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Bulk import contracts with an Excel file

How can you import your existing contracts and their data into Tomorro?

At Tomorro, we know that switching to a new contract management tool can raise several questions:

  • What should I do with my existing contracts?

  • Will I lose information?

  • Do I have to re-enter everything manually?

Good news: you don't have to start from scratch.

Tomorro allows you to import your contract history (PDF and associated data) in a structured way, to centralize and easily leverage your information.

Bulk import is available depending on your organization's plan (for any question, contact your account manager).

Would you rather have the Tomorro team handle the import of your contract history? Contact your account manager and discover our service catalog.

Before you start

If the contract type creation form is incomplete, the import is no longer blocked: the contracts are created, and you fill in the missing fields afterwards.

Before importing, make sure your workspace is ready:

This ensures your data is correctly associated during import.

Also think about defining your folder structure and its access rights (Manage folders and their access). Annex files (Word, PPT, images) can be added to contracts as attachments.

Migrating from another tool?

Retrieve your contracts as PDF files and an Excel file with the associated data. Make sure the Excel contains a column with each contract's PDF file name: it is the most reliable way to match each data row with the right document. Centralize your files first if needed (Drive, SharePoint) and convert to PDF any file in another format.

Which contract types should you import with?

Your real contract types (recommended): each contract benefits from the summary sheet, reminders, default participants and automatic filing of its type.

A generic type dedicated to the import: lets you start without waiting for all your types to be set up, but without filing by type. You can reassign the right type later: this automatically re-applies the new type's name, storage, participants, reminders and attached files (after confirmation). Only the summary sheet (default values) still needs to be completed manually. See Syncing an existing contract's automations.

Imported signed contracts are not deducted from your contract quota.

Choose your import type

  • In the left-hand menu, click Repository then All contracts, or open a filtered view

  • Click on ⋯ in the top right

  • Click on Import contracts


You then have a choice between two options:

You can also store signed contracts by email:

Import signed contracts with their data


You import:

  • PDF files

  • associated information (dates, status, renewal, notice period, etc.)

Use case: complete migration from a previous tool

Steps

  • Select Mass upload of signed files by csv

  • Drag the folder containing your PDFs into the import area (or click and select that folder). Individual files are not accepted: group them in a folder first. Only PDFs are taken into account, up to 250 MB each.

  • Download the automatically generated Excel template (Step 1)

Complete the Excel file

  • 1 row = 1 contract

  • do not modify the structure

If your data comes from another tool, it is mostly a matter of aligning your columns with the Tomorro file: copy-paste and simple Excel formulas, no retyping.

Tips for filling in the file

  • leave cells empty if the information is unknown (do not put "0")

  • check the formats:

    • text for names

    • date for dates

    • number for numerical values

PDF association

  • column A contains the names of imported PDF files

  • do not modify these names

  • do not delete the column

otherwise, PDFs will not be correctly linked to the data
​

⚠️ Do not move or rename files on your computer/drive after importing them.

Information to fill in

  • Contract name

The contract name automatically generated in the template will not be used.

The contract will only take the name entered in column C of the Excel file.

Columns marked with an asterisk are mandatory: Contract name, Counterparty, and File name if you import PDFs. The Contract type column must also be filled in, even without an asterisk.

  • File name: already filled in with the path of each of your PDFs. Do not edit this column, it is what links each row to the right document.

  • Folder (column B)

Two options:

  • empty → automatic organization according to the dynamic storage rules defined in the contract type

  • custom path, for example: (ex: Folder/Subfolder)

  • Counterparty (counterparty name)

  • Contract status: optional

    • If you leave the cell empty in a signed documents import, the contract is created with the Signed status.

    • Otherwise, pick a value from the dropdown list (DRAFT, NEGOTIATING, SIGNING, SIGNED, CANCELED).

  • Contract type (previously defined contract type)

    • from the dropdown list

    • For a signed documents import, this column must be filled in, even though its header has no asterisk.

  • Dates (start, end, signature)

    • in DD/MM/YYYY format

    • use date-formatted cells (not text): a badly formatted date blocks the import and is reported by line, including the signature date

  • Notice period (value and unit: days/months)

    • if there is no notice period, leave the cell empty.

  • Renewal (TACIT or NO) and renewal duration

    • from the dropdown list

    • Optional: leave empty if there is no renewal.

  • Smart fields

    • Respect the field type (date, selector, number, etc.)

    • For a multi-select list field: separate values with a semicolon (;), using the exact option labels

Finalize the import

  • Download the file in .xlsx format

  • Click on Import the completed file (Step 2)

  • Verify the data

  • Click on Continue and import

Contracts and their information are automatically created and organized in the Repository.

After the import, if a contract's name or storage location doesn't follow its type's rules, you can re-apply them without recreating the contract. See Syncing an existing contract's automations.

Import contract data only


You import:

  • contract data only

Use case: you don't have the PDFs yet or want to add them later

Steps

  • Select Mass creation of new contracts

  • Download the Excel template automatically generated (Step 1)

All contracts are created and organized in Tomorro.
​

Signed PDFs can be added later

Transfer documents by email

To store a signed contract by sending a PDF by email, without an Excel file, see Store a signed document by email.

Did you import PDFs without their data? Oro can extract the key information from the Incomplete contracts view: see Oro - Data analysis & extraction.

Frequently asked questions

I import the Excel file and nothing happens: why?

Tomorro checks each row of the file before the import and reports errors row by row (for example Missing contract name. or Unknown contract type.). Fix the reported rows in the file, then import it again.

For a signed documents import, these columns must be filled in: File name, Contract name, Counterparty and Contract type.

Keywords: template

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