Managing Bundled Contracts

Managing bundled contracts—whether it’s a single publisher like Salesforce (including Slack and Tableau) or a reseller like CDW—requires a bit of strategic preparation to ensure your AI ingestion is "clean."

If you upload a single PDF containing five different apps, the AI may struggle to split the costs and terms accurately. Here is how to handle these multi-app documents to ensure each application has its own dedicated record in Productiv.

How to Ingest Multi-App & Reseller Contracts

When a single document covers multiple software products, the best practice is to segment the file so the AI can map specific terms to the specific application.

1. Prepare Your Files

Before uploading, you need to create a dedicated file for each application featured in the contract.

• Duplicate the PDF: Create a copy of the original contract for every app you intend to track.
• Rename for Clarity: Rename each file based on the specific app it represents. This helps the AI's initial mapping logic.
  • Example: contract-salesforce.pdf  , contract-slack.pdf  , contract-tableau.pdf  .

2. Upload to Productiv

Once your files are named correctly, bring them into the platform:

• Manual Upload: Use the "Upload" button within the Contracts module.
• Shared Folder: Simply drop the renamed files into your integrated shared folder (e.g., Box, Dropbox, Google Drive).

3. Review and Map Applications

After the AI processes the documents, you will need to verify the metadata during the Review Step.

• Verify Mapping: Ensure contract-slack.pdf   is actually being mapped to the Slack application profile.
• Manual Corrections: If the AI defaulted to the parent publisher (e.g., mapping everything to "Salesforce"), manually update the application field to match your filename.

4. Clean Up Line Items

This is the most critical step for data accuracy. Since each file still contains the "full" contract text, the AI will likely extract all line items for every app.

• Filter the View: Open the line items for the specific app you are reviewing.
• Delete Irrelevant Items: Delete any line items or SKUs that are NOT associated with the primary application for that specific record.
  • Example: In the contract-slack.pdf   record, delete the line items for Tableau and Salesforce.
• Result: This ensures that the spend and license counts for Slack are not "double-counted" or inflated by the other apps in the bundle.

5. Save and Confirm

Once the line items only reflect the specific app, click Save. Your contract is now accurately associated with the proper app, providing you with clean data for renewals and spend analysis.