsp;The ''Admin Task'' page opens. 
#'''Click''' the ''Legacy Upload'' option. The ''Legacy Upload'' page opens. 
#'''Click''' the ''Create Batch'' icon. The ''Create Batch'' page’s ''Details'' tab opens. 
#'''Select''' the ''Legacy Upload Action'' from the dropdown. For example, ''Create Masterdata''. The fields to select Saved Search and Contract Type name are displayed. 
#'''Select''' the masterdata in the ''Contract Type Name'' field. The dropdown will show all masterdata contract types configured in ICI. For example, select ''ICMSupplierMasterdata''. 

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#'''Click''' ''Next'' and complete the batch creation for Masterdata following the same process as for creation of agreement batch. 

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=== [[Creating a batch for User information]] ===

You can provision the users in ICI using the Legacy Upload utility. User information is uploaded independently as it is not related to any other entities.

To create a User Provisioning batch:

#'''Click'''&nbsp;''User Administration''&nbsp;> ''Admin Task''&nbsp;on the ''Home'' page.&nbsp;The ''Admin Task'' page opens. 
#'''Click''' the ''Legacy Upload'' option. The ''Legacy Upload'' page opens. 
#'''Click''' the ''Create Batch'' icon. The ''Create Batch'' page’s ''Details'' tab opens. 
#'''Select''' the ''Legacy Upload Action'' from the dropdown. For example, ''User Provisioning''. 

When the ''Extended User Entity'' masterdata is configured in the system, the ''Next'' button is displayed to select the attributes from the extended masterdata, else the ''Generate Workbook'' button is displayed.

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#'''Click''' ''Next''. The ''Attributes'' tab opens. 

The ''Available Attribute'' section displays all attributes from the ''Extended User Entity'' masterdata contract type.

#'''Select''' the attributes for which you want to upload the legacy data in the current batch from the ''Available Attribute'' section and add to the ''Selected Attribute'' section using the action arrows. 
#'''Click''' ''Generate Workbook''. The workbook template is generated in the MS Excel format and downloaded at the pre-set download location on your system. 

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=== [[Creating a batch for Clauses]] ===

You can import bulk clauses into ICI with the help of Legacy Upload Tool. User can migrate their existing clause repository from their previous system with lot of easy, along with it the tool also supports attributes tagging capability. An XML specification document is also released which can be used for creating tags in the input document files of Clauses.

To create Clauses batch:

#'''Click'''&nbsp;''User Administration''&nbsp;> ''Admin Task''&nbsp;on the ''Home'' page.&nbsp;The ''Admin Task'' page opens. 
#'''Click''' the ''Legacy Upload'' option. The ''Legacy Upload'' page opens. 
#'''Click''' the ''Create Batch'' icon. The ''Create Batch'' page’s ''Details'' tab opens. 
#'''Select''' the ''Legacy Upload Action'' from the dropdown. For example, ''Clauses''. 

When the ''Extended Clause Entity'' masterdata is configured in the system, the ''Next'' button is displayed to select the Clause Additional Attributes from the extended masterdata, else the ''Generate Workbook'' button is displayed.

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#'''Click''' ''Next''. The ''Attributes'' tab opens. 

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The ''Available Attribute'' section displays all attributes from the ''Extended Clause Entity''.

#'''Select''' the attributes for which you want to upload the legacy data in the current batch from the ''Available Attribute'' section and add to the ''Selected Attribute'' section using the action arrows. 
#'''Click''' ''Generate Workbook''. The workbook template is generated in the MS Excel format and downloaded at the pre-set download location on your system. 

=== [[Creating a batch for Template]] ===

You can import bulk Templates into ICI with the help of Legacy Upload Tool. User upload relevant templates with capability of Attribute tagging in it. This helps in reducing the implementation duration and achieve faster efficiency. Along with the tool, an XML specification document is also released which can be used for creating tags in the input document files of templates.

To create Templates batch:

#'''Click'''&nbsp;''User Administration''&nbsp;> ''Admin Task ''on the ''Home'' page.&nbsp;The ''Admin Task'' page opens. 
#'''Click''' the ''Legacy Upload'' option. The ''Legacy Upload'' page opens. 
#'''Click''' the ''Create Batch'' icon. The ''Create Batch'' page’s ''Details'' tab opens. 
#'''Select''' the ''Legacy Upload Action'' from the dropdown. For example, ''Template''. 

When the ''Extended Template Entity'' masterdata and template variables are configured in the system, the ''Next'' button is displayed to select the ''Template Additional'' A''ttributes'' from the extended masterdata, else the ''Generate Workbook'' button is displayed.

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#'''Click''' ''Next''. The ''Attributes'' tab opens. 

The ''Available Attribute'' section displays all attributes from the ''Extended Template Entity''.

#'''Select''' the attributes for which you want to upload the legacy data in the current batch from the ''Available Attribute'' section and add to the ''Selected Attribute'' section using the action arrows. 
#'''Click''' ''Generate Workbook''. The workbook template is generated in the MS Excel format and downloaded at the pre-set download location on your system. 

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= [[1.Accessing Legacy Upload Page]] =

The Legacy Upload page displays the details of uploaded batches in a table format. The batch details include Actions, Status, Error details, Batch Passed count, Failed count and so on. User can filter and search legacy upload batch with column filter capability.

You can view the status of the batch by clicking the&nbsp;Refresh&nbsp;button in the top right hand corner to refresh the status of the batch.&nbsp;If you encounter any error while processing the batch, it is highlighted in red color and displayed under the&nbsp;Failed Count&nbsp;column.&nbsp;After the batch is uploaded,&nbsp;click&nbsp;the&nbsp;batch Name&nbsp;to view the history of the processes performed on a particular batch.

To access the Legacy Upload page:

#'''Click'''&nbsp;the&nbsp;''User Administration''&nbsp;tile on the ''Home'' page.&nbsp; The sub menu tiles dropdown opens. 
#'''Click'''&nbsp;the&nbsp;''Admin Task''&nbsp;tile.&nbsp;The ''Admin Task'' page opens. 

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#'''Click''' the ''Legacy Upload'' option. 

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The ''Legacy Upload'' page opens.

The page displays the complete statistics for all created and uploaded batches. The page also displays the options to ''Create Batch'' and ''Upload Batch''.

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Some of the columns on the Legacy Upload page are explained below:

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= [[1.Preparing the workbook with legacy records data]] =

Once the workbook is generated through the Create Batch process, you need to fill the legacy records data in the respective worksheets to prepare the workbook for uploading the batch.

== [[1.1.Accessing the Workbook]] ==

#'''Click''' the arrow beside the file in the Download bar to display available actions. 
#'''Click''' ''Open''. The pre-configured workbook for the selected contract type opens. 

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Alternatively, you can browse and open the downloaded Workbook from the pre-set download location on your system.

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#'''Click''' ''Enable Editing'' to allow entering of data in the workbook. 

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#'''Enter''' the legacy data in the appropriate worksheets. 
#'''Save''' and close the workbook. 

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== [[1.2.Specifications of a workbook]] ==

*The Workbook is generated based on the selected contract type. 
*The name of the workbook is constructed as the ICI name of the selected Contract Type Name amended with the date timestamp. 
*The mapping sheet is configured automatically and is part of the workbook. 
*The metadata of the workbook is also auto populated in the Information sheet to avoid any manual efforts. 
*The column order in workbook sheet is maintained same as the sequence of attributes on the UI to maintain the consistency. 
*Mandatory fields are highlighted in red. 
*The lookup fields are provided that display the values from reference entities to avoid wrong data entry errors. 
*All related worksheets for an entity, such as Team members, Notes, and Commitments, are available in a single workbook. 
*The attributes necessary for processing are provided as lookup attributes to avoid errors due to manually entering values. 

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*The peer association worksheet also contains the Linkage Type column with the values as Parent, Child and Peer. When there is the Linkage Type Masterdata configured in the ICI, the Linkage Type column will reflect the values from that masterdata. 

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== [[1.1.Preparing the Mapping Sheet]] ==

The mapping sheet is a part of the generated workbook. You need to provide below mentioned details required to process the Legacy Upload batch.

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Apart from these Batch processing details, you also need to provide the entity details.

'''Note: '''Ensure that you enter attribute’s ICI name, spelled exactly as they are present in ICI, in the Mapping sheet and do not mention attribute’s display name. The ICI names are case-sensitive.

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The snapshot of the sample mapping sheet for Agreement is:

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'''Related Topics: '''[[Agreement_Management|Agreement Management]] |&nbsp;[[Managing_Organization|Managing Organization]] | [[Managing_Users|Managing Users]] | [[Managing_User_Groups|Managing User Groups]] | [[Managing_Security_Groups|Managing Security Groups]] | [[Application_Settings|Application Settings]] | [[Notification_Settings|Notification Settings]] | [[Currencies|Currencies]] | [[Reasons|Reasons]] | [[Deleting_an_Agreement|Deleting an Agreement]] | [[Search_Sync|Search Sync]]&nbsp;|