In this step, Procurement (or other function responsible for contracts) will use the workspace with a prepared template Excel file to import contracts or share the export from their contract management system to be imported.

Pre-requisite: Workspace status

A pre-requisite for this use case is to have an inventory of SaaS services already in LeanIX SMP, a step which is usually achieved by running a Service Discovery as part of the SMP onboarding. You can find a detailed documentation on how to do service discovery in this article. In this step, SMP automatically identifies service names with (potentially) user accounts and invoice details. Based on this process you should have your services populated with cost and user activity. Now it’s you turn to add relevant contract in place to it to complete the picture!

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Important

This steps can only be completed after service discovery has been done since the Excel template will only allow adding contracts to identified services.

Steps to import contract managemet data

You can easily download the template from the workspace, which you can use to fill in the contract details and then import it back into the platform.
To download the Excel template, click on Add Contracts in the Contracts tab. Choose Import contracts via .xlsx. Then download the template by clicking on the Download .xlsx template.

Steps:

1. Click on Contracts
2. Click the Add contracts button on the top right corner
3. Choose the Import contracts via .xlsx
4. Click on the Download .xlsx template
5. You will download the Excel template

Fill in the contract details in the downloaded template to be uploaded back into the workspace.

Follow similar steps described before to import the completed template file into the workspace.

Steps:

1. Click on Contracts
2. Click the Add contracts button on the top right corner
3. Choose the Import contracts via .xlsx
4. Click on the BROWSE option to upload the Excel file
5. Choose the Excel file that you have already completed
6. Click Open
7. Then click Next

This approach for bringing contracts into SMP is highly effective for uploading a large number of contracts simultaneously. The goal is to upload the information into SMP only once and then continue to manage all SaaS contract details within the system from that point onward.

You can also add contracts manually to do so, from the Contracts page,

1. Click the Add contracts button on the top right corner
2. Choose the Add contract via SMP
3. Fill in all the contract information, such as Contract Type, Time Frame, Contract Value, Renewal Date, Renewal type, etc., then click Save

Once the data is uploaded in SMP, you can check the results in the Contracts section under the Contracts timeline and Contracts list. You can find detailed information on the Contracts timeline and Contracts list here.

Step-by-step guide