Introduction

This article explains how Renewal Managers can assign imported Internal Contracts (IC) records to the correct customer accounts using the Assign Contracts to Accounts Console.

This step ensures that all maintenance contracts—especially those imported from vendor data feeds (e.g., Cisco, Ingram etc) or manual uploads—are correctly mapped to their associated accounts  in PrW for renewal processing before planning renewals, and creating renewal projects for the same.

If you haven’t yet reviewed the previous topic, see How to Identify and Prioritize Contracts for Renewal to understand how maintenance contracts are tracked on the dashboard.

The goal of assigning maintenance contracts is to ensure all imported records are correctly linked to active customer accounts.
 

Prefer video? Watch the walkthrough here
See next: How to assign Internal Contracts to a new or existing renewal project

Key Terms and Concepts

Table of Contents

Watch the Video

1. Opening the Assign Contracts to Accounts Console

You can navigate to the Assign contracts to project console in two ways:
 

1. From the App Launcher, navigate to:
Renewal Manager Console → Assign Contracts to Account

Then select the Assign Contracts to Accounts tab.

This opens the Assign Contracts to Accounts Console, which displays a list of imported maintenance contract records that require assignment.

The console displays columns such as:

• Contract Reference ID
• Part Number
• Contract Type
• End Customer / Account
• Vendor

By default, the system loads around 1,000 records per batch for optimal performance.

2. From the dashboard, you can navigate directly to the console from the chart- “ Contracts to be mapped by end-customer Cisco Name” . 
By clicking on chart header, you get redirected to the console view where all imported and unmapped contracts are displayed. 

By clicking on specific bar in the chart, you are redirected to the console with pre-applied filters on End customer manufacturer name field.

2. Overview of the Assign Contracts to Accounts Console

The Assign Contracts to Accounts Console enables Renewal Managers to map imported contract data to the correct customer accounts.

Layout Overview

Top Section:

• Filters - You can apply filters on fields like vendor, if the contracts have been assigned or not and end customer manufacturer. This allows you to take control of the data you see and act on important contracts before. 
• Import (Excel-based manual uploads)- For vendors where automatic contract import via API is not available, this option allows Renewal Managers to manually upload maintenance contract data using the prescribed Excel format.
• Refresh button
• Pagination

Main Data Grid:

• Displays the maintenance contract records
• Includes sortable and filterable columns

Each record typically contains fields like Manufacturer Contract number, end customer manufacturer name, account name etc

Data Sources:

Cisco: Auto-imported using API feeds

Other vendors: Imported manually via Excel using the Import button

The console provides a unified view of which maintenance contracts already have account assignments and which are pending mapping.

Filters on top and the columns can be applied together for deeper precision.

After selecting filters, click Apply to generate filtered results.

Click Reset Filters to return to the default view and remove all applied filters.

3. External Import of Maintenance Contracts

Before assigning maintenance contracts to customer accounts, Renewal Managers must ensure that all vendor contracts are available in PrW.

If a vendor does not support automatic API-based contract import, PrW provides an External Import option to manually upload contract files.

The Import Contract button allows Renewal Managers to bring contract data into PrW using common file formats such as PDF, Excel, or CSV. PrW reads the uploaded file, extracts the relevant details, and maps them to the appropriate fields in the Maintenance Contracts dataset.

How to Import External Vendor Contracts

• Click the Import button at the top of the console.
• A dialog box appears prompting you to upload the vendor contract file.
• Select the appropriate PDF, Excel, or CSV file and click Upload.
• After the file is uploaded, click Import to complete the ingestion.
• The newly imported records will now appear in the grid and can be filtered and assigned to accounts.

This ensures that all non-API vendor contracts are properly ingested into the system before you begin the account assignment step.

4. Assigning Contracts to Accounts

Once you locate the correct records using filters:

• Select an unassigned contract record, double click on SF account name field.
• Enter or select the correct customer account from the dropdown
• Press Enter to confirm.
• The edited record is highlighted in yellow and save and discard button are visible after editing on top- actions section.
• Click on save icon to save the changes or delete icon to discard.

Bulk Assignment

If multiple records belong to the same customer:

• Use checkboxes to select several records
• Edit the account name in one of the field and click on checkbox, update the selected number of records.
• Follow the same process as mentioned above.

This helps speed up large-volume account mappings.

5. Summary and What’s Next

In this article, you learned how to:

• Access and navigate the Assign Contracts to Accounts Console
• Filter contract records efficiently
• Assign accounts individually or via bulk actions
• Validate assignments and update incorrect mappings

Next, you will learn how these managed contracts are assigned to renewal projects to continue the renewal workflow.

Related Tutorials

• End-to-End Renewal Walkthrough
• Overview of Renewal Manager Dashboard