Data copied to Contract Management Pro for Legal Service Delivery during migration from Legal Simple Contracts

  • Release version: Xanadu
  • Updated August 1, 2024
  • 4 minutes to read
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    Summary of Data Migration from Legal Simple Contracts to Contract Management Pro for Legal Service Delivery

    This guide describes the migration process of contract data from Legal Simple Contracts to Contract Management Pro for Legal Service Delivery using a migration utility. The utility copies key contract-related tables and data while ensuring compatibility with the new system's structure and terminology. This enables ServiceNow customers to transition their legal contract management data smoothly without losing critical information.

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    Tables and Data Migrated

    • Contract Type Table: Contract types from Legal Simple Contracts are copied to Contract Management Pro. Existing contract types in the new system are not duplicated. Post-migration, changes in Legal Simple Contracts contract types do not sync automatically with Contract Management Pro.
    • Legal Contract Repository: Legal requests (such as non-disclosure agreements and third-party contract reviews) that are in the "Close Complete" state are migrated. Contract status values are mapped carefully to new state values (e.g., "Terminated" to "Cancelled", "Amended" to "Active" or "Draft" depending on dates).
    • Contract Document and Revision: Contract documents and their revisions are created in Contract Management Pro with details such as name, external storage URLs, document type, and versioning. Document names follow a specific naming convention based on contract type and company name.

    Key Data Mapping Details

    • Company and Vendor Information: Vendor fields are populated based on matches with company names in the Companies table. If multiple or no matches occur, manual updates or error messages prompt users to correct vendor data.
    • Contract Status Mapping: States from the old system are mapped with conditional logic based on contract start and end dates to align with Contract Management Pro's statuses (Active, Draft, Expired, Cancelled).
    • Document Storage and Revision: Documents may be stored externally or internally. For external storage, revision type is URL-based; for internal, it is an attachment. Signed contracts are linked via external storage URLs.

    Practical Implications for ServiceNow Customers

    This migration ensures that customers retain essential contract data integrity when moving from Legal Simple Contracts to Contract Management Pro for Legal Service Delivery. Customers should be aware that:

    • Manual intervention might be needed to update vendor information when automatic matching is ambiguous.
    • Contract type changes in the legacy system do not propagate post-migration and should be managed directly in Contract Management Pro.
    • Understanding the status mapping helps in interpreting contract lifecycle states correctly in the new system.
    • Document naming conventions and storage details provide clarity on how contracts and their revisions are represented in Contract Management Pro.

    Overall, this migration utility facilitates a smooth data transition while highlighting areas requiring manual review to maintain data accuracy and completeness in Contract Management Pro for Legal Service Delivery.

    A migration utility copies data from Legal Simple Contracts tables to Contract Management Pro for Legal Service Delivery tables.

    Table 1. Tables migrated
    Legal Simple Contracts tables Contract Management Pro for Legal Service Delivery tables
    Contract type

    [sn_lg_contracts_type]

    		 Contract type

    [sn_cm_core_contract_type]
    Legal Contract

    [sn_lg_contracts_repository]

    		 Legal Contracts Repository

    [sn_lg_cnt_repository]

    Contract type table

    The contract type table is copied to Contract Management Pro for Legal Service Delivery.

    If a contract type already exists in the Contract Management Pro for Legal Service Delivery table, the contract type is not migrated.

    After migration, any modification or deletion of the contract type in the Legal Simple Contracts table will not be automatically synced to the Contract Management Pro for Legal Service Delivery table.
    Table 2. Data migrated
    Contract type

    [sn_lg_contracts_type]

    		 Contract type

    [sn_cm_core_contract_type]

    		 Description
    Name Name Name of the contract type.
    Active Active State of the contract type.
    Domain Domain Regional domain.

    Legal Contract Repository table

    Legal requests for non-disclosure agreement and third-party contract reviews that are in the Close Complete state are copied to Contract Management Pro for Legal Service Delivery

    The following table provides the details of the Legal Simple Contracts data and the corresponding Contract Management Pro for Legal Service Delivery data.
    Table 3. Data copied from Legal Contract to Legal Contracts Repository
    Legal Contract

    [sn_lg_contracts_repository]

    		 Legal Contracts Repository

    [sn_lg_cnt_repository]

    		 Description
    Contract Request Contract Request Contract request number
    Contract Status State The state of the request.
    The mapping between states in the old and new repository.
    • Terminated in the old repository is marked as Cancelled in the new repository.
    • If the start date of the contract is in the past, Amended in the old repository is marked as Active.
    • If the start date of the contract is in the future, Amended in the old repository is marked as Draft.
    • Expired in the old table without dates is marked as Expired in the new table.
    • Expired in the old table with contract start date in the past is marked as Active.
    • Expired in the old table with a contract end date in past is marked as expired.
    • Expired in the old table with a contract start date in future is marked as Draft.
    • Active in the old table with a start date in past is marked as Active.
    • Active in the old table with a start date in the future is marked as Draft.
    • Active in the old table without dates is marked as Active.
    • Canceled in the old repository is marked as Canceled in the new repository.
    Number Legacy Contract The contract number from Legal Simple Contracts.
    Contract Type Contract Type Type of contract from Contract Management Pro for Legal Service Delivery table.
    Contract Start Date Starts Start date of contract
    Contract End Date Ends End date of contract
    Contract Owner Contract administrator The administrator of the contract.
    Company Name Company Legal name The Vendor field is populated based on the availability of Company Name in the Companies [core_company] table.
    • Company name exists.
      • Single match found - Vendor is populated with the company name.
      • Multiple matches found - Vendor field is populated with the Company Legal name. When the contract repository record is opened, a recommendation is displayed to modify the Vendor value manually.
    • New company does not exist in both tables.
      • Single match found- Vendor is populated with the company name.
      • Multiple matches found- Vendor field is not populated and an error is displayed when the record is opened. You can map the value for Vendor manually.

        When there is no match for vendor field, the company name is copied to company legal name and error is displayed to fill the vendor value.
    Vendor
    Company Address None The Company Address is part of the Vendor details.
    Country None The Country details are part of the Vendor details.
    None Contract type model Contract model associated with the contract type.
    Table 4. Data copied from the Legal Contract table to the Contract Document table
    Legal Contract

    [sn_lg_contracts_repository]

    		 Contract Document

    [sn_cm_core_document]

    		 Description
    None Name Name of the document. The name is in the format "<contract type> for <company_name>." If the contract type is empty, the name is in the format "<contract_number> for <company_name>."
    External folder URL URL URL of the external storage folder.
    External folder id External id ID of the external storage folder.
    External provider Storage provider Document storage provider.
    Request opened by Owner The user who opened the request.
    None Contract type Contract type corresponding to the record.
    None Default version Version of the document revision that is marked as Ready.
    Table 5. Data copied from the Legal Contract table to the Contract Document Revision table
    Legal Contract

    [sn_lg_contracts_repository]

    		 Contract Document Revision

    [sn_cm_core_document_revision]

    		 Description
    Refer to the newly created document Document Revision of the document.
    None Name Name of the document revision.

    For external storage: The name is in the format "<contract type> for <company_name>." If the contract type is empty, the name is in the format "<contract_number> for <company_name>."

    For internal storage: The name is in the format <document_name>.
    None File type The type of document revision.

    For external storage, the document revision type is a URL.

    For internal storage, the document revision type is an attachment.
    Signed Contract URL The signed contract is available at the external storage URL.
    External file ID External id ID of the external file.
    None Version state The document revision number, which is set to 1 initially.
    Document Document The file in the document field is copied to the newly created revision record.