Contents 🚀
Introduction 👋
You can bulk-upload PDFs and accompanying meta-data into Juro. It takes five simple steps to bring these documents into your Juro repository.
When to use the bulk-upload feature 🧐
Documents in your Juro repository have associated metadata. For Juro-created contracts, this includes information captured in smartfields and the document's timeline.
Most of our new customers have a cache of documents created and processed before they came to Juro that contain important data. Users can upload these legacy documents into Juro so that they're securely stored and accessible to the relevant teams
Individual PDF uploads with no existing metadata can be uploaded on the contracts homepage. When you upload a document to Juro against a template, the body is replaced with the uploaded document while maintaining the template's data structure.
e.g. if you select a template with smartfields X, Y, and Z, your uploaded document will have these as well, making it easy to capture information from your uploaded contract.
With these individual uploads, users must populate the smartfields on a document-by-document basis; these don't populate automatically and it isn't possible to bulk update smartfields later on.
If you already have a spreadsheet containing important document metadata, the below steps outline how to upload your PDF files and auto-populate smartfields with your spreadsheet data.
Step 1️⃣ : Create a template with the necessary smartfields 🏗️
To do this:
Add and name the smartfields you need to the template and leave them empty.
For example, if your spreadsheet looks like this (see below) you'd need the following smartfields: "Contract Number", "Client Name", "Contract Value (USD)", "Start Date", "End Date", "Contract Type".
Give thought to the type of data being tracked in each column of your spreadsheet. If you have a column like "End Date" you might want the smartfield in your template to be a calendar field so that reminders can be easily set up for these dates.
If you set a reminder in a calendar field on the template, that reminder will apply for all the documents you upload. Alternatively you can set up reminders on each document one-by-one after the upload is complete.
You'll only need to set up the smartfield section of the template. Anything in the body of the template will be overwritten by the PDFs. You probably won't need any document members as these documents will be uploaded signature.
If you've been using Juro for sometime, you might decide to duplicate one of your existing templates so that the smartfields are named consistently between your legacy and new documents. When you do this, you should delete any document members on the duplicate and add any fields that exist on your spreadsheet but not on your existing document template.
Publish your template.
Step 2️⃣ : Start the upload ⬆️
Go to Settings
Select Mass actions
Under the Upload your files heading, click Browse to add files.
Select the files you need from your computer and upload them to Juro.
Select the template you created earlier:
Download the Juro CSV sample by clicking on the sample link in the first step of the image below:
Step 3️⃣ : Fill in Juro's sample CSV 📄
In Juro’s sample CSV template, each column corresponds to the smartfields defined in the template. Each row you add represents a document that will be uploaded and each cell is the data that will be inputted into the smartfields. To get started:
Populate the cells you need, leaving empty the ones that you don’t, then;
Save the file and upload it into Juro by clicking Upload CSV (see the image above):
In addition, the bulk upload CSV sample has the following mandatory columns:
File name - this must contain the full file name of the uploaded document, including the ‘.pdf’ extension
Document name - this is the name you’d like the document to have in Juro. It can be a duplicate of the file name if needed
Status - this is case sensitive to “Fully signed” or “Uploaded”
Document owner - this should be the email address of the person who will own this document in Juro. If left blank, you will be assigned the document owner
Signing side #2 - this labels the counterparty in Juro
The signatory, approver and recipient email columns can be left blank as these are for documents we are still looking to execute. Any of the above fields can also be left blank.
Fields set as calendar fields within the template must have a YYYY-MM-DD format in the CSV cells (e.g. start date, termination date) to allow for the setting up of reminders. The content/inputs for other cells will depend on the field type set in the Juro template.
Step 4️⃣ : Check the import for any errors ⚠️
You can double-check the import results on the preview screen to make sure the data you need has been imported correctly. If something has gone wrong, you can amend the CSV and use the re-import CSV button to upload the corrected data.
Please note that if you have specified signatories in the CSV template for a document with Fully signed status, Juro will automatically delete them before creating documents (on the confirmation screen, such documents are marked with a yellow question mark icon and listed in a separate Notices tab)
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Additionally, if the bulk upload fails due to errors in the CSV, Juro will display an error page with the list of all errors. In order to see this list, you can hover your mouse cursor over the grey question mark icon on the right hand side of "Error with CSV file".
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Step 5️⃣ : Confirm the bulk-creation by clicking the Create X documents button ✅
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The import will be stored in the Mass actions section. Clicking the Show documents link lets you see the list of all imported documents in a specially prepared dashboard.
Special Characters 🔣
If your CSV upload contains special characters (e.g. !, @, #), you must save it as a UTF-8 file. To do this:
Click Save as
From the file format dropdown, select CSV UTF-8 (Comma-delimited)(.csv)
Select Save.
And that's everything! This process is the same across teams, so whenever you need to bulk-create documents in Juro just repeat the above steps in the relevant team.
You can learn more about troubleshooting your CSV import in our dedicated article
on that topic.
💁♀️ As always, our Support Team is happy to help you with anything further if needed. Start a chat with us right here by clicking the Intercom button in the bottom-right-hand corner of this page.
Alternatively, you can email your query to support@juro.com 🚀
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