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Use Upload Rules

What are upload rules?

Upload Rules allow you to automate data transformation, validation, and enrichment during file uploads. Instead of manually cleaning or modifying your data before uploading, you can define rules that automatically process the data as it uploads to the system.

These rules:

  • Apply only during file upload

  • Independent of month and year

  • Trigger based on file type or module (e.g., cloud usage, vendors, invoices)

  • Can include filters to control when the rule should run

  • Can be enabled or disabled — disabled rules are skipped during upload processing

Why use upload rules?

Upload Rules help you:

  • Ensure consistent data formatting

  • Reduce manual data preparation

  • Automatically fill missing values

  • Standardize data across files

  • Apply business logic at upload time

Where can you use upload rules?

Upload Rules are available in:

  • Master Data

  • Account Payable

  • Lookup Types

  • Consumptions

  • Assets

  • Expenses

  • Companion Metrics

  • Recommendations

Entity support

Use filters when you need an Upload Rule to apply only to specific entities or records.

Model-specific and Global Upload Rules

Upload Rules created in model-based areas can be scoped to the current model or made Global.

When you create or edit an Upload Rule in a model-based area:

  • Apply only to this model is selected by default for new rules.

  • When selected, the rule applies only to the model you are currently working in.

  • Clear Apply only to this model to create a Global rule.

  • A Global rule can apply across models. Use a Model filter when you need to further restrict which models qualify.

The UPLOAD RULES list identifies the scope in the Model column:

  • A model name indicates a model-specific rule.

  • Global indicates a Global rule.

Where model-specific rules are supported

Model-specific scope applies only when the Upload Rule is created within a model-based area, such as Expenses.

The model-specific option does not apply to non-model areas, including:

  • Master Data

  • Assets

  • Consumptions

  • Lookup Types

Rules created from these areas are saved as Global.

Scope when rules are created through a file-based workflow

For supported file-based rule creation, the location where the rule is created determines its scope.

Where the rule is created

Resulting scope

Within a specific model area

Model-specific

From a global or non-model area

Global

For example, if a rule affecting the Expenses table is created from within a specific model, the rule belongs to that model. If the same rule is created from a non-model area such as Master Data, it is saved as Global.

Note: A Global rule can still use a Model filter to limit when it runs.

Upload rules for Cloud Consumption data

  • For cloud consumption uploads (Azure, AWS, FOCUS), the Account, Cost Center, and Vendor fields must be populated using Upload Rules. These fields are no longer available for selection during the manual upload process.

  • AI Service fields must be populated using Upload Rules. Mapping spend to the AI Service field allows for automatic population of AI attributes in the Cloud asset type during the publish process.

Key points:

Application contains the below by default upload rules to extract the tags:

  • Application Tag

  • Product Tag

  • Service Tag

  • Owner tag

  • Team Tag

  • Cost Center Tag

  • Department Tag

  • Environment Tag

  • Customer Tag

  • Component Tag

  • Tech Stack Tag

  • X_TaggingCompliance

  • Cloud spend cannot be published unless Account, Cost Center, and Vendor are assigned via Upload Rules.

  • Define Upload Rules for the cloud consumption source table to automatically populate these fields during file upload.

  • If you have already uploaded cloud data without these rules, you may delete the existing file, define the Upload Rules, and reload the file to apply the rules.

For step-by-step instructions on creating Upload Rules, refer to Manage Upload Rules.

Default upload rules for Owner Tag in Cloud Consumption

The application includes default upload rules to automatically identify and map business owner tags to individual cloud resources during cloud data ingestion.

How Upload Rules work

Each Upload Rule has:

  • a source area,

  • a destination field,

  • a rule type,

  • optional model scope in model-based areas,

  • optional filters,

  • and optional settings such as Apply on empty fields.

During upload:

  1. Yarken identifies the source table and current model context.

  2. Matching Upload Rules are identified.

  3. For model-based data, Yarken evaluates model-specific rules for the current model and applicable Global rules.

  4. Disabled rules are skipped — only enabled rules proceed to evaluation.

  5. Filters determine which rows qualify.

  6. The rule updates the configured destination field.

  7. The transformed values are loaded into the application.

Key components of a rule

Each rule includes:

  • Field to update
    The destination column where the result is applied.

  • Rule type
    Defines the transformation logic.

  • Filters (optional)
    Conditions that control when the rule runs.

  • Apply only to this model
    Limits the rule to the current model. This option is available only in model-based areas and is selected by default for new rules.

  • Apply on empty fields
    Applies the rule only when the destination field is blank.

  • Comment
    Optional description for reference.

  • Enabled (on/off)
    Controls whether the rule is active. Disabled rules remain saved but are not executed during file uploads or data reloads. All rules are enabled by default.

Rule types in Upload Rules

Each rule type is created with a predefined condition that executes during file upload only when certain conditions are met. You may add the additional filter criteria to the rule types.

Yarken supports the following rule types:

Related content

Rule types