Ingest Contracts

Uploading app contracts

Upload contract data for visibility into license levels and contract spend. Contract data makes it possible to get recommendations for rightsizing and renewing licenses and creating automatic workflows to actively reclaim unused licenses.

In this article we’ll cover how to ingest contracts with Productiv:

• Why ingest contracts?
• What is a contract?
• What contract details are captured?
• Who can see contract details?
• What’s the process for ingesting contracts?
• How do you upload contracts?
• How long does it take?
• How are exceptions handled?
• How to track the status?

Why ingest contracts?

Contracts are one of five different Platform Connectors that provide contextual application details. Contract data provides details about spend, terms and licenses for a specific application instance.

These contract details make possible many unique Productiv capabilities, such as:

• Being a central place for cross-functional teams to see the contract data plus value-added comprehensive insights
• Review license costs by tier, by team, and across the organization
• Compare license costs with pricing benchmarks
• Drive alerts about often-tricky contract auto-renewals
• Enable cross-functional SaaS contract renewal management
• Help your IT team cost-effectively manage licenses by downgrading to another license tier or deprovisioning altogether based on use

What is a contract?

Contracts are typically signed Order Forms that have a subscription start and end date, pricing, and license information. Any key clauses such as auto-renewal, true-ups or termination clauses should also be represented in this document.

Contracts can be in any document format, and is typically a PDF or DOCX file.

If an Order Form does not exist, we might also accept MSAs or Quotes if the spend and effective dates are included. Please do not upload invoices and receipts.

What contract details are captured?

Productiv derives the contract data from specific contract line items. Productiv can support any combination of license units, license pricing, and license payment, for those line items classified as SaaS or services. Plus, Productiv captures that contract metadata in the form of terms, auto-renewal, and termination clauses that provide valuable context for the license information.

Who can see contract details?

Viewing contract details in Productiv is dependent on the user permissions granted.

• A Limited User can view the part of contract information related to the number of licenses purchased, but not the cost per license for apps. Since PII is not available to the Limited User, they cannot access lists of users (i.e., a list of engaged users vs. list of inactive users.)
• A Basic User can see application engagement, teams, spend and contract information, as well as lists of specific users for a specific application, or set of applications.
• An Application Admin user can see everything a Basic User can see, and also upload spend and contract information for a specific application, or set of applications.

What’s the process for ingesting contracts?

1. The contract ingestion process starts with you uploading a contract and receiving a corresponding email notification
2. Technology + humans reviewing each document for key details such as App Name, Contract IDs, Start and End date, auto renewal specifics, as well as, license and pricing information, so that in
3. You receive an email alerting you that the contract has been ingested and can now see the data live in Productiv, along with the relevant insights, renewal details, recommendations, etc.

How do you upload contracts?

You can upload documents to Productiv in two ways:

For bulk or individual contract uploads:

1. Select Settings from the bottom of the left-hand navbar
2. Click on Contracts
3. Select “upload contract documents”
   
   

For individual contract uploads:

1. Navigate to the specific App by searching for it in the top of the left-hand navbar (i.e. Zoom)
2. Click on the Contracts tab
   
   
3. Locate the Upload contract documents button at the bottom of the page
   
   
   
   NOTE: PDFs are strongly recommended for faster and more accurate ingestion.

How long does it take?

From the time you upload your individual contracts, it will take us 3 business days to ingest your data into Productiv. For bulk uploads of more than 100 contracts in a single day, it will take about 5-7 business days, depending on the size of the bulk upload.

How are exceptions handled?

If we have any issues or need additional information, Productiv will send you an email with the requested data needed to ingest a contract. It’s worth noting that if we do not hear anything back from you in 7 days of that request, we will go ahead and mark it as Not a contract and close the ticket

How to track the status?

You can view the contract processing status at any time in Productiv.

1. Navigate to the Settings area from the bottom of the left navbar
2. Select Contracts from Manage Data
   
   
3. From Contracts Data, click on the down arrow to the right of Files to view the uploaded contracts and their respective statuses:
   
   

• Processing: Productiv is reviewing the contracts
• Processed: We have ingested the contract
• More information required: The contract provided is missing key information (e.g., end date, pricing)
• Not a contract: The contract provided is either not
  • SaaS-related
    and/or
  • A relevant contract
• Expired contract: The contract has expired