ICIHelp8.1 - User contributions [en]

ICI Supplier Relationship Management

2022-08-05T05:43:52Z

IDT-1:

= ICI Supplier Relationship Management =

== Overview ==

Icertis is expanding its market coverage through Supplier Relationship Management (SRM) Suite  that provides value to the procurement functions in the enterprise set up.

Built on top of the ICI Platform, this app enables businesses to  handle both standard supplier management challenges and those unique to their business <br/> cases, processes, and policies.

Icertis gives the flexibility to configure the App as per the customer requirement, making it a truly enterprise App. 

 

 

 

 

== The Solution Framework ==

The App brings forth a solution to supplier relationship management, before Sourcing processes are kicked off. The App comprises these stages in the Supplier Relationship Management process:

 

*Supplier Onboarding
**Supplier Registration: This stage is the initial registration process of suppliers, wherein potential suppliers express their interest to engage in business with the buyer organization, by submitting a registration request. This includes suppliers’ complete profile information along with the industry and category of goods or services they offer. 
**Supplier Qualification: This stage is where suppliers are assessed and qualified to be eligible for onboarding. The procurement and compliance teams in qualification will<br/> perform due diligence by checking supplier’s industry vertical, geography, conformance to compliance regulations, and their overall business credibility and capabilities.
**Supplier Profile: Once suppliers pass qualification, they are onboarded and their detailed supplier profiles are auto created. Suppliers also get access to their profiles to view and update. 
*Supplier Evaluation: The Supplier Evaluation module introduced in the Supplier Relationship Management suite helps organizations manage supplier performance and evaluate and mitigate risks associated with working with suppliers. It is part of the Supplier Relationship Management application, which is built on Icertis Contract Intelligence.

Each stage is unique and has its own process flow that connects and contributes to the overall lifecycle of the supplier relationship management process.
<div class="image-green-border"> </div>
*Supplier Registration 
**Comprehensive Approval Process
**Email invitiation with link to registration form. 
**Self-registration with easily available public registration form. 
*Supplier Qualification 
**Supplier Capability Assessment for business products/ services. 
**Supplier Due Diligence for regulatory compliance, diversity compliance(if applicable) and background check. 
*Supplier Management
**Supplier Onboarding
*Supplier Evaluation
**Gathering supplier documents 
**Configuring Evaluation KPIs 
**Evaluate KPIs based on the metrics
**Review and approval activities

== The Benefits  ==

The App ensures that buyers and suppliers are both facilitated in procurement activities and <br/> processes, with significant benefits for both parties. It focuses on managing suppliers efficiently, and therefore, eliminates the woes of procurement <br/> teams, who are constantly striving to assess and choose the right suppliers. The App is a comprehensive solution to the existing pain points in buyer-supplier relationships, <br/> and it helps by:

*Providing a single source of truth, with a unified and synchronized data source solving problems related to data disparity between multiple systems (CLM, ERP, P2P etc.).
*Improving Governance and Compliance by real-time tracking, monitoring and detection of changes in critical supplier information (external databases and federated lists).
*Expediting the supplier onboarding cycle time, and removing potential bottlenecks, with automated workflows, rules, notifications/reminders and dashboards, all of which ensure continuous tracking of SLAs.
*Improving relationships through collaboration, allowing supplier’s self-service capabilities to keep their information updated and relevant.
*Fostering interoperability with other business apps, and deriving benefits by seamless  integration with Sourcing App.

== The Users  ==

There are multiple classes of users with varied privileges and responsibilities within the App. The current class of users include:

*Procurement Team: This team will be involved with Supplier Registration and Onboarding.
**Review Registration.
**Initiate Onboarding (after qualification).
**Define service related KPIs along with business.
*Compliance Team: This team will take care of Supplier Qualification. 
**Perform due diligence and background checks. 
**Check with external database for risk, non-compliance, sanctions, watchlists etc. 
*Supplier: This is the primary focus of the App, the  the quintessential Suppliers, who will be part of all processes and stages of the app’s lifecycle.
**Suppliers can submit registration through a web page. 
**Suppliers can provide qualification documents. 
**A provisioned supplier can edit supplier profile and bid to invited sourcing event. 

 

 

 

 

 

== Navigating the App  ==

Based on the user or security group access, the tile options visible to a user would vary: 

*View Access: the ability to view: 
**Supplier Registration 
**Supplier Qualification 
**Supplier Profile 
**Supplier Evaluation
*Manage Access: the ability to view and create: 
**Supplier Registration 
**Supplier Qualification 
**Supplier Profile 
**Supplier Evaluation

Users within the buyer organization can create and view supplier registration, supplier qualification ,supplier profile and supplier evaluation based on the permissions provided in security group. <br/> Supplier contacts, when provisioned in ICI and based on the permissions provided, can only view and not create the Supplier Qualification, Supplier Evaluation and Supplier Profile.

'''Note''': External users can only view their supplier organization records and no other supplier organization records. Supplier contacts (external users) do not have “Manage” access after being provisioned in ICI.

Buyers can access the available options by clicking the supplier management tile. <br/> To access the options under supplier management: 

'''Click''' ''Supplier Management'' tile on the ''Home'' page. The following options are displayed.

*Dashboard
*Supplier Registration
*Supplier Qualification 
*Supplier Profile  
*Supplier Evaluation
<div class="image-green-border">[[File:8.0-SRM-NavigatingApp.png|520px|8.0-SRM-NavigatingApp.png]]</div>
 

== Working with Supplier Registration  ==

An integral part of the App, Supplier Registration is the process that sets the overall app objectives in motion. This stage is the initial registration process of suppliers, wherein potential suppliers express their interest to engage in business with the buyer organization, by submitting a registration request. This includes suppliers’ complete profile information along with the industry and category of goods or services they offer.

Supplier registrations have to be created at first, before their workflow moves forward towards qualification and onboarding.

 

=== Supplier Registration Workflow  ===

In the App, these are the ways for submitting a Supplier Registration request:

*Supplier can submit a registration form from a publicly available web location outside ICI. This can happen in two ways:
**Buyer can send a public web page link, via email, to the supplier registration form hosted on an external web location, which the supplier can access.
**Supplier can browse and visit the buyer’s website and locate the publicly hosted registration form.
*Buyer can also submit the registration request on behalf of the supplier from within the App.
<div class="image-green-border">[[File:8.0-SRM-SupplierRegistrationWorkflow.png|720px|8.0-SRM-SupplierRegistrationWorkflow.png]]</div> <div class="image-green-border"> </div>
 

=== Submitting the Registration Request from External Location  ===

As mentioned in the previous section, the supplier registration form can be hosted external to App, and accessible to all. The form’s web location can either be shared to the supplier by the <br/> buyer, or a supplier browsing the web can directly visit the buyer’s website, fill and submit the form.

With a publicly available form that is conveniently accessible for any interested supplier to register, it becomes quite easy to collect basic information about suppliers, as a foundational <br/> step towards building a good supplier network.

With this feature: 

*Suppliers can easily fill up and submit a publicly available registration request form, on a public web page accessible by all and external to the App.
*Appropriate data format guidelines and validations are provided in filling up the form.
*Mandatory fields are marked, and validation messages are provided, if the form is submitted without filling such fields.
*Success messages will be displayed when the form is submitted.
*Email notifications will also be sent to the potential suppliers for successful form submissions, acknowledging the registration form submission in the email.
*The information captured in the form will be transmitted to the registration form within  the App.
*All standard form data types will be supported in the registration form.
*Multiple users can simultaneously use and submit the registration form.
*Users may open the same page on multiple browser tabs.

Potential suppliers may submit the public registration form as follows:

1. Open the external URL and '''Click''' on the ''Supplier Registration'' button. The supplier registration form opens, in English language, by default.
<div class="image-green-border">[[File:8.0-SupplierRegistration1.png|720px|8.0-SupplierRegistration1.png]]</div>
2. Fill out all the required and desired fields in the form.
<div class="image-green-border">[[File:8.0-SRM-SubmittingRegistrationRequest-2.png|720px|8.0-SRM-SubmittingRegistrationRequest-2.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">3. '''Click '''"Submit"''. ''</div> <div class="image-green-border"> </div> <div class="image-green-border">''[[File:8.0-SRM-SubmittingRegistrationRequest-3.png|720px|8.0-SRM-SubmittingRegistrationRequest-3.png]]''</div> <div class="image-green-border"> </div> <div class="image-green-border">'''Note''': If 1. Introduction term is selected as “No” then submission of form is not allowed.</div>
When a Supplier Registration form gets submitted:

*A confirmation message is displayed if the submission is successful.
<div class="image-green-border">[[File:8.0-SRM-SubmittingRegistrationRequest-4.png|720px|8.0-SRM-SubmittingRegistrationRequest-4.png]]</div>
*Appropriate notifications are sent to both the supplier and the buyer via email, containing a unique “Registration Code”.
*An instance of the supplier registration is automatically created within the App with the status “Waiting for Registration Approval”.
*If, for any technical reason, the form submission fails, a failure notification will be sent to the buyer team.

 

 

 

 

 

=== Creating Supplier Registration  ===

The buyer can create a registration, on behalf of the supplier, from within the App:

*From the “Create” workbench on the “Home” page.
*From the “Supplier Management” tile<br/>  

'''Creating Supplier Registration using “Create” workbench'''

'''Click''' the plus icon on the top right corner of the “Home” page to open the “Create” workbench and then click “Supplier Registration” to open the “Create  Supplier Registration” page.
<div class="image-green-border">[[File:8.0-SRM-CreateSupplierRegistrationWorkbench.png|520px|8.0-SRM-CreateSupplierRegistrationWorkbench.png]]</div>
 Follow the steps mentioned below to create supplier registration. 

'''Creating Supplier Registration using “Supplier Management” tile'''

1. '''Click''' the "Supplier Management" tile, and '''click''' the "Supplier Registration" option. The "Supplier Registration" index page opens.
<div class="image-green-border">[[File:8.0-SRM-CreateSupplierRegistration.png|520px|8.0-SRM-CreateSupplierRegistration.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Click''' "Create" on the supplier registration index page.   </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.1-CreateSupplierRegistration.PNG|720px|8.1-CreateSupplierRegistration.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">'''Fill''' out all the mandatory and desired attribute fields.</div> <div class="image-green-border"> </div> <div class="note-box">'''Note''': The toggle button in the Introduction category is Yes, by default, and changing it to No will stop the registration process with the message "Without the acceptance, the registration will not be processed".</div> <div class="image-green-border"> </div>
*Introduction: This is a generic welcome message for supplier registrations, including instructions and suggestions.
* Terms of Use: This is a conditional message asking the user to comply and accept the terms of using supplier registrations in the App. Selecting Yes allows to move forward <br/> with the registrations, whereas, if No is selected, then the registration will not be  processed any further.
<div class="image-green-border">[[File:8.0-SRM-CreateSupplierRegistration1.png|720px|8.0-SRM-CreateSupplierRegistration1.png]]</div>
*Vendor Type: It is used to depict the type of vendor. For example, supplier, provider, sub-contractor and so on.
*Legal Entity Name: This is the legal name of the supplier’s organization.
* Doing Business As: The business name used by the supplier, in cases where suppliers may conduct business by a name different from their registered legal entity name.
*D&B Number: A 9-digit unique number assigned by Duns & Bradstreet to any organization.
*Primary Business Address Line 1: This is the first part of the supplier organization’s official address, covering the building and street details.
*Primary Business Address Line 2: This is the supplier’s official address, second part.
*City: This is the supplier company’s official location city.
*State: This is the supplier company’s official location state.
*Country: This is the supplier company’s official location country.
*Zip Code: This is the supplier company’s official location zip code.
*Website: This is the supplier company’s official website.
<div class="image-green-border">[[File:8.0-SRM-CreateSupplierRegistration2.png|720px|8.0-SRM-CreateSupplierRegistration2.png]]</div> <div class="image-green-border"> </div>
*Primary Contact First Name: The first name of the designated primary contact of the supplier organization. 
*Primary Contact Last Name: The last name of the designated primary contact of the supplier organization.
*Designation: The name or title of the designated primary contact of the supplier organization.
*Email: The email address of the designated point of contact from the supplier side. 
*Telephone: The phone number of the designated point of contact from the supplier side.
*Fax: The fax of the designated point of contact from the supplier side.
<div class="image-green-border">[[File:8.0-SRM-CreateSupplierRegistration3.png|720px|8.0-SRM-CreateSupplierRegistration3.png]]</div>
*Ownership Status: This is a dropdown to select the supplier’s type of business ownership, for example – “LLC”, “Corporation”, “Partnership” etc.
*Supplier Operative Industry: This is the supplier company’s industry vertical.
*Products /Services Provided: This is to select the category of products or services that  the supplier provides.
*Head of Organization Name: This is the supplier organization’s head personnel.
*Head of Organization Email: This is the supplier organization’s head personnel’s official email address.
*Year of Incorporation: This is the supplier organization’s year of incorporation.
*Annual Revenue: This is to select the supplier organization’s annual revenue range, in US Dollars, from a dropdown with different ranges.
*Do you have a Parent Company: This is to indicate if there is a parent company of the supplier organization.
*Holding Company Name: This displays the list of all holding companies where “Is Holding Company” option is set as “True”.
*Are you a Holding Company: This helps capture whether the selected company is a holding company. Select “Yes” to make it the holding company. Holding companies are setup specifically to group multiple subsidiaries together. 
*Are you a Parent Company: This helps capture whether the company is the parent company. The default value of this attribute is set to “No”. Select “Yes” to make it the parent company. Parent companies typically have controlling interest in other companies that provides them the right to control other company’s interests.    
*Parent Company Name: Is the one that has controlling interest and has the right to control  the subsidiaries operations. This option is enabled only if the "Do you have a Parent Company" is selected as "Yes". This displays the list of all parent companies where “IsParentCompany” option is set as “True”.
*Parent Company DBA: This option is enabled only if the "Do you have a Parent Company" is selected as "Yes". This specifies the name with which the company does the business.
<div class="image-green-border">[[File:8.0-SRM-CreateSupplierRegistration4.png|920px|8.0-SRM-CreateSupplierRegistration4.png]]</div>
The following attribute fields are internal, for buyer procurement team to assess registrations. This section is not available on the public webpage for supplier's view.

*Registration Code: This is the auto-generated code given as a reference identification for each supplier registration.
*Supplier Classification: This indicates the classification of the supplier per their credibility, for example – High Potential Supplier, Standard Supplier etc.
*Internal Comments: This is to add any internal note for the supplier in consideration.
<div class="image-green-border">[[File:8.0-SRM-CreateSupplierRegistration5.png|920px|8.0-SRM-CreateSupplierRegistration5.png]]</div>
3. '''Click''' "Next", once all desired and mandatory attribute fields are filled out. The Discard option is chosen to discard/delete registrations.
<div class="image-green-border">[[File:8.0-SRM-CreateSupplierRegistration6.png|720px|8.0-SRM-CreateSupplierRegistration6.png]]</div>
'''Note''': The user can click on Save to save the information entered so far to finish later.

4. '''Verify''' all information, and '''click''' "Create Registration".
<div class="image-green-border">[[File:8.0-SRM-CreateSupplierRegistration7.png|600px|8.0-SRM-CreateSupplierRegistration7.png]]</div> <div class="image-green-border"> </div>
The supplier registration is created, with the status "Registration Initiated".
<div class="image-green-border">[[File:8.0-SRM-CreateSupplierRegistration8.png|720px|8.0-SRM-CreateSupplierRegistration8.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">The supplier registration is created, with the status “Registration Initiated”.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-CreateSupplierRegistration9.png|720px|8.0-SRM-CreateSupplierRegistration9.png]]</div> <div class="image-green-border"> </div>
 

 

 

=== Viewing Supplier Registration ===

A supplier registration can be viewed as follows: 

1. '''Click ''' the "Supplier Management" tile, on the App Home page.
<div class="image-green-border">[[File:8.0-SRM-NavigatingApp.png|520px|8.0-SRM-NavigatingApp.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Click''' "Supplier Registration" option, an index page opens displaying all the supplier registrations.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-CreateSupplierRegistration.png|520px|8.0-SRM-CreateSupplierRegistration.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">3. Choose desired registration and '''click''' on the corresponding eye icon to view.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-ViewSupplierRegistration2.png|720px|8.0-SRM-ViewSupplierRegistration2.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">4. The selected Supplier Registration Details page opens. </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-ViewSupplierRegistration3.png|720px|8.0-SRM-ViewSupplierRegistration3.png]]</div> <div class="image-green-border"> </div>
 

 

=== Editing Supplier Registration  ===

A supplier registration can be edited as follows: 

1.  '''Click''' "Edit Registration" on the Supplier Registration Details page. The Attributes page opens.
<div class="image-green-border">[[File:8.0-SRM-EditSupplierRegistration.png|720px|8.0-SRM-EditSupplierRegistration.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. Make desired changes and '''click''' ''Next''.</div> <div class="image-green-border">3. '''Verify''' all information and '''click''' ''Update''. The registration will get updated with the latest changes.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-EditSupplierRegistration1.png|720px|8.0-SRM-EditSupplierRegistration1.png]]</div>
 

 

 

=== Discarding Supplier Registration  ===

Supplier registrations can be deleted or discarded, as required, at the discretion of the buyer, in case the buyer created the registration request incorrectly in the system and would need to <br/> discard the same.

To delete the registration: 

1. '''Navigate''' to Supplier Registrations page and open the desired Supplier Registration in draft state (Registration Initiated).

2. '''Click '''on "Discard Registration". A delete confirmation popup opens. 
<div class="image-green-border">[[File:8.0-SRM-DiscardingRegistration.png|520px|8.0-SRM-DiscardingRegistration.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">3. '''Click''' "Yes" to discard. The supplier registration will be discarded and it will no longer be available to view in the list of Supplier Registration.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-DiscardingRegistration1.png|720px|8.0-SRM-DiscardingRegistration1.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">'''Note''': Clicking "No" will take you back to the registration Details page with the status "Registration Initiated".</div> <div class="image-green-border"> </div>
 

 

=== Sending Registration for Approval  ===

After the buyer creates the registration request in the App and the supplier registration goes to ''Registration Initiated'' status, it is required to send the registration for approval.<br/> On the bottom right of the Supplier Registration ''Details'' page click ''Send For Approval''. This will initiate the approval request and notify respective approvers, as necessary. The supplier registration status will now become ''Waiting for Registration Approval''.

'''Note''': All web applications submitted by suppliers, via the public registration form, will directly go to a ''Waiting for Registration Approval'' status by default.
<div class="image-green-border">[[File:8.0-SRM-SendingSupplierRegistrationforApproval.png|520px|8.0-SRM-SendingSupplierRegistrationforApproval.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">Once a supplier registration is sent for approval, the assigned approver/s will receive notifications to approve the registration. At this stage, approvers can take decisions like:</div>
*Scoring the registration application by starting internal assessment.
*Reject the registration. 
*Put the registration on hold. 
*Approve the registration. 

 

 

 

=== Internal Assessment of Supplier Registration  ===

When a supplier registration is sent for approval and is in the Waiting for Registration Approval state, it can be internally assessed as follows:

1.  '''C''''''lick''' Start Internal Assessment on the Supplier Registration Details page. The Attributes page opens.
<div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-InternalAssessmentSupplierRegistration.png|720px|8.0-SRM-InternalAssessmentSupplierRegistration.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Assess '''and '''make '''the required changes. </div> <div class="image-green-border">3. '''Click '''Next. </div> <div class="image-green-border">4. Verify all information, '''click''' Update. The registration will get updated with latest changes.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-InternalAssessmentSupplierRegistration1.png|720px|8.0-SRM-InternalAssessmentSupplierRegistration1.png]]</div> <div class="image-green-border"> </div>
 

 

=== Rejecting Supplier Registration  ===

A supplier registration can be rejected when its in the Waiting for Registration Approval state. For the approver to Reject the supplier registration request.

1. '''Click '''on "Reject Registration". 
<div class="image-green-border">[[File:8.0-SRM-RejectRegistration.png|720px|8.0-SRM-RejectRegistration.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Add '''relevant notes. </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-RejectRegistration1.png|720px|8.0-SRM-RejectRegistration1.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">3. '''Select '''a "Reason Code". </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-RejectRegistration2.png|720px|8.0-SRM-RejectRegistration2.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">4. Confirm and '''click '''"Add". The supplier registration will be rejected with the status Registration Rejected.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-RejectRegistration3.png|720px|8.0-SRM-RejectRegistration3.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">5. Buyer receives a notification of the rejection in an email containing a link to the registration case.</div> <div class="image-green-border"> </div> <div class="image-green-border">6. Supplier also receives a notification, in email, about their registration request rejected status.</div> <div class="image-green-border"> </div>
 

 

=== Putting Supplier Registration on Hold  ===

When a need arises to pause the supplier registration, mostly because sufficient registration requests have been received already for a business category, a registration could be put On Hold.

To put a Supplier Registration On Hold:

1. On the supplier registration Details page, '''click''' on "Show More" to expand more options.
<div class="image-green-border">[[File:8.0-SRM-HoldRegistration.png|720px|8.0-SRM-HoldRegistration.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Click '''on "Hold Registration" button. </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-HoldRegistration1.png|720px|8.0-SRM-HoldRegistration1.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">3. Add a desired note, and select an appropriate Reason Code.</div> <div class="image-green-border"> </div> <div class="image-green-border">4. '''Click''' Add.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-HoldRegistration2.png|720px|8.0-SRM-HoldRegistration2.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">5. The supplier registration will be put on hold, with the status On Hold.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-HoldRegistration2.png|720px|8.0-SRM-HoldRegistration2.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">6. Buyer receives a notification of the hold status in an email containing a link to the registration case.</div> <div class="image-green-border"> </div> <div class="image-green-border">7. Supplier also receives a notification, in email, about their registration request being put on hold.</div> <div class="image-green-border"> </div>
 

 

=== Recalling Supplier Registration  ===

If there is any anomaly or reason to recall a supplier registration, while it is in the state Waiting for Registration Approval, the buyer who submitted the request on behalf of supplier can do so.

To recall a supplier registration:<br/> 1. On the supplier registration "Details" page, click on "Show More" to expand more options.
<div class="image-green-border">[[File:8.0-SRM-RecallRegistration.png|720px|8.0-SRM-RecallRegistration.png]]</div>
2. '''Click''' on the "Recall" button.<br/> 3. Add a desired note, and select an appropriate Reason Code.<br/> 4. '''Click''' Add. The supplier registration will be recalled and assigned a Registration Initiated status.
<div class="image-green-border"><br/>  </div> <div class="image-green-border"> </div>
 

=== Delegating Supplier Registration  ===
<div class="image-green-border">When a supplier registration is sent for Approval and is in the “Waiting for Registration Approval” state, the designated approver user can delegate the approval task to someone else of their choice.<br/> To Delegate a supplier registration:<br/> 1. The approver logs into App and goes to Tasks window and opens the case.<br/> 2. '''Click''' Delegate to delegate the supplier registration approval. Team popup window opens.</div> <div class="image-green-border"><br/> [[File:8.0-SRM-DelegateRegistration.png|720px|8.0-SRM-DelegateRegistration.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">3. Select and '''Add''' a desired user to delegate to. The said user will now become the designated approver of the supplier registration.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-DelegateRegistration1.png|720px|8.0-SRM-DelegateRegistration1.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">Once a supplier registration is delegated by the Approver, it can also be reversed by recalling the delegation. To recall the delegation, '''click''' on ''Recall Delegation''.<br/>  </div> <div class="image-green-border">A success message is displayed confirming that the delegation has been recalled.</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border"> </div>
 

=== Approving the Supplier Registration  ===

As described in previous sections, either the buyer creates the supplier registration within the App or the supplier submits an externally hosted registration request which automatically goes to the Waiting for Registration Approval status in the App.<br/> Once the approver receives the approval request notification:<br/> 1. The approver logs into App and goes to Tasks window and opens the case.<br/> 2. The approver clicks "Approve Registration" to approve the supplier registration request.
<div class="image-green-border">[[File:8.0-SRM-ApproveRegistration.png|720px|8.0-SRM-ApproveRegistration.png]]<br/>  </div>
*If the registration is approved, then the registration status changes to "Registration Approved".
*When supplier registration is approved the buyer receives a notification of the approval in an email containing a link to the registration case.
*Supplier also receives a notification, in email, about their registration request approved status.
*Once the registration is approved, a Supplier Qualification is auto-created, triggering the workflow for Supplier Qualification.<br/>  
<div class="image-green-border">'''Note''': Per standard ICI functionality, while approving registration if an approver exists in the supplier registration team (added by approver rule), the registration will wait for the approver to open the registration and approve it. If such a rule is not configured or no approver is present in the team, the registration will directly be approved.</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-ApproveRegistration1.png|720px|8.0-SRM-ApproveRegistration1.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div>
 

=== Post-Approval Supplier Registration Details  ===

Once a supplier registration is approved, a new set of attributes get added to the registration details, and that is ''Registration KPI''.

*Registration Creation Date: The auto-computed date when the supplier registration is initiated in the SRM app system. 
*Registration Decision Date:    The date when registration decisions (like On-hold, Reject, Approve etc.) are taken.
*Decision Time Taken: This indicates the duration taken in days from registration creation to actual decision.
*Registration SLA: SLAs defined by organization  based on which registration decisions are usually taken.
*Deviation from SLA:    This is the difference between decision time taken and registration SLA to identify if there is any deviation.
*Is Registration process completed timely:     If decision time exceeds SLA, then it implies that the registration process is not completed in a timely manner. If it is less than the SLA, then the registration process is marked as completed in time.<br/>  
<div class="image-green-border">[[File:8.0-SRM-PostApprovalRegistration.png|720px|8.0-SRM-PostApprovalRegistration.png]]</div> <div class="image-green-border">[[File:8.0-SRM-PostApprovalRegistration1.png|720px|8.0-SRM-PostApprovalRegistration1.png]]</div>
 

=== Validating the Duplicate Registrations ===

Buyers may receive more than one registration from the same supplier submitted through the web page.

ICI Supplier Relationship Management can now match the supplier registration records based on the unique identifier attributes. This helps identifying the duplicate registrations and the status of the supplier registration is marked as “Duplicate”. Buyers can perform limited actions on the duplicate registrations and the supplier qualification is not generated.
<div class="image-green-border">[[File:8.1srmapp3.png|720px|8.1srmapp3.png]]</div>
== Supplier Registration Details page  ==

The Supplier Registration ''Details'' page is based upon standard ICI structure. 

 

=== Registration Left Pane  ===

These are the left pane line items seeded with the supplier registration Details page:

*Summary: Displays the name of the supplier registration instance (that is added when creating), who created it, and supplier registration instance details.
*Details: Displays the details specified when creating the supplier registration instance.
*History: Displays how the supplier registration has progressed till now, including the actions performed in supplier registration, as is also under “History” in the left pane.
*Associations: Displays the number of associated documents to the registration agreement. Click the plus icon to add new associations to the supplier registration.
*Team: Displays the members added to the team for this supplier registration instance. Click the plus icon to add new team members to the registration.
*Collaboration: Allows the internal team members to communicate with other internal team members by creating topics and posting messages in it.
*Notes: Displays the additional information about the supplier registration if it is added.
<div class="image-green-border">[[File:8.0-SRM-RegistrationDetailsPage.png|720px|8.0-SRM-RegistrationDetailsPage.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div>
 

=== History  ===

The History displays how the supplier registration has progressed till now and presents an overall audit for the supplier registration, under History in the left navigation pane on supplier registration Details page. History includes the activities and statuses for supplier registration, with Events, User Name, User Role, Date and Time, Details and Notes.
<div class="image-green-border">[[File:8.0-SRM-RegistrationHistory.png|720px|8.0-SRM-RegistrationHistory.png]]</div> <div class="image-green-border"> </div>
 

== Working with Supplier Qualification  ==

== Supplier Qualification Workflow  ==

This stage is where suppliers are assessed and qualified to be eligible for onboarding. The procurement and compliance team performs due diligence by checking supplier’s industry vertical, geography, conformance to compliance regulations, and their overall business credibility and capabilities.
<div class="image-green-border">[[File:8.0-SRM-SupplierQualifcationWorkflow.png|520px|8.0-SRM-SupplierQualifcationWorkflow.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">Buyers can define assessment forms that can be filled externally by the suppliers or internally by the buyers. Such suppliers could be rated and qualified as registered and entered automatically in the supplier master in ICI. </div> <div class="image-green-border">Buyers can:</div>
*Create the supplier qualification manually.
*View the history of the actions performed on the supplier qualification.
*Initiate request for missing documents or certificates from supplier.

'''Note''': The left navigation pane and the icons on the supplier qualification “Details” page are displayed based on the privileges granted to the logged-on user.

 

 

 

 

 

 

=== Creating a Supplier Qualification  ===

Supplier Qualification is created automatically after the supplier registration is approved or is created manually by buyers. 

The buyer can create a qualification from within the App in the following ways:

*From the “Create” workbench on the “Home” page.
*From the “Supplier Management” tile.

'''Creating Supplier Qualification using “Create” workbench'''

'''Click''' the plus icon on the top right corner of the “Home” page to open the “Create” workbench and then click “Supplier Qualification” to open the “Create Supplier Qualification” page. 
<div class="image-green-border">[[File:8.0-SRM-SupplierQualificationWorkbench.png|520px|8.0-SRM-SupplierQualificationWorkbench.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">Follow the steps mentioned below to create supplier qualification. </div> <div class="image-green-border"><br/> '''Creating Supplier Qualification using “Supplier Management” tile'''<br/>  </div>
To create supplier qualification: 

1. '''Click''' Supplier Management on the Home page and then '''click''' "Supplier Qualification". The  Supplier Qualification index page opens.
<div class="image-green-border">[[File:8.0-SRM-CreateSupplierQualification.png|520px|8.0-SRM-CreateSupplierQualification.png]]</div>
2. '''Click '''"Create" on the supplier qualification index page. The "Create Supplier Qualification" page opens. 
<div class="image-green-border"> </div> <div class="image-green-border">[[File:8.1-SupplierQualificationIndexPage.PNG|720px|8.1-SupplierQualificationIndexPage.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">You can inherit the supplier registration for which you want to create the supplier qualification. <br/> The Create Supplier Qualification page consists of the following sections: </div>
*Introduction: This section consists of the basic information about the supplier.
<div class="image-green-border">[[File:8.0-SRM-CreateSupplierQualification1.png|720px|8.0-SRM-CreateSupplierQualification1.png]]</div>
*Supplier Profile Details: This section consists of multiple options as below: 
**Vendor Type: It is used to depict the type of vendor. For example, supplier, provider, sub-contractor and so on.
**Legal Entity Name: This is the legal entity name of the supplier organization. For example, Acme Corporation. 
**Doing Business As: The business name used by the supplier, in cases where suppliers may conduct business by a name different from their registered legal entity name.
**D&B number: A 9-digit unique number assigned by Duns & Bradstreet to any organization.
**Primary Business Address Line 1: This is the supplier company’s official address, that includes the building and street details.
**Unique Supplier ID: This is a unique ID assigned to all suppliers.
<div class="image-green-border">[[File:8.0-SRM-CreateSupplierQualification2.png|720px|8.0-SRM-CreateSupplierQualification2.png]]</div>
*Supplier Contact Information: Type the values of attributes in this section to add the supplier contact information.
**Primary Contact First Name: The first name of the designated primary contact of the supplier organization.
**Primary Contact Last Name: The last name of the designated primary contact of the supplier organization.
**Designation: The name or title of the designated primary contact of the supplier organization.
**Email: The email address of the designated point of contact from the supplier side. 
**Phone number: The phone number of the designated point of contact from the supplier side.
<div class="image-green-border">[[File:8.0-SRM-CreateSupplierQualification3.png|720px|8.0-SRM-CreateSupplierQualification3.png]]</div>
*Key Business Information: Type the values of attributes in this section to enter the key business information.
**Ownership Status: The ownership status of the supplier organization. For example,  Corporation. 
**Select the industry in which supplier operates: The industry in which the supplier organization operates in. For example, Appliance Parts.
** Product/Services Provided: The products or services provided by the supplier organization. For example, Ball Bearings.
** Head of Organization Name: This is the supplier organization’s head personnel.
** Head of Organization Email: This is the supplier organization’s head personnel’s official email address.
**What year was your company incorporated: The year in which the supplier organization was incorporated.
**Annual Revenue of the last financial year in USD: The annual revenue of the supplier organization for the last financial year.
**Do you have a parent company: Select “Yes” if the supplier organization for which the qualification is being created has the parent organization.
**Are you a Holding Company: This helps capture whether the selected company is a holding company. Select “Yes” to make it the holding company. Holding companies are setup specifically to group multiple subsidiaries together. 
**Holding Company Name: This displays the list of all holding companies where “Is Holding Company” option is set as “True”.
**Are you a Parent Company: This helps capture whether the company is the parent company. The default value of this attribute is set to “No”. Select “Yes” to make it the parent company. Parent companies typically have controlling interest in other companies that provides them the right to control other company’s interests.
**Parent Company Name: Is the one that has controlling interest and has the right to control  the subsidiaries operations. This option is enabled only if the "Do you have a Parent Company" is selected as "Yes". This displays the list of all parent companies where “IsParentCompany” option is set as “True”.
**Parent Company DBA: This option is enabled only if the "Do you have a Parent Company" is selected as "Yes". This specifies the name with which the company does the business.
**Region Served: The region where the supplier organization provides its products and services. 
**Sub Region Served: The sub region where the supplier organization provides its products and services.
<div class="image-green-border">[[File:8.0-SRM-CreateSupplierQualification4.png|720px|8.0-SRM-CreateSupplierQualification4.png]]</div>
*Due Diligence Details: '''Select''' the appropriate value of the attribute under this section
**Do you have a quality management process: '''Select''' Yes if the supplier organization has the quality management process, else '''select''' No.
<div class="image-green-border">[[File:8.0-SRM-CreateSupplierQualification5.png|720px|8.0-SRM-CreateSupplierQualification5.png]]</div>
If a buyer selects Yes, the If you answered yes to the above question, please provide additional details option is enabled. Enter the information if any in this option.

*Internal: This section consists of the following options.
**Qualification Code: Is created automatically after the qualification is created. 
**Qualification Rating: Select the appropriate value to specify the rating of the supplier for whom the qualification is created. For example, select Low Risk. 
**Qualification Score: Type the qualification score for the supplier for whom the qualification is created. For example, 10. 
**Supplier Classification: Lists the different categories of suppliers. For example, select Standard Supplier.
**Internal Comments: Enter the internal comments if any.

 
<div class="image-green-border">[[File:8.0-SRM-CreateSupplierQualification6.png|720px|8.0-SRM-CreateSupplierQualification6.png]]</div>
*KPI: This section consists of the following options. 
**Registration Decision Date:  The date when registration decisions (like On-hold, Reject, Approve etc.) are taken.
**Time taken to complete registration: The time taken by the procurement team to approve the supplier registration.
**Deviation from SLA for Registration: Indicates whether there was a deviation from the SLA for supplier registration.
** Is registration process completed timely? : If decision time exceeds SLA, then it implies that the registration process is not completed in a timely manner. If it is less than the SLA, then the registration process is marked as completed in time.
** Qualification Creation Date: The date on which the supplier qualification was created.
** Qualification SLA: The decided commitment between the buyer and external supplier about completing the supplier qualification.
** Qualification Decision Date: The date on which the qualification was approved or rejected for the supplier.
**Time taken to complete qualification: The time taken by procurement or compliance team to approve or reject the supplier qualification.
**Deviation from SLA for Qualification: The deviation if any from the SLA for the supplier qualification.
**Is qualification process completed timely? : If decision time exceeds SLA, then it implies that the qualification process is not completed in a timely manner. If it is less than the SLA, then the qualification process is marked as completed in time.
**Qualification is valid till (In Months): The duration (in months) till which the qualification is valid.
**Qualification Expiry Date: The expiry date of the supplier qualification.

2. '''Click''' Next. The Verify (Step 4 of 4) page opens.<br/> 3. '''Click''' Create Qualification. The qualification is created in the Qualification Initiated state.
<div class="image-green-border">[[File:8.0-SRM-CreateSupplierQualification7.PNG|600px|8.0-SRM-CreateSupplierQualification7.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">You can perform the following actions on this page:  </div>
*Edit Qualification
*Send for Approval
*Need More Information

 

 

=== Viewing Supplier Qualification  ===

Buyers can view the supplier qualification from the Supplier Management tile. 

To view the supplier qualification:

1. '''Click''' Supplier Management and then '''click''' Supplier Qualification on the Home page. The supplier qualification index page opens. 
<div class="image-green-border">[[File:8.0-SRM-CreateSupplierQualification.png|600px|8.0-SRM-CreateSupplierQualification.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Click''' the icon next to the supplier qualification to view it. </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-ViewSupplierQualification1.PNG|600px|8.0-SRM-ViewSupplierQualification1.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border"> </div>
 

 

=== Editing Supplier Qualification  ===

A supplier qualification can be edited as follows:

1. '''Click''' Edit Qualification on the qualification Details page. 
<div class="image-green-border">[[File:8.0-SRM-EditSupplierQualification.png|720px|8.0-SRM-EditSupplierQualification.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. Make the desired changes and '''click''' Next.<br/> 3. Verify all information and '''click''' Update. The qualification will get updated with the latest changes.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-EditSupplierQualification1.PNG|600px|8.0-SRM-EditSupplierQualification1.PNG]]</div> <div class="image-green-border"> </div>
 

 

=== Supplier Outreach  ===

Buyer organization often needs more information from suppliers when performing qualification, procurement, and compliance process for suppliers. Suppliers are provided temporary and restricted access to ICI to provide missing documents. Suppliers can then submit the documents or raise queries.<br/> Users can send the supplier qualification for review for its quality and compliance check. <br/> To perform supplier outreach: <br/> 1. '''Click''' Need More Information on the Supplier Qualification Details page. The Search User window opens. 
<div class="image-green-border">[[File:8.0-SRM-SupplierOutreach.png|720px|8.0-SRM-SupplierOutreach.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Select''' the supplier contact on the Third Party tab to whom you want to send the supplier qualification for review and '''click''' Send. Buyers can also add a note about the documents that are missing in the Add Note section. The status of the supplier qualification changes to Information Pending from <user>.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-SupplierOutreach1.png|720px|8.0-SRM-SupplierOutreach1.png]]</div>
Suppliers receive a note in the form of email notification indicating the documents that are missing to complete the process of supplier qualification. 

Users can perform following actions in this state:

*Cancel Request: Allows canceling the review request if the buyer raised it accidentally. Clicking this changes the status of the supplier qualification to Qualification Initiated again.
*Submit: Suppliers can upload the missing or additional documents and submit them on which a notification is sent to the buyer team. 
*Raise Query: Suppliers can raise query with the buyer team on which a notification is sent to the buyer team. Clicking this changes the status of the supplier qualification to Qualification Initiated again.
<div class="image-green-border">[[File:8.0-SRM-SupplierOutreach2.png|720px|8.0-SRM-SupplierOutreach2.png]]</div> <div class="image-green-border"> </div>
 '''Accessing Supplier Qualification as Supplier'''

External Suppliers can access the supplier qualification to provide more information as required. <br/> To access the supplier qualification: <br/> 1. '''Click''' the eye icon next to the specific task to open the supplier qualification in “Information Pending from <Supplier” state.>.''' '''<br/> 2. '''Click''' Raise Query to edit the supplier qualification and make the required changes or '''click''' Submit to the supplier qualification as a supplier. 
<div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-SupplierOutreach3.png|720px|8.0-SRM-SupplierOutreach3.png]]</div> <div class="image-green-border"> </div>
 

 

=== Approving Supplier Qualification  ===

The approvers can perform the following actions on the Supplier Qualification “Details” page. 

*Approve Qualification
*Delegate Qualification
*Start Internal Assessment 
*Reject Qualification
*Rework Required
*Review Qualification

To approve the qualification:

1. '''Click''' Approve Qualification on the Supplier Qualification Details page. The Add Note window opens.

 
<div class="image-green-border">[[File:8.0-SRM-ApproveQualification.png|720px|8.0-SRM-ApproveQualification.png]]</div>
2. '''Type''' the information if any in the Add Note window and '''click''' Add. The status of the supplier qualification changes to Qualification Approved.
<div class="image-green-border">[[File:8.0-SRM-ApproveQualification1.png|720px|8.0-SRM-ApproveQualification1.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-ApproveQualification3.png|720px|8.0-SRM-ApproveQualification3.png]]</div>
Supplier Profile is created automatically after the supplier qualification is approved, if the supplier profile did not exist.  If supplier profile already existed based on unique parameters, the supplier profile is updated. 

 

 

=== Delegating a Supplier Qualification  ===

Approvers can delegate the task of approving or rejecting the supplier qualification to other users. <br/> To delegate a supplier qualification:<br/> 1. '''Click '''Delegate on supplier qualification Details page. The Search User window opens.
<div class="image-green-border">[[File:8.0-SRM-DelegateQualification.png|720px|8.0-SRM-DelegateQualification.png]]</div>
2. Search the required user or select it from the available list. <br/> 3. '''Click''' Add. The Agreement task delegated successfully message appears.

'''Note''': You can recall delegation on supplier qualification Details page by clicking Recall Delegation.

 

 

=== <br/> Starting Internal Assessment of Supplier Qualification  ===

Approvers can perform internal assessment of the supplier qualification when it is sent for approval.

1. '''Click''' Start Internal Assessment on the qualification Details page.
<div class="image-green-border">[[File:8.0-SRM-InternalAssessmentSupplierQualification.png|720px|8.0-SRM-InternalAssessmentSupplierQualification.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. Make the desired changes and '''click''' Next.<br/> 3.  Verify all information and '''click''' Update. The qualification will get updated with the latest changes.</div> <div class="image-green-border"> </div>
 

 

=== Rejecting Supplier Qualification  ===

Approvers can reject the supplier qualification if it does not meet the requirements of the buyer organization.<br/> To reject a supplier qualification: <br/> 1. '''Click''' Reject Qualification on supplier qualification Details page. The Add Note window opens.
<div class="image-green-border">[[File:8.0-SRM-RejectQualification.png|720px|8.0-SRM-RejectQualification.png]]</div>
2. Enter a note and select a reason for rejection. <br/> 3. '''Click''' Add. The status of the supplier qualification changes to Qualification Rejected.
<div class="image-green-border">[[File:8.0-SRM-RejectQualification1.png|720px|8.0-SRM-RejectQualification1.png]]<br/>  </div>
'''Note''': Users cannot perform any action on the rejected supplier qualification.

 

=== Reworking Supplier Qualification  ===

Approvers can click the ''Rework Required'' on the supplier qualification ''Details'' page to send the supplier qualification for rework. This changes the status of supplier qualification to ''Qualification Initiated''. The qualification is sent for rework if the approver finds that the qualification is not done properly.

=== Reviewing Supplier Qualification  ===

Buyer teams may require reviewing the supplier qualification from compliance or other business teams. They can do this by initiating the review by clicking the ''Review Qualification'' button.<br/> Follow the same steps mentioned in the Supplier Outreach section to review the supplier qualification. 

 

=== Recalling Supplier Qualification  ===

Buyer can recall the supplier qualification to make any changes to it as required.<br/> To recall a supplier qualification: 

1. '''Click''' Recall on supplier qualification Details page. The Add Note window opens.
<div class="image-green-border">[[File:8.0-SRM-RecallQualification.png|720px|8.0-SRM-RecallQualification.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. Enter the note and select the reason code for recalling. <br/> 3. '''Click''' Add. The status of the supplier qualification changes to Qualification Initiated state. </div> <div class="image-green-border"> </div>
 

 

== Supplier Qualification Details Page  ==

Buyers can view the status and details of the supplier qualification in various sections of the left navigation pane on supplier qualification Details page. Buyers can also perform a variety of actions based on the status of the supplier qualification.

=== Qualification Left Pane  ===

Here is a brief description of the options in the left navigation pane of supplier qualification Details page.

*Summary: Displays the name of the supplier qualification instance (that is added when creating), who created it, and supplier qualification instance details.
*Details: Displays the details specified when creating the supplier qualification instance.
*Supplier Registration: Supplier Registration is the process that sets the overall app objectives in motion. Supplier registrations must be created at first, before their workflow moves forward towards qualification. Click this option to view the list of associated supplier registration. 
*Team: Displays the members added to the team for this supplier qualification instance. Click the plus icon to add new team members. 
*Collaboration: Allows the internal or external team members to communicate with other internal or external team members by creating topics and posting messages in it. 
*Notes: Displays the additional information about the supplier qualification if it is added.

'''Note''': The left navigation pane of supplier qualification Details page is displayed differently for buyers and suppliers. Some options such as Team, Notes are not displayed to the supplier in the left navigation pane.
<div class="image-green-border">[[File:8.0-SRM-QualificationLeftPane.png|520px|8.0-SRM-QualificationLeftPane.png]]</div> <div class="image-green-border"> </div>
=== History  ===

The History displays how the supplier qualification has progressed till now and presents an overall audit for the supplier qualification, under History in the left navigation pane on supplier qualification Details page. History includes the activities and statuses for supplier qualification, with Events, Username, User Role, Date and Time, Details and Notes.
<div class="image-green-border"> </div>
 

== Working with Supplier Profile  ==

== Supplier Profile Workflow  ==

Once suppliers pass qualification, they are onboarded, and their detailed supplier profiles are auto created. Suppliers also get access to their profiles to view and update. Supplier Profile is created automatically after the supplier qualification is approved, if the supplier profile did not exist.  If supplier profile already existed based on unique parameters, the supplier profile is updated. 

'''Note''':  Buyers can also create the supplier profile on behalf of the suppliers.
<div class="image-green-border">[[File:8.0-SRM-SupplierProfileWorkflow.png|520px|8.0-SRM-SupplierProfileWorkflow.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">Buyers can: </div>
*Create the supplier profile manually.
*View and edit the supplier profile. 
*View the history of the actions performed on the supplier profile.

'''Note''': The left navigation pane and the icons on the supplier profile ''Details'' page are displayed based on the privileges granted to the logged-on user.

 

 

 

 

 

=== Creating Supplier Profile  ===

Supplier Profile is created automatically after the supplier qualification is approved. After qualification is approved, ICI checks the unique parameters and creates the supplier profile if no match is found.

The buyer can create a  supplier profile from within the App in the following ways:

*From the “Create” workbench on the “Home” page.
*From the “Supplier Management” tile.<br/>  

'''Creating Supplier Profile using “Create” workbench'''

'''Click''' the plus icon on the top right corner of the “Home” page to open the “Create” workbench and then click “Supplier Profile” to open the “Create Supplier Profile” page.
<div class="image-green-border">[[File:8.0-SRM-SupplierProfileWorkbench.png|520px|8.0-SRM-SupplierProfileWorkbench.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">Follow the steps mentioned below to create supplier profile. </div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">'''Creating Supplier Profile using “Supplier Management” tile'''<br/>  </div>
 To create supplier profile:

1. '''Click''' Supplier Management on the Home page and then '''click'''  "Supplier Profile". The "Supplier Profile" index page opens.
<div class="image-green-border">[[File:8.0-SRM-CreateSupplierProfile.png|520px|8.0-SRM-CreateSupplierProfile.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Click '''"Create" on supplier profile index page. The "Create Supplier Profile" page opens. </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.1-SupplierProfileIndexPage.PNG|700px|8.1-SupplierProfileIndexPage.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">You can inherit the supplier qualification for which you want to create the supplier profile.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-CreateSupplierProfile1.png|520px|8.0-SRM-CreateSupplierProfile1.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">The Create -Supplier Profile page consists of the following sections: </div> <div class="image-green-border"> </div>
*Supplier Account Details: This section contains basic information about the supplier profile being created.
**Vendor Type: It is used to depict the type of vendor. For example, supplier, provider, sub-contractor and so on.
**Products /Services Provided: This is to select the category of products or services that  the supplier provides.
**Global Supplier Code: Is created automatically after the supplier profile is created. 
**Legal Entity Name: This is the legal entity name of the supplier organization.
**Primary Contact First Name: The first name of the designated primary contact of the supplier organization.
**Primary Contact Last Name: The last name of the designated primary contact of the supplier organization.
**Designation: The title of the designated primary contact of the supplier organization.
**Email: The email address of the designated point of contact from the supplier side.
**Phone Number: The phone number of the designated point of contact from the supplier side. 
**Are you a Holding Company: This helps capture whether the selected company is a holding company. '''Select''' “Yes” to make it the holding company. Holding companies are setup specifically to group multiple subsidiaries together.
**Holding Company Name: This displays the list of all holding companies where “Is Holding Company” option is set as “True”.
**Are you a Parent Company: This helps capture whether the company is the parent company. The default value of this attribute is set to “No”. Select “Yes” to make it the parent company. Parent companies typically have controlling interest in other companies that provides them the right to control other company’s interests
**Do you have a parent company?  Select “Yes” if the supplier organization for which the supplier profile is being created has the parent organization. Enter the parent company name if you select “Yes” in this option.
**Parent Company Name: Is the one that has controlling interest and has the right to control  the subsidiaries operations. This option is enabled only if the "Do you have a Parent Company" is selected as "Yes". This displays the list of all parent companies where “IsParentCompany” option is set as “True”. 
** Parent Company DBA: This option is enabled only if the "Do you have a Parent Company" is selected as "Yes". This specifies the name with which the company does the business.
**Supplier Activation Status: Specifies whether the supplier is active or not. 
<div class="image-green-border">[[File:8.0-SRM-CreateSupplierProfile2.png|720px|8.0-SRM-CreateSupplierProfile2.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">
 

Supplier Business Details: This section contains the business specific information.

*D&B Number: A 9-digit unique number assigned by Duns & Bradstreet to any organization.
*Ownership Status: The ownership status of the supplier organization. For example, Partnership, Corporation.
*Select the industry in which supplier operates: The industry in which the supplier organization operates in.
*Head of Organization Name: This is the supplier organization’s head personnel.
*Head of Organization Email: This is the supplier organization’s head personnel’s official email address. 
*What year was your company incorporated? The year in which the supplier organization was incorporated.
*Annual Revenue of the last financial year in USD: The annual revenue of the supplier organization for the last financial year.
*Region Served: The region where the supplier organization provides its products and services. 
*Sub Region Served: The sub region where the supplier organization provides its products and services.
</div> <div class="image-green-border">[[File:8.0-SRM-CreateSupplierProfile3.png|720px|8.0-SRM-CreateSupplierProfile3.png]]</div> <div class="image-green-border">
 

Supplier Due Diligence Details: Select the appropriate value of the attribute under this section.

*Do you have a quality management process? '''Select''' Yes if the supplier organization has the quality management process, else '''select''' No.
</div>
If a buyer selects Yes, the If you answered yes to the above question, please provide additional details option is enabled. Enter the information if any in this option.
<div class="image-green-border">[[File:8.0-SRM-CreateSupplierProfile4.png|720px|8.0-SRM-CreateSupplierProfile4.png]]</div> <div class="image-green-border"> </div>
*Supplier Payment Information: This section contains the payment details of the supplier.
**Preferred Payment Method: The preferred payment method to be used for the suppliers. For example, Check.
**Preferred Payment Terms: The preferred payment terms agreed upon with the supplier. For example, 60 days.
**Bank Account Information: The bank account information of the supplier.
<div class="image-green-border">[[File:8.0-SRM-CreateSupplierProfile5.png|720px|8.0-SRM-CreateSupplierProfile5.png]]</div> <div class="image-green-border">
 

Tracking for internal use: This section contains the information to be used by the buyer organization as provided by the supplier.

*Latest Qualification Rating: The latest qualification rating of the supplier profile being created. For example, Low Risk.
*Latest Qualification Score: The latest qualification score of the supplier profile being created. For example, 10. 
*Supplier Classification: The criteria that can be used to classify the suppliers for the business category. For example, High Potential Supplier.
*Registration Decision Date: The date on which the supplier registration was approved. This value is populated automatically based on the legal entity (supplier registration record) selected.
*Time taken to complete registration: The time taken by the procurement team to approve the supplier registration.
* Latest Qualification Decision Date: The date on which the qualification was approved for the supplier profile being created.
*Time taken to complete qualification: The time taken by procurement or compliance team to approve the supplier qualification. 
*Qualification Expiry Date: The expiry date of the supplier qualification. 
</div> <div class="image-green-border">[[File:8.0-SRM-CreateSupplierProfile6.png|720px|8.0-SRM-CreateSupplierProfile6.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Select''' the template and '''click''' Next. The Create Supplier Profile page opens <br/> 3. '''Click''' Create Profile to create the supplier profile. The supplier profile is created in Draft state.</div> <div class="image-green-border">[[File:8.0-SRM-CreateSupplierProfile7.png|520px|8.0-SRM-CreateSupplierProfile7.png]]</div> <div class="image-green-border"> </div>
 

=== Viewing Supplier Profile  ===

Buyers can view the supplier profile from the Supplier Management tile. <br/> To view the supplier profile:

1. '''Click''' Supplier Management and then '''click''' Supplier Profile on the Home page. The supplier profile index page opens.
<div class="image-green-border">[[File:8.0-SRM-ViewSupplierProfile.PNG|600px|8.0-SRM-ViewSupplierProfile.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Click''' the icon next to the supplier profile to view it.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-ViewSupplierProfile1.png|720px|8.0-SRM-ViewSupplierProfile1.png]]</div> <div class="image-green-border"> </div>
 

 

=== Editing Supplier Profile  ===

A supplier profile can be edited as follows:

1. '''Click''' Edit Profile on the profile Details page.
<div class="image-green-border">[[File:8.0-SRM-EditSupplierProfile.png|720px|8.0-SRM-EditSupplierProfile.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. Make the desired changes and '''click''' Next.</div> <div class="image-green-border">3. Verify all information and '''click''' Update. The profile will get updated with the latest changes.</div> <div class="image-green-border"> </div> <div class="image-green-border">'''Note''': Buyers or Supplier can edit the supplier profile when its status is Approved and the status changes to Draft after editing it.</div> <div class="image-green-border"> </div>
 

 

=== Approving Supplier Profile  ===

The approvers can perform the following actions on the Supplier Profile Details page.

*Edit Profile
*Approve
*Reject
*Delegate

To approve the supplier profile:

1. '''Click''' Approve on the supplier profile Details page. The Add Note window opens. 
<div class="image-green-border">[[File:8.0-SRM-ApproveProfile.png|720px|8.0-SRM-ApproveProfile.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Type''' the information if any in the Add Note window and '''click''' Add. The status of the supplier qualification changes to Approved.</div> <div class="image-green-border"> </div>
 

 

=== Rejecting Supplier Profile  ===

Approvers can reject the supplier profile if it does not meet the requirements of the buyer organization. 

To reject a supplier profile:

1. '''Click''' Reject on supplier profile Details page. The Add Note window opens.
<div class="image-green-border">[[File:8.0-SRM-RejectProfile.png|720px|8.0-SRM-RejectProfile.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. Enter a note and select a reason for rejection.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-RejectProfile1.png|720px|8.0-SRM-RejectProfile1.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">3. '''Click''' Add. The status of the supplier profile changes to Draft.</div> <div class="image-green-border"> </div>
 

 

=== Recalling Supplier Profile  ===

Buyer or Supplier can recall the supplier profile to make any changes to it as required when it is in Waiting for Approval state.

To recall a supplier profile: 

1.  '''Click''' Recall on supplier profile Details page.  The Add Note window opens indicating to add the reason for recalling the supplier profile.
<div class="image-green-border">[[File:8.0-SRM-RecallProfile.png|720px|8.0-SRM-RecallProfile.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Select''' the Reason Code on the Add Note window and '''click''' Add.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-RecallProfile1.png|720px|8.0-SRM-RecallProfile1.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">The status of the supplier profile changes to Draft again.</div> <div class="image-green-border"> </div>
 

 

=== Delegating Supplier Profile  ===

Approvers can delegate the task of approving or rejecting the supplier profile to other users.

To delegate the supplier profile:

1. '''Click''' Delegate on supplier profile Details page. The Search User window opens.
<div class="image-green-border">[[File:8.0-SRM-DelegateProfile.png|RTENOTITLE]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Search''' the required user or select it from the available list. <br/> 3. '''Click''' Add. The Agreement task delegated successfully message appears.</div> <div class="image-green-border"> </div> <div class="image-green-border">'''Note''': You can recall delegation on supplier profile Details page by clicking Recall Delegation.</div> <div class="image-green-border"> </div>
 

 

== Supplier Profile Details Page ==

Buyers can view the status and details of the supplier profile in various sections of the left navigation pane on supplier profile Details page.

=== Profile Left Pane ===

Here is a brief description of the options in the left navigation pane of supplier profile Details page.

*Summary: Displays the name of the supplier profile instance (that is added when creating), who created it, and supplier profile instance details.
*Details: Displays the details specified when creating the supplier profile instance.
*All: Displays the list of associations relevant to the supplier profile being created.
**Supplier Qualification: Supplier Qualification is the process of ensuring that the registered supplier is qualified to meet the requirements of the buyer organization. Click this option to view the list of associated supplier qualifications. 
*Supplier Master: This manages the details of all suppliers and their organizations. Suppliers are created automatically after qualification is approved and the supplier is added automatically in the supplier master.
*Supplier Contact: This manages the list of all supplier contact information of every supplier organization.  The supplier contact is created automatically in supplier contact master. It is used by Sourcing teams for events such as RFx.
*Team: Displays the members added to the team for this supplier profile instance. '''Click '''the plus icon to add new team members to the supplier profile.
*Collaboration: Allows the internal or external team members to communicate with other internal or external team members by creating topics and posting messages in it.
*Notes: Displays the additional information about the supplier profile if it is added.

 
<div class="image-green-border">[[File:8.0-SRM-SupplierProfileLeftPane.png|720px|8.0-SRM-SupplierProfileLeftPane.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">'''Note''': The left navigation pane for the buyer displays all the options relevant to the supplier profile as against the options displayed relevant to and for the supplier profile. Some options such as Team, Notes are not displayed to the supplier in the left navigation pane.</div> <div class="image-green-border"> </div>
=== History  ===

The History displays how the supplier profile has progressed till now and presents an overall audit for the supplier profile, under History in the left navigation pane on supplier profile Details page. History includes the activities and statuses for supplier profile, with Events, Username, User Role, Date and Time, Details and Notes.
<div class="image-green-border">[[File:8.0-SupplierProfileHistory.png|720px|8.0-SupplierProfileHistory.png]]</div>
'''Accessing Supplier Profile as Supplier '''

External Suppliers can access the supplier profile after onboarding.

To access the supplier profile:

1. '''Click''' Supplier Profile on the Home page. The Search page opens and displays their profile.

2. '''Click''' the supplier profile to be accessed by clicking the eye icon to open the supplier profile in Approved state. 

3. '''Click''' Edit Profile to edit the supplier profile and make the required changes or '''click''' Send for Approval to send the supplier profile for approval. The status of the supplier profile changes to Approved once it is approved by the buyer team.
<div class="image-green-border">[[File:8.0-SupplierProfileSupplierView.png|720px|8.0-SupplierProfileSupplierView.png]]</div>
 

 

== Managing Supplier Hierarchy ==

=== Managing Relevant Supplier Organizations ===

The Supplier Relationship Management application now provides a mechanism to connect supplier organizations with their Parent, Holding or Subsidiary organizations. This is to ensure that you have a complete overview of the business you do with one supplier and its related entities.

Following attributes have been updated or newly introduced when creating or editing supplier registration, qualification, or profile.

•    Vendor Type: It is used to depict the type of vendor. For example, supplier, provider, sub-contractor and so on.<br/> •    Are you a Holding Company: This helps capture whether the selected company is a holding company. Select “Yes” to make it the holding company. Holding companies are setup specifically to group multiple subsidiaries together.  .  <br/> •    Holding Company Name: This displays the list of all holding companies where “Is Holding Company” option is set as “True”. <br/> •    Are you a Parent Company: This helps capture whether the company is the parent company? The default value of this attribute is set to “No”. Select “Yes” to make it the parent company. Parent companies typically have controlling interest in other companies that provides them the right to control other company’s interests.  <br/> •    Parent Company Name: Is the one that has controlling interest and has the right to control  the subsidiaries operations. This option is enabled only if the "Do you have a Parent Company" is selected as "Yes". This displays the list of all parent companies where “IsParentCompany” option is set as “True”. <br/> •    Parent Company DBA: This option is enabled only if the "Do you have a Parent Company" is selected as "Yes". This specifies the name with which the company does the business.<br/> •    Supplier Activation Status: Specifies whether the supplier is active or not.

 

== Unique Supplier ID across Supplier Onboarding ==

After the supplier registration is created, the “Unique Supplier ID”  is populated automatically.
<div class="image-green-border">[[File:8.0-SRM-UniqueSupplierID.png|920px|8.0-SRM-UniqueSupplierID.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">After the supplier registration is approved, and qualification is auto created, the value of the “Unique Supplier ID” is same as that for the supplier registration. <br/> The value for “Unique Supplier ID” is displayed after creating qualification without an existing  supplier registration. </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-UniqueSupplierID1.png|920px|8.0-SRM-UniqueSupplierID1.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"><br/> After the supplier qualification is approved, and supplier profile is auto created, the value of the “Unique Supplier ID” remains the same as that of supplier registration and qualification.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-UniqueSupplierID2.png|720px|8.0-SRM-UniqueSupplierID2.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">When creating another supplier registration or profile for the same vendor with the same legal entity name, an error is displayed indicating that the record already exists.  </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-UniqueSupplierID3.png|300px|8.0-SRM-UniqueSupplierID3.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">ICI allows creating only one registration and one profile per supplier. However, one supplier can have multiple qualifications.<br/> The values for “Legal Entity Name”, “Unique Supplier ID” are not editable as displayed in the image below.  <br/>  </div> <div class="image-green-border">[[File:8.0-SRM-UniqueSupplierID4.png|720px|8.0-SRM-UniqueSupplierID4.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">'''Vendor Database'''</div> <div class="image-green-border"><br/> The masterdata record is created in the vendor database with the same “Unique Supplier ID”. </div> <div class="image-green-border"> </div> <div class="image-green-border">To access the masterdata record:<br/> 1. '''Click''' “Configure” > “Masterdata” and then click the “View Details” icon next to the vendor database masterdata record. </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-VendorDatabase.png|720px|8.0-SRM-VendorDatabase.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">The value for “Unique Vendor ID” is the same as that of “Unique Supplier ID” for Supplier Registration, Qualification and Profile. </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-SRM-VendorDatabase1.png|720px|8.0-SRM-VendorDatabase1.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">The unique vendor ID is stored as a Global Supplier Code in the Supplier Master and Supplier Contact Master.<br/> '''Note''': The Legal Entity Name is the parameter to uniquely identify supplier. Every client implementation can have a different set of identifiers to uniquely identify a supplier.<br/>  </div> <div class="image-green-border">
=== Managing Unique Supplier Records ===

The uniqueness of a supplier record is validated based on a combination of attributes.  One or more of the unique identifier’s attributes can be made editable. This is to account for entities that may change the Legal Entity Name while doing business, considering legal entity name is one of the unique identifier attributes. 

If the unique identifier attributes are configured as editable, only then the attributes will be editable in supplier profile. If such attributes are changed for an organization, the ICI Supplier Relationship Management validates and checks for duplicate records before allowing users to make the change. For example, buyers can edit the existing supplier master using the following steps:

1.     '''Click '''“Masterdata” and then '''click '''the icon next to “Supplier Master”. The Supplier Master “Details” page opens.

2.    '''Edit '''the value in the “Name” option and '''click '''“Update”.
<div class="image-green-border">[[File:8.1srmapp1.png|600px|8.1srmapp1.png]]</div>
The following error is displayed indicating that the supplier already exists.
<div class="image-green-border">[[File:8.1srmapp2.png|480px|8.1srmapp2.png]]</div>
If the supplier does not exist already, then the masterdata record is updated and synchronized with the supplier profile and vendor database.

Users can modify any attributes of the vendor database apart from the unique set of supplier identifiers in Supplier Registration, Qualification or Profile.
</div>

== Supplier Onboarding Dashboard ==

ICI Supplier Onboarding and Diversity Compliance App allows users with appropriate privileges to access the newly introduced “Dashboard” tile. <br/> To access the Supplier Onboarding Dashboard:

1. Click on “Supplier Management” tile on Home page. 
<div class="image-green-border">[[File:Dashboard Access.PNG|720px]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">Users can access the following reports from the “Supplier Management Dashboard” page.</div> <div class="image-green-border"> </div>
*Supplier Registration
*Supplier Qualification 
*Onboarded Supplier Dashboard
*Supplier Profile

'''Supplier Registration Dashboard'''
<ol start="2">
<li>
Click on “Dashboard”. “Supplier Registration” dashboard opens. 
</li>
</ol>

This Dashboard provides overall insight of Suppliers who are registered. Filters such as Registration Status, Annual Revenue, Country etc. facilitate user to get accurate data. 
<div class="image-green-border" paraeid="{f8a17157-1c0c-4b72-ab93-c38ad1a7f3a6}{76}" paraid="336929762">[[File:Supplier Registration Dashboard.png|720px]]</div>
 

Users can filter and view the supplier registration specific information such as :

*The number of registrations filtered by its status. 
*The number of registrations filtered by the product or service categories.
*The number of submitted registrations per year, month or quarter.
*The details   of registrations by the legal entity name, registration status and so on. Clicking the case URL under the Reg code column opens the case details in a new tab.<br/>  

[[File:8.0-SRM-SupplierRegistration.png|720px|8.0-SRM-SupplierRegistration.png]]

'''Supplier Qualification Dashboard '''
<ol start="3">
<li>
Click on “Supplier Qualification” tab from bottom tabs. 
</li>
</ol>

This Dashboard provides overall insight into Supplier Qualifications along with filters such as Case Status, Ownership Status, Supplier classifications etc. 
<div class="image-green-border" paraeid="{f8a17157-1c0c-4b72-ab93-c38ad1a7f3a6}{137}" paraid="593011250">[[File:Qualification Dashboard.png|720px]]</div>
 
<div class="image-green-border">Users can filter and view the supplier qualification specific information such as:</div>
*The number of qualifications filtered by its status. 
*The number of qualifications filtered across the product or service categories.
*The details   of qualifications by the legal entity name, qualification status and so on.   Clicking the case URL under the Case ID column opens the case details in a new tab. 
* It also captures the cases that await supplier inputs for tracking.

'''Onboarding Dashboard'''
<ol start="4">
<li>
Click on “Onboarded Supplier Dashboard” from bottom tabs. 
</li>
</ol>

This Dashboard provides an overview of onboarded suppliers. It has geographical distribution, Supplier on watchlist, Ownership structure section for better clarity on onboarded suppliers. It provides filters such as Profile Status, Products/ Services Provided etc. 
<div class="image-green-border" paraeid="{f8a17157-1c0c-4b72-ab93-c38ad1a7f3a6}{177}" paraid="416222021">[[File:Onboarding Dashboard.png|720px]]</div>
 

Users can filter and view the onboarding specific information such as:

*The number of suppliers onboarded by status and country. 
*The number of suppliers across products, or services.
*The details   of suppliers onboarded based on the legal entity name, and so on.   Clicking the link under the Global Supplier Code column opens the case details in a new tab. 
*It also displays the suppliers on the watchlist that helps the teams to track them.

'''Supplier Profile Dashboard'''
<ol start="5">
<li>
Click on “Supplier Profile” tab from bottom tabs. 
</li>
</ol>
<ol start="6">
<li>
Select supplier from “Legal Entity Name” dropdown  
</li>
</ol>

This dashboard will provide specific supplier profile details along with its evaluation and qualification details. 
<div class="image-green-border">[[File:Supplier Profile.png|720px]]</div>
 

Users can search by the legal entity   name and view the Supplier Profile specific information such as: 

*Details of qualifications linked with the supplier profile.
*Details of supplier contacts linked with the supplier profile

'''Note''': The supplier does have access to the Dashboard. 

'''Performance Evaluation Dashboard '''
<ol start="7">
<li>
Click on “Supplier Evaluation” tab from bottom tabs. 
</li>
</ol>

This Dashboard allows the Procurement team to analyze and evaluate performance of all Suppliers based on status and take appropriate actions with help of KPI metrics performance.  It provides an overview of the ageing of evaluations in review or approval states. Also, the complex process of identifying top and poor performing suppliers is made easy. 
<div class="image-green-border">[[File:Performance Evaluation Dashboard.png|720px]]</div>
'''Performance Score Card Dashboard '''
<ol start="8">
<li>
Click on “Performance Score Card” tab from bottom tabs. 
</li>
</ol>
<ol start="9">
<li>
Select supplier from “Legal Entity Name” dropdown at right navigation. 
</li>
</ol>

  In addition to other dashboards, a 360-degree snapshot of any specific supplier is provided in the Performance Score Card dashboard. Users can view the performance trend, Supplier certificates that are expired or are expiring within 5 days, color coded performance evaluation section, KPI – Expected Rating vs Actual Rating. 
<div class="image-green-border" paraeid="{ec6423c1-ba7c-405c-8136-4ba59b41051f}{58}" paraid="397213703">[[File:Performance Score Card.png|720px]]</div>

== Working with Supplier Evaluation ==

Supplier Evaluation module is part of the Supplier Relationship Management application, which is built on Icertis Contract Intelligence. <br/> Once suppliers are onboarded, users can evaluate suppliers on the products or services they offer. The KPI criteria, schedule, and the evaluators can be set up within the module and on   completing the assessment the supplier can be classified as high performing, low performing or standard supplier.<br/> A routine supplier evaluation can help organizations set expectations from their preferred suppliers and manage low performing suppliers.<br/> Supplier Evaluation can be created using the following details: 

*Supplier Details 
*Evaluation Details 
*Evaluation Schedule
*Outcome 
<div class="image-green-border">[[File:8.1-SupplierEvaluationOverview.png|600px|8.1-SupplierEvaluationOverview.png]]</div>
 
<div class="image-green-border">[[File:8.1-SupplierEvaluationFlow.png|600px]]</div>
 

=== Creating Supplier Evaluation  ===

To create a supplier evaluation: 

Buyers must inherit the specific supplier profile for creating the supplier evaluation.  Buyers can create the evaluation from the “Create” workbench as well as from the supplier evaluation index page. 
<div class="image-green-border">[[File:8.1-SupplierEvaluation1.png|600px|8.1-SupplierEvaluation1.png]]</div>
The “Create Supplier Evaluation” page consists of the following sections. 

1. '''Select''' or enter the information on this page.

*Supplier Details: This section includes the basic information about the supplier such as: 
**Unique Supplier ID
**Legal Entity Name
**Vendor Type 
**Industry in which the supplier operates 
**Products/Services Provided 
**Primary Contact First Name 
**Primary Contact Last Name
**Primary Contact Email 
*Evaluation Details: This section includes the evaluation specific information such as:
**Evaluation ID: The unique identification details of the supplier evaluation that is generated automatically after creating.
**Evaluation to be performed for: This consists of the following options.
***Suppliers across all products/services : The suppliers are evaluated for all products and service offerings.
***Suppliers for a particular product/service category: Suppliers must select the product or service offerings for which the supplier must be evaluated. Selecting this option enables the option to select the “Product/Service category for evaluation”.
***Supplier for a particular Agreement: Suppliers are prompted to capture agreement ID for reference when evaluating the supplier performance against a specific agreement. Selecting this option enables the option to enter the “Agreement ID”.
**Evaluation Type: Buyers can perform different types of evaluations depending on the type of industry. For example, Technical evaluation is conducted to ensure that the supplier is capable of providing relevant products or services with the required quality.
**Evaluation Sub Type: This captures the evaluation details and categorization.
**Triggering Event: Is the event that initiates the performance evaluation for the supplier.
*Evaluation Schedule: This section includes the evaluation schedule specific parameters such as :
**Performance Evaluation Period Start Date   : This is used for capturing the start date of the time in which supplier performance is evaluated. For example, if the supplier is evaluated for the past quarter, then enter the date as 1 January 2022. 
**Performance Evaluation Period End Date : This is used for capturing the end date of the time in which the supplier performance is evaluated. For example, if the supplier is evaluated for the past quarter, then enter the date as 31 March 2022.
**Completion Due Date: This is used to capture the deadline by which the supplier evaluation must be completed.
**Actual Completion Date: This captures the actual date of completing the supplier evaluation.
**Time taken to complete Evaluation: This calculates the time taken to complete the supplier evaluation (in days).
**Evaluation is valid for (in Months) : This defines the time in months for which the performance scoring and classification will be valid. 
**Evaluation validity date: Is the addition of the actual completion date and the period for which the evaluation is valid for. ICI Supplier Relationship Management computes the date till when the performance scoring and classification will be valid.
*Outcome: This section includes the evaluation outcome specific parameters such as:
**Performance Evaluation Overall Score : It is the sum of the actual score of all the Evaluation KPIs added to the supplier evaluation.
**Performance Evaluation Overall Rating : Supplier performance overall rating is defined based on the overall evaluation score.
**Rating Comments (If Any): This is the additional information to justify the comments added for a particular supplier when performing the evaluation. 
**Supplier Performance Classification: This helps in classifying the performance and defining the relationship with the supplier. For example, a supplier can be a high performing supplier, standard supplier etc.
**Does Supplier require development plan for performance improvement and monitoring periodically: This option will be enabled when the supplier is classified as poor performing supplier. 
**Development Plan Comments: The development plan is introduced for suppliers classified as poor performers. 
**Create Tracking Obligation: This is enabled if the supplier requires a development plan and if tasks need to be created for tracking the performance improvement.
**Create Tracking Risk: This is enabled if the supplier requires a development and if there are risks involved in the process of performance improvement.

2. '''Click''' “Next” to open the “Verify” page and verify the information added.
<div class="image-green-border">[[File:8.1-SupplierEvaluation2.png|720px|8.1-SupplierEvaluation2.png]]</div>
3. '''Click''' “Create Evaluation”. The evaluation is created in “Evaluation Initiated” state. 
<div class="image-green-border">[[File:8.1-SupplierEvaluation3.png|720px|8.1-SupplierEvaluation3.png]]</div> <div class="image-green-border"> </div>

=== Supplier Evaluation Details Page''' ''' ===

The Supplier Evaluation Details page is based upon the standard ICI structure. 

'''Evaluation Left Pane '''

These are the left pane items seeded with the supplier evaluation “Details” page for the buyer team.

*Summary: Displays the name of the Supplier Evaluation (that is added while creating), who created it, and Supplier Evaluation instance details. 
*Details: Displays the details specified while creating the supplier evaluation.
*History: Displays how the supplier evaluation has progressed till now, including the actions performed in supplier evaluation, as is under “History” in the left pane. Buyers can also view the history by clicking the status of the supplier evaluation which opens the “History” drawer. 
<div class="image-green-border">[[File:8.1-SupplierEvaluation-History.png|500px|8.1-SupplierEvaluation-History.png]]</div>
*Associations: Displays the number of associated documents to the supplier evaluation. Click the plus icon to add new associations to the supplier evaluation.
**Supplier Profile: Displays the supplier profile associated with the supplier evaluation. 
**Supplier Documents: Supplier documents can be accessed by buyers and suppliers. Suppliers can provide additional information relevant to evaluation as per the requirement. Click the plus icon to create the supplier documents.
**Evaluation KPI: Displays the key performance indicators based on which the supplier will be evaluated. Click the plus icon to create the evaluation KPI. 
**Internal Documents: Displays the list of documents relevant to the supplier being evaluated and are visible to the buyer team only.

The left navigation pane also displays the Commitments, Collaboration, Team, Notes relevant to the supplier evaluation. 

'''Note''' : Suppliers get limited access on the left navigation pane on the evaluation “Summary” page based on the privileges.
<div class="image-green-border">[[File:8.1-SupplierEvaluation-LeftPanel.png|920px|8.1-SupplierEvaluation-LeftPanel.png]]</div>
 

=== Editing Evaluation ===

A Supplier Evaluation can be edited as follows: 

1. '''Click''' “Edit Evaluation” on the Supplier Evaluation “Summary” page. The “Edit Supplier Evaluation” page opens.
<div class="image-green-border">[[File:8.1-EditEvaluation.png|400px|8.1-EditEvaluation.png]]</div>
2. Make the desired changes and '''click''' “Next”.

3. '''Verify''' all the information and '''click''' “Update”. The evaluation will get updated with the latest changes. 
<div class="image-green-border">[[File:8.1-EditEvaluation1.png|720px|8.1-EditEvaluation1.png]]</div>
 

=== Supplier Outreach ===

Buyer organization often needs more information from suppliers when performing supplier evaluation. Suppliers are provided temporary and restricted access to ICI to provide missing documents. Suppliers can then submit the documents or raise queries.

Request Review option is not displayed when the evaluation is in progress. <br/> Discard Evaluation option is displayed only when the evaluation is in the initiated state. <br/>  

To perform supplier outreach:

1. '''Click''' “Request Review” on the supplier evaluation “Summary” page. The “Request Review” window opens indicating to select the supplier user from the “Third Party” tab.
<div class="image-green-border">[[File:8.1-SupplierEvaluation-Outreach.png|720px|8.1-SupplierEvaluation-Outreach.png]]</div>
2. '''Select''' the supplier contact on the “Third Party” tab to whom you want to send the supplier evaluation for review and '''click''' “Send”.

'''Note''': Buyers can add additional information in the “Add Note” section before sending it for supplier review. 
<div class="image-green-border">[[File:8.1-SupplierEvaluation-RequestReview.png|720px|8.1-SupplierEvaluation-RequestReview.png]]</div>
Suppliers receive a note in the form of email notification indicating the documents that are missing to complete the process of supplier evaluation. <br/> The status of the supplier evaluation changes to “Review Pending”.  Buyers can perform the following actions at this stage:

*Download All: This allows downloading the supplier evaluation along with all the supporting documents. 
*Cancel Request: This allows cancelling the review of supplier evaluation. 

Suppliers can perform limited actions at this stage:

*Adding Supplier Documents: Suppliers can add additional documents to support the supplier evaluation.
*Approve: Allows approving the supplier evaluation documentation.
*Reject: Allows rejecting the supplier evaluation documentation.
<div class="image-green-border">[[File:8.1-SupplierEvaluation-RequestReview2.png|RTENOTITLE]]</div> <div class="image-green-border"> </div>

=== Adding Evaluation KPI ===

Buyers can add evaluation KPIs when the evaluation is in “Evaluation Initiated” state. Evaluation KPIs are the quantifiable measure of supplier performance for the decided timeline. 

To add Evaluation KPI: 

1. '''Click''' the plus icon next to “Evaluation KPI” on the Evaluation “Details” page.
<div class="image-green-border">[[File:8.1-SupplierEvaluation-Add KPI.png|920px|8.1-SupplierEvaluation-Add KPI.png]]</div>
2. '''Select''' or '''enter''' the details in the following sections.

*Supplier Details : The information is populated automatically based on the information entered while creating the supplier evaluation for the following options. 
**Evaluation to be performed for  : This consists of the following options
***Suppliers across all products/services : The suppliers are evaluated for all products and service offerings. 
***Suppliers for a particular product/service category: Suppliers must select the product or service offerings for which the supplier must be evaluated. Selecting this option enables the option to select the “Product/Service category for evaluation”. 
***Supplier for a particular Agreement: Suppliers are prompted to capture agreement ID for reference when evaluating the supplier performance against a specific agreement. Selecting this option enables the option to enter the “Agreement ID”.
**Evaluation Type: Buyers can perform different types of evaluations depending on the type of industry. For example, technical evaluation is conducted to ensure that the supplier can provide relevant products or services with the required quality. 
**Evaluation Sub Type: This captures the evaluation details and categorization. 
**Completion Due Date: This is used to capture the deadline by which the supplier evaluation must be completed.
*Evaluation Department Details: This section captures the hierarchy of business unit of the evaluator who will assess the KPIs.
**Evaluation Party: This is the internal or external organization responsible for performing supplier evaluation.
**Business Unit: Is the business unit responsible for performing the supplier evaluation. For example, product management.
**Functional Team: Is the team within the business unit who is responsible for performing the supplier evaluation. For example, product management applications team. 
**KPI Evaluator: Is the individual person responsible for performing the supplier evaluation. 
**Other KPI Evaluator: Buyers can add more than one KPI evaluators in case the assigned evaluator is not available. 
**KPI Evaluation Approver: Is the user responsible for approving the evaluation performed based on the defined KPIs.
*KPI Details: This section contains the following options. 
**KPI Category: Is the category of the KPI against which the supplier performance is evaluated. For example, Annual Revenue of the supplier organization.
**KPI Metric Name: Are the specific metrics that must be captured under the KPI category against which the supplier performance is evaluated. For example, revenue gains in terms of percentage.
**Unit of Measurement: Is the unit against which the KPI metrics are captured. For example, percentage,
**Expected Rating : Is the rating that is expected as an outcome of the performance evaluation of the supplier.
**Tolerance Threshold Rating: Is the minimum rating expected as an outcome of the performance evaluation.
**KPI Weightage: Is the  weight of the KPIs based on which the supplier performance will be evaluated.
**Value : Is used to capture the absolute KPI score without weightage. 
**Actual KPI Score: It is the multiplication of the values added in KPI Weightage and Value options. This score is used in calculating the performance evaluation overall score.
**Actual Rating: Is the actual rating added for a particular supplier after evaluating.
**Rating comments (if any): This is the additional information to justify the comments added for a particular supplier when performing the evaluation.
**Deviation from Threshold Rating  : Toggle the button as “Yes” in case there is a deviation in the supplier performance rating from the tolerance ratings.
<div class="image-green-border">[[File:8.1-SupplierEvaluation-Add KPI1.png|600px|8.1-SupplierEvaluation-Add KPI1.png]]</div>
3. '''Click''' “Next”. The “Extension Attributes” window opens displaying the configured questions.

4. '''Select''' or enter the appropriate answers to the questions configured under extension attributes. For example, toggle the option to “Yes” for “Is the Price under Company Structure” and enter the value for “Is the Price under Company Structure Comment” as appropriate.

'''Note''': The questions added under Extension Attributes are defined by buyer team. 

5. '''Click''' “Create”. The evaluation KPI is created, and the count is updated in the left navigation pane on the supplier evaluation “Details” page. 
<div class="image-green-border">[[File:8.1-SupplierEvaluation-Add KPI2.png|720px|8.1-SupplierEvaluation-Add KPI2.png]]</div> <div class="image-green-border"> </div>

=== Starting the Evaluation ===

It is mandatory to add an evaluation KPI before starting the evaluation.  On clicking “Start Evaluation” the evaluation KPIs are sent for assessment to the evaluator if they are not in “Approved” state already.

'''Note''': Clicking “Start Evaluation” before adding an evaluation KPI displays an error indicating to add evaluation KPI. 
<div class="image-green-border">[[File:8.1-SupplierEvaluation-Start-Error.png|300px]]</div>
To start evaluation: 

1. '''Click''' “Start Evaluation” on the evaluation “Details” page. The “Please Confirm” window opens indicating to review if the evaluation KPI are ready before sending to evaluator. Click “Yes” or “No” dependent on whether you want to start evaluation. Clicking “Yes” changes the evaluation status to “Evaluation in Progress  ”.   Clicking “No” keeps the evaluation in the “Evaluation Initiated” state.
<div class="image-green-border">[[File:8.1-SupplierEvaluation-Start.png|450px]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.1-SupplierEvaluation-Start1.png|920px]]</div>
 

=== Submitting the Evaluation  ===

Evaluators can submit the evaluation after performing all the necessary steps. <br/> To submit the evaluation: <br/> 1. '''Click''' the eye icon next to the relevant task under “My Tasks” that displays the relevant supplier evaluation to be submitted. The Evaluation KPI “Summary” page opens. 
<div class="image-green-border">[[File:8.1-SupplierEvaluation-Submit.png|600px|8.1-SupplierEvaluation-Submit.png]]</div>
2. '''Click''' “Edit” to edit the supplier evaluation and add the scores, answer questions, and '''click''' “Next”. 
<div class="image-green-border">[[File:8.1-SupplierEvaluation-Submit1.png|520px|8.1-SupplierEvaluation-Submit1.png]]</div>
3. '''Click''' “Update” to open the evaluation KPI “Summary” page.

4. '''Click''' “Submit Evaluation” after making the necessary updates to the evaluation. The “Add Note-Submit Evaluation” window opens.
<div class="image-green-border">[[File:8.1-SupplierEvaluation-Submit2.png|920px|8.1-SupplierEvaluation-Submit2.png]]</div>
5. '''Add''' the desired information on the “Add Note- Submit Evaluation” window and '''click''' “Add”.
<div class="image-green-border">[[File:8.1-SupplierEvaluation-Submit3.png|600px|8.1-SupplierEvaluation-Submit3.png]]</div> <div class="image-green-border"> </div>
The status of the evaluation KPI changes to “Approved  ” .
<div class="image-green-border">[[File:8.1-SupplierEvaluation-Submit4.png|920px]]</div>

=== Closing the Evaluation  ===

On closing the evaluation, the actual score of the evaluation KPIs is set automatically based on the addition of all evaluation KPIs. <br/> If the evaluation KPI is not approved, an error message is displayed indicating that evaluation KPI is ongoing.
<div class="image-green-border">[[File:8.1-Closing Evaluation Error.png|300px]]</div> <div class="image-green-border"><br/> After all the evaluation KPIs are approved, buyers can close the supplier evaluation. </div> <div class="image-green-border"><br/> To close the evaluation:</div>
1. '''Click''' “Close Evaluation” on the evaluation “Details” page. The “Please Confirm” window opens indicating to confirm closing the evaluation.
<div class="image-green-border">[[File:8.1-ClosingEvaluation.png|300px]]</div>
2. '''Click''' “Yes” to confirm closing the evaluation.  The status of the evaluation changes to “Evaluation Completed”.  Clicking “No” on this window keeps the evaluation status to “Evaluation in Progress”.

After the evaluation is completed, buyers can define the performance classification. For low performing suppliers, buyers can define a plan as per the requirement using the “Edit Evaluation” section.
<div class="image-green-border">[[File:8.1-ClosingEvaluation1.png|920px]]</div>
 

=== Sending the Evaluation for Approval  ===

Buyers can send the evaluation for management approval after the evaluation is completed. This changes the status of the supplier evaluation to “Waiting for Approval” state.
<div class="image-green-border">[[File:8.1-SendingEvaluationforApproval.png|920px]]</div>
The approver from the buyer team can perform the following actions in this stage.

*Start Internal Assessment: This allows performing the internal review of the supplier evaluation after the supplier evaluation is completed.
*Approve: This stage involves approving the supplier evaluation.
*Rework Required: This stage involves rejecting and sending the supplier evaluation for rework.
*Download All: Allows downloading the supplier evaluation along with its attachments.
*Delegate : Allows delegating the process of approving the supplier evaluation.
*Recall: Buyers can recall the evaluation sent for approval. 
*Review Evaluation: This allows sending the evaluation for additional reviews as per the requirement.

=== Starting Internal Assessment ===

To start internal assessment: 

1. '''Click''' “Start Internal Assessment” on the evaluation “Details” page. The “Edit Supplier Evaluation” page opens.
<div class="image-green-border">[[File:8.1-StartingInternalAssessment.png|920px|8.1-StartingInternalAssessment.png]]</div>
2. '''Make''' the required changes to the “Edit Supplier Evaluation” page and '''click''' “Update” to complete the internal assessment. 

 

=== Approving the Supplier Evaluation  ===

On approving the supplier evaluation, the supplier evaluation status changes to “Evaluation Approved”. 
<div class="image-green-border">[[File:8.1-Approving Evaluation.png|920px]]</div>
Supplier evaluation can be rejected by clicking the “Rework Required” on the evaluation “Summary” page. Rejecting the supplier evaluation changes its status to “Evaluation Initiated”. 

'''Note''': Approvers can request for additional information about the evaluation using the “Review Evaluation” option on the evaluation “Summary” page. 

=== Recalling the Supplier Evaluation ===

Buyers can recall the supplier evaluation only after the evaluation is completed and its status changes to “Waiting for Approval”.

To recall the supplier evaluation: 

1. '''Click''' “Recall” under the three dots on the supplier evaluation “Summary” page. The “Add Note-Recall” window opens. 
<div class="image-green-border">[[File:8.1-RecallEvaluation.png|920px|8.1-RecallEvaluation.png]]</div>
2. '''Type''' the necessary information on the “Add Note-Recall” window and '''click''' “Add”.
<div class="image-green-border">[[File:8.1-RecallEvaluation1.png|720px|8.1-RecallEvaluation1.png]]</div>
This changes the status of the evaluation to “Evaluation Initiated”. 

3. '''Click''' the icon next to the evaluation KPI to open it and click “Edit” on the evaluation KPI “Summary” page. The “Edit KPI” page opens which now displays a new section called “Re-evaluation Requirements”.
<div class="image-green-border">[[File:8.1-RecallEvaluation2.png|920px]]</div>
4. '''Toggle''' the “Is KPI re-evaluation required” option as “Yes" and click “Next” to open the “Extension Attributes” section.
<div class="image-green-border">[[File:8.1-RecallEvaluation3.png|300px]]</div>
5. '''Click''' “Update”. The Evaluation KPI is updated with the latest information and its status changes to “Draft”.
<div class="image-green-border">[[File:8.1-RecallEvaluation4.png|920px]]</div>
6. '''Click''' the link under “Parent Record” on the evaluation KPI  “Summary” page and perform the evaluation process again as described in the above sections and send it for approval after completing the evaluation. 

=== Discarding the Evaluation ===

Buyers can discard the supplier evaluation while initiating the evaluation. <br/> To discard the supplier evaluation:<br/> 1. '''Click''' “Discard Evaluation” on the evaluation “Summary” page. The “Please Confirm” window opens indicating to confirm whether the evaluation must be deleted.
<div class="image-green-border">[[File:8.1-Discarding Evaluation.png|300px]]</div>
2. '''Click''' “Yes” to confirm deleting the supplier evaluation. The supplier evaluation is deleted, and the buyer user is redirected to the supplier evaluation index page. 

 

 

'''Related Topics''': [[Agreement_Management|Agreement Management]] 

File:Performance Evaluation Dashboard.png

2022-08-05T05:36:14Z

IDT-1: IDT-1 uploaded a new version of File:Performance Evaluation Dashboard.png

File:Supplier Registration Dashboard.png

2022-08-05T05:36:04Z

IDT-1: IDT-1 uploaded a new version of File:Supplier Registration Dashboard.png

File:Supplier Profile.png

2022-08-05T05:35:57Z

IDT-1: IDT-1 uploaded a new version of File:Supplier Profile.png

File:Qualification Dashboard.png

2022-08-05T05:35:47Z

IDT-1: IDT-1 uploaded a new version of File:Qualification Dashboard.png

File:Performance Score Card.png

2022-08-05T05:35:39Z

IDT-1: IDT-1 uploaded a new version of File:Performance Score Card.png

File:Onboarding Dashboard.png

2022-08-05T05:35:28Z

IDT-1: IDT-1 uploaded a new version of File:Onboarding Dashboard.png

File:Dashboard Access.PNG

2022-08-05T05:35:19Z

IDT-1: IDT-1 uploaded a new version of File:Dashboard Access.PNG

File:Supplier Registration Dashboard.png

2022-07-22T06:55:28Z

IDT-1:

File:Supplier Profile.png

2022-07-22T06:55:22Z

IDT-1:

File:Qualification Dashboard.png

2022-07-22T06:55:08Z

IDT-1:

File:Performance Score Card.png

2022-07-22T06:54:49Z

IDT-1:

File:Performance Evaluation Dashboard.png

2022-07-22T06:54:44Z

IDT-1:

File:Onboarding Dashboard.png

2022-07-22T06:54:39Z

IDT-1:

File:Dashboard Access.PNG

2022-07-22T06:54:34Z

IDT-1:

Reports

2022-06-09T10:50:47Z

IDT-1:

= Reports Overview =

ICI provides a number of out-of-the-box reports that have been strategically articulated to cater specific business needs. They provide an insight to different entities, states and progress of your Agreements, Clauses and Templates so that you can take necessary actions. They enable you make informed decisions by analyzing processes, cycle times, deviations, risks (expiry, renewal, actions pending, and so on.) and SLA’s at each level of an Agreement. Using the right filters to generate vital Reports provides clarity, allows you to correlate functionalities, and improve response time. Such information is valuable to the organization and has a positive impact on your business. It helps you identify future direction, improve performance, mitigate risk and increase revenue.

In ICI, Reports have been grouped based on their usage into Admin, Legal and Compliance, and Workflow for ease-of-use. You can view only those Reports that you are authorized to. You can either view all Reports together or you have the option to filter the reports based on the grouping, using the drop-down or the tabs. You can access individual Reports by clicking them and providing filters for each of them based on your specific requirement. 

Reports are now enhanced to be displayed as per the language selected in the Locale Settings in the User Preferences. These reports are driven on the basis of user profile Language settings.

You also have the option to export the Reports to Excel, CSV or PDF formats. 

ICI offers the functionality to classify Business Type/ Contracting agreement type at contract type level. With this release, core reports will be limited to Contracting business application type. Users with access to standard and insights reports will only be able to see data related to agreements with Contracting business application type. Thus, the reporting data would not contain any sourcing agreements.<br/>  

== Types of Reports ==

In this section, let us understand ICI Reports in detail.

Reports are mainly divided into 2 groups:

1. '''Default Reports: '''ICI provides a number of out-of-the-box Reports that have been strategically designed to cater to specific business needs. Although these Reports are default, the user will only be able to view the Reports that they are authorized to. Based on their usage, these Reports are displayed on the Agreement Details page or the Report tile.
<div class="note-box">'''Note''': Even if the users are authorized to view/access a specific report, the privileges of the Reports further follow the authorization that the user has in ICI. If the user does not have the privileges to view a particular set of Agreements in ICI, for example, they would not see those in the Report even though they have the view privileges for Reports.</div>
2. '''Custom Reports: '''Customized Reports may be deployed in ICI based on the requirements of the customer by editing default reports or by creating entirely new custom reports or by deploying reports provided by the customer. These reports are customized for a customer based on their requirement.
<div class="image-green-border">[[File:Custom reports.png|720px|Custom reports.png]]</div>
 
<div class="image-green-border"> </div> <div class="image-green-border">3. '''Dynamic Reports: '''These reports can be generated by the user through a configurable option (that can be turned On/Off) of providing the Advanced Analytics tile on the Dashboard as an additional entity with access controlled through Security Groups. This Power Business Intelligence (BI) integration with ICI allows the user to generate dynamic reports on the fly, save the reports and access them quickly using the Advanced Analytics tile, control access to generated reports through Security group, and query the database in the form of normal questions and get results. To know more, click on the related topic below.<br/>  </div>
Here is the list and a brief description of Reports in ICI. 

*'''Detailed Report: '''This Report is Agreement specific and provides details of all the Associations of an Agreement entity-wise. It provides detailed view of all related entities to the Agreement such as, Commitments, Rules, History, and so on. It provides a complete view of the Agreement without the user having to navigate to multiple tabs for the same information. It is extremely convenient when the Agreement along with associations are required to be sent for offline reviews and audits. It helps to assess the accuracy of Associations. This helps in performing compliance checks to correct the outliers (where associations are not made).
*'''Attributes Value Report: '''Captures the values of the attributes and all the edits made to this over the lifecycle of the Contract till date. This Report actually replaces the earlier Export Attribute values on the Agreement entity.
*'''Clause Deviations Report:''' This Report is Agreement specific and provides a text comparison of the standard and the deviated Clause and highlights the difference between them for the specific Agreement from which it was accessed. It provides visibility into the Clauses that are deviated, by whom, the date and time, in what state, the approver and the approval date and time. It helps a legal person detect Clauses that get deviated frequently and make appropriate changes in the library to further reduce cycle times during contract negotiations. 
*'''Expiring Agreements:''' Displays a list of executed Agreements that will expire in next 30,60 or 90 days. 
*'''Agreement Deviation:''' Provides details related to Agreements that have registered deviations from the standard Clause language definitions in the library.
*'''Agreement Clause Content Report:''' Provides the Clause content (Clauses used in the Agreement Templates) for selecting a single or multiple Contract Type.
*'''Attribute Information Report:''' This is an existing Report that provides details of the attribute properties or metadata across its usage in different Contract Types. There are filters that help streamline the attribute information for the user – “Group by” the report data by “Attribute” name or “Contract Type”.
*'''Expired Agreements Report:''' This is a new Report that displays all the contracts that expired in the last 30, 60 or 90 days.It helps you to make informed decisions on the renewals or terminations of contracts. The mapping of these Agreements with expiring Agreements helps make important revenue decisions. 
*'''Average Agreement Turn Around Time:''' Provides information on the average number of days required for executing an Agreement or Amendment, from the date of its creation till the date of its execution.
*'''Clause Profiling Report:''' Helps in the mapping of Clauses to the corresponding Templates, with respect to the selected Contract Types. It helps application administrators to view the impact of a particular Clause on all the Templates that have the Clause added in the system. It displays the Clause, its corresponding version, and the Template details in which that Clause has been incorporated. The base entity for the Report is Clause. Even if the Clause does not have an associated Template, it would appear in the Report.  
*'''Clause Summary Report''': The Clause Summary Report helps clause administrators to understand the impact any changes made to a clause would have. This would enable them to assess how any clause has been used across different agreements, amendments, associations and templates. Further, these users would be able to identify which version of a clause was used in a particular entity.
*'''Template Clause Report:''' Helps in the mapping Templates to the corresponding Clauses, with respect to the Contract Types. It helps application administrators to view the impact when a particular Clause or Template is changed in the system. It displays the Template, its corresponding version and the Clauses present in the respective Template. The base entity for this Report is the Template. 
*'''Cycle Time Report:''' Shows the cycles for an Agreement and the change of states from the date of creation to the date of execution as well as the elapsed time. The purpose of this Report is to enable the user to detect the deficiencies in the processes and turnaround time for tasks. It helps in identifying the patterns that lead to longer cycle times and take corrective actions in the process and streamline it better. 
*'''User Profiling Report''': Helps you to find details associated to an individual user such as the role, groups and the associated entities. This enables the user to interpret the impact of the user on the system, impact of de-provisioning a user and so on. This Report helps analyze the critical actions pending for a user that may have a big impact. It also provides a direct link to the records and configuration modification that can help in curbing the impact. This Report can also a prerequisite to the Replace User functionality. 
*'''User Login Report:''' Provides information of all user logins for a selected date range. It provides an insight on the adoption of the tool by providing details for the user as well as which function, unit and region is using the tool.
*'''Signature Type Report:''' Provides information on the percentage of Contracts that have been executed manually compared to electronically. Since this involves the entire ecosystem and is a time-consuming process, this Report  provides visibility into the number of contracts that are signed manually against those signed electronically to facilitate compliance and adoption.
*'''Clauses Pending Approval:''' Provides information on the number of Clauses that are pending approval for an Agreement or Amendment along with the duration and the version.
*'''Agreements Pending Execution:''' Yields data on the number of Agreements or Amendments that await “Internal Signature”, “External Signature”, and/or “Waiting for Signature”, along with the duration and status changed date.
*'''Templates Pending Approval:''' Provides details related to Templates pending approvals, along with the duration and version.
*'''Agreements Pending Approval:''' Yields information on the number of Agreements or Amendments that are in the Waiting for Approval state.
*'''Approved Requests Waiting For Contract Creation''': Provides a consolidated list of Requests for which the contract initiation has not begun.This Report enables the user the user to view all the actions that need to be taken and reduce chances of missing pending Requests to create Contracts. However, if the correct filters are applied for the Contract Type, date of request creation, approvals and request submission, this Report provides a consolidated list of Requests that are pending action. Without this Report, the user would need to apply the right filters in the Search field to get the desired outcome.
*'''CLM Activity Report:''' Provides a quick view for the CTOs, CFOs, etc. on the current high level status of the Agreements, Contract Requests and user activity to gauge the adoption of the ICI platform in their organization and take corrective action to increase adoption of the platform. The report can be filtered on the Frequency either Day Wise (default), Week Wise and Month Wise.  
*'''Masterdata Information Report: '''Displays a summary of Masterdata and helps the user easily identify all the areas that will be affected or need to be modified by any change to the Masterdata Attribute values. The user can update and extract this detailed report on Masterdata and subsequently any reference of it in Rules, Contract Types, Contract Request, Masterdata, Agreements/ Amendments, Associations and User Groups where the given Masterdata Attribute value to make informed decisions. To access this report, users must have Configuration and Security group access. 

ICI provides the ability to define sub-roles for the Approver role. With this, all the capabilities of the Approver are were enabled for users at the sub-role level. This capability has now been extended to reports so that users can have relevant information and make informed decisions. <br/> With this release, the Detailed Report, User Profiling Report and Agreements Pending Approval Report have now been modified to display the Approver sub-roles such as Contract Admin, Legal Approver and others.

 

== [[Types_of_Reports|Categories of Reports]] ==

Reports that are available on different tabs of the Reports tile are further categorized into the following groups: 

*Legal and Compliance
*Admin
*Workflow
*Obligation Management
*Sourcing

Reports that are Agreement specific are available on the Agreement Details page. 
<div class="note-box">'''Note:''' Although these reports are default, you can only view the reports that you are authorized to. </div>
 

 

== Localization of Reports ==

To change the localization settings of a report:

1. '''Select''' Preferences to view your preferences. The My Preferences window opens.

2. '''Click '''Locale Settings to view the options.

3. '''Select '''Language to choose a language that you would like to view the report in.

4. '''Select '''the Time Zone, Date Format and Time Format options for the drop-down list for the selected language.

5. '''Click '''Save to save your options.
<div class="image-green-border">[[File:Localization 1.png|720px|Localization 1.png]]</div>
6. '''Click '''the Reports tab.

7. '''Select '''the report that you want to view.

8. '''Click '''the chart to view the details of the selected report.
<div class="image-green-border">[[File:Localization 2.png|720px|Localization 2.png]]  </div>
 The report columns will be displayed based on the selected filters.
<div class="image-green-border"> </div> <div class="image-green-border">[[File:Wiki reports localization 4.png|720px|Wiki reports localization 4.png]] </div> <div> </div>
== Improving localization on reports ==
<div> </div> <div>The ICI platform is widely used to manage contracts across the globe. Hence, adapting existing products to new markets through translation and localization management is key for global business growth. In this view, localization support is now being enhanced in reports.</div> <div> </div> <div>Localization has now been enabled for the following attributes:</div>
*Type of Paper (Own/ Third Party)
*Signature Type (Electronic Signature, Manual Signature and Hybrid Signature)
*Signature Sequence (External First, Internal First and Mixed Signature)
*Choice/ multi-choice attributes 
*Status/ Business Status (for example, Agreement status, Amendment status, and so on)
<div> </div> <div>This is applicable to the following Core reports – Agreement Clause Content Report, Agreement Deviation Report, Agreement Pending Execution Report, Attribute Information Report, Average Agreement Turnaround Time Report, Clause Profiling Report, Clauses Pending Approval Report, CLM Activity Report, Expired Agreements Report, Expiring Agreements Report, Masterdata Information Report, Signature Type Report, Template Clause Report, User Login Report and User Profiling Report.</div> <div> </div> <div>For example, the below screenshot displays the Agreements Pending Execution Report with its input fields and values localized from English to German :</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Improving localization 1.png|720px|Improving localization 1.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Improving localization 2.png|720px|Improving localization 2.png]]</div> <div><br/> In another example, the Signature Type Report is displayed as shown below in English and French respectively:</div> <div class="image-green-border">[[File:Improving localization 3.png|720px|Improving localization 3.png]]</div> <div class="image-green-border"> </div> <div> </div> <div class="image-green-border">[[File:Improving localization 4.png|720px|Improving localization 4.png]]</div> <div> </div>
== Displaying Date and Time as per User Preferences ==
<div>
Previously, all Date related columns and parameters in all ICI reports were displayed in the UTC Time Zone in the mm/dd/yyyy format. ICI allowed users to set the Date and Time format as per their preferred locale settings.

With this release, all reports will display the Date and Time as per the Time Zone set by the user in the user preferences.
<div class="image-green-border">[[File:Displaying Date 1.png|720px|Displaying Date 1.png]]</div> </div> <div>
However, the following points need to be noted:

*When reports are exported to CSV format, due to the inherent property of the CSVS files, the Date and Time format of the Date columns will be as per the user's local machine format, not as per the User Preferences set in ICI.
*In all reports, where the parameters to generate the reports have dates (for example, Created Start Date andCreated End Date in the Cycle Time Report), the default value in these fields are displayed in the UTC time zone. However, when the user changes values in these fields and generates the reports, the dates will then be displayed as per the user’s local time.
</div> <div>
*If the Date Format selected in the user’s preferences is dd-mmm-yy, the date value in the field gets converted to the month & vice-versa. As a workaround, the date format in this field has been set as mmmm-dd-yyy, so that the default value is displayed as per the user’s expectations. However, the date format when the report is generated is displayed as per the user’s preferences. For example, if the user selects the Date Format as dd-MMM-yy in My Preferences, then the dates displayed in the Cycle Time Report fields Created Start Date and Created End Date are actually set as mmmm-dd-yy.
</div> <div class="image-green-border">[[File:Displaying Date 2.png|720px|Displaying Date 2.png]]</div>
 

 

== Using the Timezone filter ==

1. '''Click''' the Reports tile on the Dashboard. The Reports page opens.
<div class="image-green-border">[[File:Time Zone Filter 1.png|720px|Time Zone Filter 1.png]]</div>
2. '''Click''' a report Dashboard tile, for example User Login Report. The report opens in a new tab.
<div class="image-green-border"> </div> <div class="note-box">'''Note''': The Time Zone parameter is only available in the following default reports - Agreements Pending Execution Report, Agreements Pending Approval Report, Clauses Pending Approval Report, Templates Pending Approval Report, Agreement Clause Content Report, User Login Report, Signature Type Report, Cycle Time Report, Approved Requests Waiting For Contract Creation Report, Masterdata Information Report, Clause Deviations Report, Clause Summary Report and Detailed Report.</div>
3. '''Enter''' a User Name for which you want to view the report.
<div class="image-green-border">[[File:Time Zone Filter 2.png|720px|Time Zone Filter 2.png]]</div>
4. '''Click''' View Report. The default time zone of the report is (UTC) Coordinated Universal Time, based on which the Login Date & Time column is displayed. 
<div class="note-box">'''Note''': The default time zone is based on the Time Zone selected under Locale Settings under Preferences.</div> <div class="image-green-border">[[File:Time Zone filter 4.png|720px|Time Zone filter 4.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div>
5. '''Click''' the Time Zone drop-down. The available time zones will be displayed.
<div class="image-green-border"> </div> <div class="image-green-border">[[File:Time Zone filter 3.png|720px|Time Zone filter 3.png]]</div>
6. '''Select''' the time zone in which you want to view the report, for example (UTC -08:00) Pacific Time (US & Canada).
<div class="image-green-border">[[File:Time Zone filter 4.png|720px|Time Zone filter 4.png]]</div>
7. '''Click''' View Report. The Login Date & Time column values will be displayed according to the newly selected time zone.
<div class="image-green-border">[[File:Time Zone filter 7 A.PNG|720px|Time Zone filter 7 A.PNG]]</div>
The tool-tip for the Report Generated On time-stamp also displays the selected time zone.
<div class="image-green-border">[[File:Time Zone filter 8.PNG|720px|Time Zone filter 8.PNG]]</div>
8. '''Click''' the Export drop down menu to download the report in Excel, PDF or CSV format.
<div class="image-green-border">[[File:Time Zone filter 6.png|720px|Time Zone filter 6.png]]</div>
== Adding Reports as KPIs ==
<div>
In addition to the reports that are already available on the Dashboard as KPIs (Agreement Deviation Report, Agreements Pending Approval Report, Agreements Pending Execution Reports, Average Agreement Turn Around Time Report, Clauses Pending Approval Report, Expiring Agreement Report, and Templates Pending Report), users can now also add the following reports:
<div class="image-green-border">[[File:7.12 Reports 4.PNG|720px|7.12 Reports 4.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">This can be achieved by providing access through Security Groups.</div>
For example, the Signature Type Report KPI depicts the percentage of electronic signatures in ICI. If the number of electronic signatures is 6 and the number of manual signatures is 83, then the KPI is calculated as 6/83+6 = 6/89 (total number of agreements). Therefore, the percentage of electronic signatures displayed on the KPI tile on the Dashboard is 6 (rounded off to nearest digit).
<div class="image-green-border">[[File:Adding reports as KPI 2.png|720px|Adding reports as KPI 2.png]]</div> <div class="image-green-border">
Other reports that are available KPIs on the Dashboard include:
</div>
*Agreement Deviation Report
*Agreements Pending Approval Report
*Agreements Pending Execution Report
*Average Agreement Turn Around Time Report
*Clauses Pending Approval Report
*Expiring Agreements Report
*Templates Pending Approval Report

 

== Enabling access to platform analytics report  ==

To enable access to platform analytics reports through the Reports tile:

1. '''Click''' "Admin" > Security Groups > Security Groups. The Security Groups page opens.
<div class="image-green-border">[[File:Enabling Access PAR 1.png|720px|Enabling Access PAR 1.png]]</div>
2. '''Click''' the view record icon next to the Security Group for which you want to enable the report access. The Security Group Details page opens.
<div class="image-green-border">[[File:Enabling Access PAR 2.png|720px|Enabling Access PAR 2.png]]</div>
3. '''Click''' Edit. The edit view is displayed.
<div class="image-green-border">[[File:Enabling Access PAR 3.png|720px|Enabling Access PAR 3.png]]</div>
4. '''Click''' on the Report tab.
</div> <div class="image-green-border">[[File:Enabling Access PAR 4.png|720px|Enabling Access PAR 4.png]]</div> <div> </div> <div>The 6 reports mentioned earlier are available in 3 versions. For example: </div>
*Agreements Pending Approval: This is the existing core report.
*Agreements Pending Approval – Import: In this mode, data can be imported into Power BI. In order to get latest updates, the report needs to be refreshed.
*Agreements Pending Approval – Direct: This displays live data and does not need to be refreshed to display latest updates.
<div class="note-box">'''Note''': Configurators are expected to enable only one version of a report at a time to avoid duplicate reports from being displayed to users.</div> <div> </div> <div> </div>
== Editing a platform analytics report ==

On the Reports page, '''click''' the tile of the report which you want to view, for example Agreement Deviation. 
<div class="image-green-border">The report opens in a new tab.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Editing 1.png|720px|Editing 1.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="note-box">'''Note''': By default, these reports are available in read-only mode. To enable editing for a user, they need to be provided with Manage access to Power BI reports through Edit Security Groups > Privileges > Power BI Reports. A user having this Manage access can edit the platform analytics reports as well.</div>
In edit mode, users can select or change Visualizations and add or remove Fields and customize the report as required.
<div class="image-green-border">[[File:Editing 2.png|720px|Editing 2.png]]</div>
To save these customizations, click File > Save as. The Save your report popup is displayed.
<div class="image-green-border">[[File:Editing 3.png|720px|Editing 3.png]]</div>
Enter a name for your report.
<div class="image-green-border">[[File:Editing 4.png|720px|Editing 4.png]]</div>
'''Click''' Save. The report gets saved and is displayed in the My Reports section on the reports page.

 
<div class="note-box">Note: The My Reports section is only displayed to users who have Power BI reporting privilege set to Manage mode.</div>
Once the report is saved, reopening it displays two options in the File menu:
<div class="image-green-border">[[File:Editing 5.png|720px|Editing 5.png]]</div>
*Save: '''Click''' to save any changes made to your report, in this example, the Agreement Deviations Q1.
*Save as: '''Click''' to save as a new report, separate from the previously created one.

On the Reports page, users can also edit the report name or delete a report.
<div class="image-green-border">[[File:Editing 6.png|720px|Editing 6.png]]</div> <div class="image-green-border"> </div> <div class="note-box">'''Note''': These options are available only in the My Reports section.</div>
Customized reports created and saved in the My Reports section can further be shared with other users through Security Groups. These reports are indicated with a shared report icon and will be available to other users under Custom Reports on the Reports page.
<div class="image-green-border"> </div>
 

== Viewing Platform Analytics Report ==

This release introduces multiple core reports as part of platform analytics in direct query and import mode such as:

*Agreement Clause Content Report
*Agreement Deviation Report
*Agreements Pending Approval
*Agreements Pending Execution
*Approved Requests Waiting for Contract Creation Report
*Average Agreement Turn Around Time Report
*Clause Profiling Report
*Clauses Pending Approval Report
*Clause Summary Report
*CLM Activity Report
*Cycle Time Report
*Expired Agreements Report
*Expiring Agreements Report 
*Signature Type Report 
*Tagged Attribute Report
*Template Clause Report
*Templates Pending Approval Report
*User Login Report

To view Platform Analytics Reports follow steps as shown in following example.

Example: Tagged Attribute Report

For ICI user with “View” access: 

On “Tagged Attribute Report” page

#'''Click''' on “Reports” tile on Home page, observe “Tagged Attribute Reports” tabs. Click on PowerBI report. 

On report page

#“Clauses” and “Templates” tabs are displayed 
#Report data is refreshed once a day. Last refresh Date and Time is displayed at the top right corner of the report with title “Report Generated On”.  
#“Attribute Name”, “Clause Created By” and “Contract Type” filters are provided 
#“Count of Clauses”, “Data Type” and “Is Global” cards are displayed below the filters 
#A table containing following columns –  
#Clause code, Clause name, Clause version, Clause created by, Clause created on, Version updated on, Is template variable, Is extended attribute, Attribute display name 
<div class="image-green-border">[[File:Tagged Attribute 2.PNG|720px|Tagged Attribute 2.PNG]]</div> <div class="image-green-border"> </div> <ol start="2">
<li>'''Select''' appropriate filter criteria to generate the report.</li>
</ol>
<div class="image-green-border"> </div> <div class="image-green-border">[[File:8.1 Tagged Attribute 3.PNG|720px|8.1 Tagged Attribute 3.PNG]]</div> <div class="image-green-border"> </div> <ol start="3">
<li>'''Click '''on “Templates” tab, to open Templates report. Similar filters and cards are displayed with Last refresh Date and Time along with title “Report Generated On”. Also, “Single Attribute Name” selected on “Clauses” tab remains same on “Templates” tab. </li>
</ol>
<div class="image-green-border">[[File:8.1 Tagged Attribute 4.PNG|720px|8.1 Tagged Attribute 4.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">For ICI user with “Manage” access: </div> <div class="image-green-border"> </div>
#Click on “Reports” tile on Home page, click on “Tagged Attribute Reports” with PowerBI tag. 
#Observe that it has all the functionalities same as when user had “View” access but now user can edit and save report with different name. 
<div class="image-green-border"><ul style="margin-left: 40px;">
<li>Observe “Visualization” and “Fields” additional right navigation pane.  </li>
<li>User can add or remove these fields in the report – Attributes, Clause Contract Type, Clauses, Template Contract Type, Templates from “Fields” </li>
<li>User can add visual effects to a report by using “Visualizations” </li>
</ul>

[[File:8.1 Manage access 5.PNG|720px|8.1 Manage access 5.PNG]]
<ol start="3">
<li>User can change view from left corner drop down “View” </li>
</ol>

[[File:8.1 Tagged Attribute View 6.PNG|720px|8.1 Tagged Attribute View 6.PNG]]
<ol start="4">
<li>User can save the report with different name by clicking on “File” > “Save as” </li>
</ol>

[[File:8.1 Tagged Attribute Save 7.PNG|720px|8.1 Tagged Attribute Save 7.PNG]]

A new window is popped where user can write the name of the file he wants to save. Click on “Save” button.  

Agreement Clause Content Report

In this report, a visualization depicting top clauses which caused most agreement deviations is displayed. Clause description, original clause text and deviated agreement clause text is available on drilldown too.

'''For ICI user with “View” access:'''

[[File:ACCR 02.png|720px]]

'''For ICI user with “Manage” access:'''

[[File:ACCR 06.png|720px]]

 
</div>
Agreement Deviation Report

This report provides details related to Agreements that have registered deviations from the standard Clause language definitions in the library.
<div class="image-green-border">[[File:Agreement Deviation.png|RTENOTITLE]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">
Agreements Pending Approval Report: This report contains the following parameters:

*Pending with: You can apply multiple filters such as users from the available list. This displays the count of agreements created by selected users that are pending for approval per contract type and the count of agreements created in the last 30 or 31 to 60 days (count of agreements by ageing days).

[[File:Agreement Pending Approval 2.png|RTENOTITLE]]

You can view the agreement details by scrolling down on the Agreements Pending Approval page.

[[File:Agreement Pending Approval 1.png|RTENOTITLE]]

You can view more details about the agreements by clicking the specific agreement and then clicking Drill Through. This opens the list of agreements associated with the specific contract type. Follow the same process to know more about the agreements by ageing days.

[[File:Agreement Pending Approval 2.png|RTENOTITLE]]

Follow the same process to filter agreements per organization unit, contract type, ageing days. <br/> You can follow the same process to view the other reports. 

Agreements Pending Execution 

[[File:Agreement Pending Execution.png|RTENOTITLE]]

Approved Requests Waiting for Contract Creation Report

This report provides a consolidated list of Requests for which the contract creation has not begun. It enables the user to view all the actions that need to be taken and reduce chances of missing pending Requests to create Contracts.

[[File:Approved Request waiting for Contract creation.png|RTENOTITLE]]

Average Agreement Turn Around Time Report

This report provides information on the average number of days required for executing an Agreement or Amendment, from the date of its creation till the date of its execution.

[[File:Average Agreement Turnaround Time.png|RTENOTITLE]]

Clause Profiling Report

This report helps in the mapping of Clauses to the corresponding Templates, with respect to the selected Contract Types. It helps application administrators to view the impact of a particular Clause on all the Templates that have the Clause added in the system.

[[File:Clause Profiling Report.png|RTENOTITLE]]

Clauses Pending Approval Report

This report provides information on the number of clauses that are pending approval for an Agreement or Amendment along with the duration and the version.

[[File:Clauses pending Approval.png|RTENOTITLE]]

 

Clause Summary Report

This report provides summerized information based on “Clause Name” and “Clause Version”.

[[File:8.1 Clause Summary Report page.PNG|520px|8.1 Clause Summary Report page.PNG]]

CLM Activity Report

This report provides a quick view for the business leaders on the current high level status of the Agreements, Contract Requests and user activity to gauge the adoption of the ICI platform in their organization and take corrective action to increase adoption of the platform.

[[File:1080px-CLM Activity 10.png|720px|1080px-CLM Activity 10.png]]

Cycle Time Report

This report shows the cycles for an Agreement and the change of states from the date of creation to the date of execution as well as the elapsed time.

[[File:Cycle Time.png|RTENOTITLE]]

Expired Agreements Report 

[[File:Expired Agreements.png|RTENOTITLE]]

Expiring Agreements Report 

[[File:Expiring Agreements.PNG|720px|Expiring Agreements.PNG]]

Signature Type Report 

[[File:Signature Type.png|RTENOTITLE]]

Template Clause Report

This report helps in the mapping templates to the corresponding Clauses, with respect to the Contract Types. It helps administrators to view the impact when a particular Clause or Template is changed in the system.

[[File:Template Clause Report.png|RTENOTITLE]]

Templates Pending Approval Report

This report provides details related to Templates pending approvals, along with the duration and version.

[[File:Template Pending Approval.png|RTENOTITLE]]

User Login Report 

[[File:User Login Report.png|RTENOTITLE]]
</div>

== AI Model Training Performance Report ==

To help administrators to monitor the DiscoverAI’s self-learning progress, a new AI model training performance report has been introduced for each AI model defined in ICI. The report provides a check over the discovery performance for attributes and the need to train AI model with more examples.
<div class="note-box">'''Note''': Access to this report is based on purchase of DiscoverAI app and requisite security permissions.</div>
To access the report: 

1. '''Click''' "Configure" > Masterdata  on the Home page. The Masterdata index page opens.
<div class="image-green-border">[[File:AI1.png|720px|AI1.png]]</div>
2. '''Click''' "View Details" icon corresponding to the AI Model you want to view report for. For example, Payment Terms data. The masterdata aka AI Model Details page opens.
<div class="image-green-border">[[File:AI 2.PNG|720px|AI 2.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">3. '''Click''' the link in the Model training performance report field under the Advanced section. For example, the View report link. The Report page opens. </div> <div class="image-green-border"> </div> <div class="image-green-border">This report link with the link text are seeded and preconfigured in the AI Configuration Master Contract Type.</div> <div class="image-green-border">The report represents the current AI Model’s (Payment Terms data) week wise accuracy trend in a chart and table form for up to 24 weeks. The graph is plotted as accuracy % against the last 24 weeks in the YYYYWW format.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:7.16-Accessing the Report4.png|720px|7.16-Accessing the Report4.png]]</div>
The report’s table includes below mentioned details as columns with the total for each column: 

*Attributes name 
*Number of times attributes are discovered in the model
*Number of times the attribute value is accepted by a user as they are.
*Number of times a new attribute value is specified by a user
*Accuracy percentage as number of times the attribute value accepted by user as they are/number of times attributes discovered in the model

You can filter the report to view results for specific Attributes either from the Attribute filter provided at the top or by clicking the specific attribute name in the Attributes column in the report table.
<div class="image-green-border">[[File:7.16 AI Training Report.png|720px|7.16 AI Training Report.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">The chart will represent the AI Model Accuracy graph for selected Attributes in different colors. For example, the report below shows the Payment Terms and Late Payment attributes accuracy trend.</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div>
'''Related Topics:''' [[Agreement_Management|Agreement Management]] | [[Agreement_Details_Page_Reports|Agreement Details Page Reports]] | [[Legal_and_Compliance|Legal and Compliance Reports ]]| [[Admin_Reports|Admin Reports]] | [[Workflow_Reports|Workflow Reports]] | [[Power_BI_Integration_with_ICI|Power BI Integration with ICI]]  | [[Clause_and_Deviation_Insight_Reports|Clause and Deviation Insight Reports]] | [[Obligation_Management_Reports|Obligation Management Reports ]]| [[Sourcing_Reports|Sourcing Reports]] | [[Release_Notes|Release_Notes]] |

Clauses

2022-06-09T10:49:14Z

IDT-1:

 

= <font style="vertical-align: inherit;"><font style="vertical-align: inherit;">Clauses</font></font> =

A Clause is a distinct article or provision in a Contract or Agreement, or other formal or legal written documents. In ICI, you can create new Clauses for various Contract Types, and use these Clauses while creating Templates.

Using the Clauses feature, you can perform the following tasks:

*Search a Clause 
*Create a Clause
*Approve/Reject a Clause
*Edit a Clause
<div class="image-green-border">[[File:Clause mgnt 72.PNG|820px]]</div>
== Searching a Clause ==

In ICI, you can search an existing Clause for multiple reasons such as:

*To know the details of the Clause.
*To know the status of the Clause.
*To edit an existing Clause.
*You use multiple parameters to search an existing Clause.
*To search Agreements and Amendments based on Clause usage.   

In ICI, you can use various options given below, including the dynamic search feature, to find the desired Clause.

<br/> '''Option 1:'''

1. '''Click''' the ''Clauses'' tile on Home page. The ''Clauses'' page opens.<br/> 2. '''Search''' for a specific clause by using any of the following options:

*Under Categories, '''click '''the ''Select Field'' list, and then select an appropriate item. Search results relevant to the item (that is selected field) are displayed with a number in the bracket. The number denotes the number of clauses that meet the search criteria.
*'''Select''' the checkbox to select a specific item. A list of clauses relevant to the item is displayed. To refine your search further, type the relevant keyword in the ''Custom Keyword ''box, and '''click''' ''Apply''.

'''Option 2:'''

Alternatively, type the keywords in the box provided above the list of clauses. A list of relevant clauses is displayed.

You can further narrow your search by using any of the following methods:

*"..." - Type the search term in double quotation marks. It shows existing clauses that include the exact search term.
**...* - Type the search term in star characters. It shows existing clauses that include the exact search term.
**... - Add a Prefix * to the search term. It shows existing clauses that end with this term.
**...* - Add a Suffix * to the search term. It shows existing clauses that start with this term.

 

=== Searching Agreements and Amendments based on Clause usage ===

ICI allows searching of Agreements and Amendments based on Clause usage and using Advanced Search. This allows users to prioritize the Agreements they plan to work based on Clause usage, thus being able to tackle high-risk Agreements first and mitigating risks. 

You can now search and filter Agreements using the following Clause categories: ''Clause Group'', ''Clause Language'', ''Clause Name'', ''Is Alternate Clause'', ''Is Dependent Clause'', ''Is Deviated'', ''Is Editable'', ''Is Mandatory'', ''Perform Deviation Analysis'', ''Primary Clause'', and ''Clause Code''.
<div class="note-box">'''Note''': ''Clause Description'', ''Clause Text'', ''Linked Primary Clauses'', ''Clause Status'', Linked Primary Template Clause, and search based on Clause text area are not supported in Clause categories.</div>
'''Agreements'''

Let’s search Agreements where Clauses have deviated, and approvals are pending from Deviation Approvers using Clause categories.
<div class="image-green-border">To search Agreement where Clauses have deviated:<br/> 1.  '''Click''' the ''Agreements'' tile on the Home page. The ''Agreements ''page opens. <br/> 2.  '''Enter '''a category or '''select''' one from the ''Categories'' drop-down. For example, ''Document Clauses'': ''Is Deviated''.<br/> <br/> [[File:Clause mgnt 73.PNG|720px]]<br/> <br/> 3.  '''Select''' ''true'' to search Agreements with deviated Clauses. <br/>  <br/> To search Agreements where the ''Status'' is ''Deviation Approval Pending'':<br/> 4.  '''Enter''' a category or '''select''' one from the ''Categories'' drop-down. For example, ''Team Member: Role Name''.<br/> 5.  '''Select '''the checkbox for ''DeviationApprover'' to view the Agreements where approval is pending from ''Deviation Approvers''. All Agreements where the ''Status'' is ''Deviation Approval Pending'' are displayed.<br/>  </div> <div class="image-green-border">[[File:Clause mgnt 74.PNG|720px]]<br/>  <br/> 6.  '''Click '''the ''View Record'' icon next to the Agreement you want to select. The Agreement ''Details'' page opens. <br/> 7.  '''Click''' the ''Deviations ''tab to view the Deviation ''Status ''in Clauses for the selected Agreement.<br/>  </div> <div class="image-green-border">[[File:Clause mgnt 76.PNG|720px]]</div> <div class="image-green-border"> </div>
== Addition of action buttons on the Deviations tab ==

The ''ApproveAll, RejectAll'' and ''ClearAll ''buttons have been added on the ''Deviations'' tab of the agreement ''Details'' page to approve, reject or clear the selected deviations respectively.

This makes it easier for the user to take actions on multiple deviations of the agreement in one go, considerably reducing the effort of approving, rejecting or clearing each one individually.
<div class="image-green-border">[[File:Clause mgnt 76.PNG|720px]]</div>
=== Deviated Clauses ===

To view or add deviations for clauses:

1. '''Click''' the view record icon on the ''Agreements'' page. The ''Details'' page opens.

2. '''Click '''the ''Deviations'' tab.

3. '''Click '''the ''Add Deviation'' to manually add deviations to the agreement’s clauses. The ''Add Deviation'' window opens.
<div class="image-green-border">[[File:Clause mgnt 76.PNG|720px]]</div> <div class="note-box">'''Note: '''To automatically add deviations, you have to download the agreement, modify the clauses and upload the agreement in ICI. To deviate a clause, the ''Deviation Analysis'' attribute should be set to ''Yes'' when creating the clause from the ''Create Clause'' page of ''Clauses''.</div> <div class="image-green-border">[[File:Clause mgnt 77.PNG|520px]]</div>
*'''Click''' the search icon to select and add the deviated clause.
*'''Enter''' the text for the deviated clause.
*'''Enter''' your comments for the deviated clause.
*'''Click''' ''Save''.
<div class="note-box">'''Note''': The Deviations count on the left pane of the Agreement Details page gets incremented as soon as the Deviation is created.''' '''</div>
4. '''Click''' ''Add Deviation Approver ''to manually add approvers for your deviated clauses.

5. '''Click''' the ''Send for Approval'' button.
<div class="image-green-border">[[File:Clause mgnt 76.PNG|720px]]</div>
*'''Click'''  on the three dots to view different options related to the clause
<div class="image-green-border">[[File:Clause mgnt 8.PNG|RTENOTITLE]]</div>
'''Note''':

*Only deviations that are added manually can be removed. If deviations have been added by downloading the agreement and then uploading the agreement back to ICI, those deviations cannot be removed.
*Deviation approvers can also be added by defining rules from the ''Rules'' page.
*The Primary owner can send the reviewed agreement to the ''Deviation Approver''. As a ''Deviation Approver'', you can approve or reject clauses inside the agreement if a ''Deviation Approver'' role is assigned to you.

6. Clicking the ''Send for Approval'' button in Step 5 enables the ''Approve, Reject, Approve All, Reject All'' and ''Save'' ''Changes'' buttons. The ''Clear All'' button will be enabled when an action is taken on any deviated clause. Only the ''Deviation Approver'' can view these buttons.
<div class="image-green-border">[[File:Clause mgnt 9.png|720px|Clause mgnt 9.png]]</div>
*''Approve'': '''Click''' to approve each individual clause.
*''Reject'': '''Click''' to reject each individual clause.

Clicking the ''Approve'' and ''Reject'' buttons opens the ''Deviation Details'' window, displaying the details of the clause. You can also put in your comments in the ''Comments'' box. You do not have to click ''Save Changes'' to save your comments; they will be saved automatically.
<div class="image-green-border">[[File:Clause mgnt 10.png|720px|Clause mgnt 10.png]]</div>
*To approve or reject deviations in one go, click the ''Approve All'' or ''Reject All'' button.

In the above example, as we have already selected one clause for approval and one clause for rejection, clicking ''Approve All'' or ''Reject All'' will select the remaining 2 clauses (i.e. clauses that are not already selected). You can also add a common comment for the clauses. Comments will not be saved until you click the ''Save Changes'' button.
<div class="note-box">'''Note: '''When you have taken actions for all the deviations, the ''Approve All'' and ''Reject All'' buttons will be disabled.</div>
*''Clear All: ''Clears all selections.
*'''Click''' ''Save Changes ''to save your changes.

The clauses that have been approved will have the status ''Approved, ''whereas the ones that have been rejected or no actions have been taken will have the status ''Requires Approval.''
<div class="image-green-border">[[File:Clause mgnt 17.png|520px|Clause mgnt 17.png]]<br/>  </div> <div class="image-green-border">'''Amendments'''<br/> To search for Amendments:<br/> 1.  '''Click '''the ''Agreements'' tile on the Home page. The ''Agreements ''page opens. <br/> 2.  '''Enter '''a category or '''select''' one from the ''Categories'' drop-down. For example, ''Is Amendment''.<br/> 3.  '''Select '''the checkbox for ''true'' to filter the list for Amendments. <br/>  </div> <div class="image-green-border">[[File:Clause mgnt 11.png|720px|Clause mgnt 11.png]]<br/>   <br/> 4.  '''Enter '''a category or '''select''' one from the ''Categories'' drop-down. For example, ''Document Clauses: Legal''. <br/>  </div> <div class="image-green-border">[[File:Clause mgnt 12.png|720px|Clause mgnt 12.png]]<br/>  <br/> 5.  '''Click '''the ''View Record'' icon next to Amendment for which you want to view the Clauses. For example, ''ICISaasAgreementAmendment2''. <br/> 6.  '''Click '''the ''Agreement Clauses'' tab to view all Clauses in the selected Amendment.<br/> 7.  '''Click '''view details eye icon to view the selected Clause details. The ''Clause Details'' window opens displaying the Clause information.<br/>  </div> <div class="image-green-border">[[File:Clause mgnt 13.png|620px|Clause mgnt 13.png]]<br/> <br/> '''Using Advanced Search'''<br/> <br/> To search Agreement and Amendment using Advanced Search:<br/> 1.  '''Click '''the ''Advanced'' icon at the top right corner of the Home page. The ''Search'' page opens. <br/>  </div> <div class="image-green-border">[[File:Clause mgnt 14.png|520px|Clause mgnt 14.png]]<br/>  </div> <div class="note-box">'''Note''': Agreement Entity is selected by default in the ''Please select Entities to search'' dropdown list. To search other entities, select the respective checkbox.</div>
2.  '''Enter '''the search criteria in the ''Refine Search'' here field to display all Agreements based on the search criteria. For example, ''Sales order''.<br/> 3.  '''Select '''the entity which you want to search let’s select ''Agreement''.<br/> 4.  '''Enter '''a category or '''select''' one from the ''Categories'' drop-down. For example, ''Document Clauses: Is Mandatory''.<br/> 5.  '''Select '''the checkbox ''false'' to view Agreements where this Clause is not mandatory.
<div class="image-green-border">[[File:Clause mgnt 15.png|720px|Clause mgnt 15.png]]</div> <div class="image-green-border"> </div>
 

== Ability to define additional clause group under clause entity ==
<div class="image-green-border">Previously, ICI supported 3 clause groups – “Termination”, “Legal” and “None”.</div> <div class="image-green-border"> </div> <div class="image-green-border">With this release, this capability has been further enhanced so that the configurator can configure various clause group names in ICI. These clause groups can be categorized or grouped together as per business requirements for better identification and negotiations during the contract workflow.</div> <div class="image-green-border"> </div> <div class="image-green-border">Administrators can now:</div>
*Define and update clause groups.
*Edit, delete, activate or deactivate clause group entities.
*View additionally added clause group values in the clause entity when creating or editing a clause.
*Search agreement records or clauses on the index page on clause group attributes with added values.
<div class="image-green-border"> </div> <div class="image-green-border">To create an additional clause group:<br/> 1. '''Go to''' ''Configure > Clause Groups > Create''. The ''Create Clause Group'' page opens.</div> <div class="image-green-border">[[File:Clause mgnt 18.png|720px|Clause mgnt 18.png]]<br/>  <br/> 2. '''Type '''a name for the new clause group. For example, ''Data Security''.</div> <div class="image-green-border">[[File:Clause mgnt 19.png|520px|Clause mgnt 19.png]]<br/>  <br/> 3. '''Click '''''Next''. The Verify tab opens.</div> <div class="image-green-border">[[File:Clause mgnt 20.png|520px|Clause mgnt 20.png]]<br/>  <br/> 4. '''Click '''''Create''. The page reloads and the Clause Groups index page opens, and the latest created clause group is displayed in the list.</div> <div class="image-green-border">[[File:Clause mgnt 21.PNG|620px|Clause mgnt 21.PNG]]<br/>  <br/> The new clause group appears in the Clause Group drop-down while creating a clause.</div> <div class="image-green-border">[[File:Clause mgnt 22.png|420px|Clause mgnt 22.png]]<br/>  <br/> 5. '''Click '''the view record icon in the ''Actions ''column for the newly created clause category. The clause group ''Details ''page opens.</div> <div class="image-green-border">[[File:Clause mgnt 23.png|520px|Clause mgnt 23.png]]<br/>  <br/> The following actions can be performed:</div>
*Edit: '''Click''' to edit the clause group name. For example, Data Security can be renamed as Data Security 2021.
*Deactivate: '''Click '''to hide the created clause group from appearing in the Clause Group drop-down. The status of the clause group changes to “Deactivated” and the Activate button is displayed. A deactivated clause can be activated using the Activate button. 
<div class="image-green-border">[[File:Clause mgnt 24.PNG|520px|Clause mgnt 24.PNG]]</div>
*Delete: '''Click''' to delete the clause group in Created state. A warning message “Are you sure you want to delete this Clause Group? Note: Please make sure after delete, you unlink this clause group from Rules, Saved Search etc.” is displayed.
**'''Click '''''Yes ''to continue deleting the clause group.
<div class="image-green-border">[[File:Clause mgnt 25.PNG|620px|Clause mgnt 25.PNG]]</div>
*In case of a clause group in Deactivated state,  a validation message is displayed, for example “This Clause Group is linked to one or more Clauses.”
<div class="image-green-border"> [[File:Clause mgnt 26.PNG|420px|Clause mgnt 26.PNG]]<br/> Unlink the clause group from dependent clause(s) and repeat the steps for deletion to complete the process. A success notification will be displayed.</div> <div class="image-green-border"> </div>
'''Note: '''

*Deleted clause groups need to be delinked from any existing rules, saved searches and so on. 
*A deactivated clause group will still appear as the clause group for any clauses created while it was active. However, no new clauses can be created using a deactivated clause group.
*Clause groups can be searched using the “Clause Category” filter in Global Search.
*The clause group creation and search functionality is only available to Administrators.

 

 

== Creating a Clause ==

You can create new Clauses for various Contract Types as per business requirements. You can use these Clauses while creating Templates and further in Agreements.

To create a new Clause:

1. '''Click''' the ''Clauses'' tile on ''Home ''page. The ''Clauses ''page opens.
<div class="image-green-border">[[File:Clause mgnt 62.png|420px|Clause mgnt 62.png]]</div> <div class="image-green-border">2. '''Click''' the ''Create'' button. The ''Create Clause ''page opens. </div> <div class="image-green-border">[[File:Clause mgnt 63.png|620px|Clause mgnt 63.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">The ''Create Clause'' page consists of the following tabs:</div>
*Details
*Team
*Verify

Let us go through each of the tabs in detail.

==== Details ====

The ''Details ''section consists of metadata for the clause. The extended attributes are available under ''Clause Additional Attributes'' section if configured in your instance.
<div class="image-green-border">[[File:Clause mgnt 64.PNG|520px|Clause mgnt 64.PNG]]</div>
*Contract Type: '''Select''' the Contract Type for which you want to create a Clause. 
*Name: '''Type''' the name of the Clause. 
*Clause Code: It is a system generated code that auto-populates after the Clause is generated. 
*Clause Group: '''Select''' the Clause group in which you want to place the Clause. 
*Clause Description: '''Type''' the description of the Clause. 
*Clause Language: '''Select''' the language of the Clause. 
*Primary Clause: '''Select''' ''Yes'' or ''No'' depending on whether the Clause is primary or not. If you '''select''' ''No'', '''select''' the linked primary Clause (the primary Clause to which the current Clause is linked).
*Linked Primary Clause: '''Select''' the Clause to which the current Clause is linked.
*Is Alternate Clause: '''Select''' ''Yes'' or ''No'' depending on whether the current Clause is an alternative option to another Clause. If you '''select''' ''Yes'', the ''Select Clause'' list opens. Select the appropriate Clause.
*Is Mandatory: '''Select''' ''Yes'' or ''No'' depending on whether the Clause is mandatory for the selected Contract Type.
*Is Editable: '''Select''' ''Yes'' or ''No'' depending on whether you want to make the Clause editable. When you '''select''' ''Yes'' for the ''Is Editable'' field, the ''Deviation Analysis'' field is enabled, as you may want to track the deviation after the Clause is edited.
*Deviation Analysis: '''Select''' ''Yes'' or ''No'' depending on whether you want the system to track the deviations. If you select ''Yes'' in the ''Deviation Analysis'' field, any change in the Clause by the reviewer is displayed as a deviation from the original Clause. If a Clause is changed during the review, the Agreement in which it is used has to go through the deviation approval process.
*Is Dependent Clause: '''Select''' ''Yes'' or ''No'' depending on whether the clause is dependent on another clause. If you select ''Yes'', the ''Select Clause'' list opens. In the ''Select Clause'' list, '''select''' the appropriate Clause. 
*Clause Text: '''Type''' the Clause text that makes the content of the Clause. You can also use the desired attribute from the ''Attributes'' list that opens on the right. You can format the Clause content by adjusting font, font size and so on.
*File: Write the Clause in a word file and upload the word file by '''clicking''' the ''File Upload'' button.
*Version Comments: '''Type''' the comments related to the Clause, if any. Version comments help in tracking the changes made to the clause in every version. 

3. '''Click '''''Next. ''The ''Team ''section opens. 

==== Team ====

To add users in the team: '''Click''' the ''Add Team Member ''icon. The ''Add User'' drawer opens.
<div class="image-green-border">[[File:Clause mgnt 65.PNG|520px|Clause mgnt 65.PNG]]</div> <ol start="2">
<li>'''Select''' the role of the use from the ''Select Role ''list. </li>
</ol>
<ol start="3">
<li>'''Click '''the desired tile to select a user from the list. </li>
</ol>
<ol start="4">
<li>'''Click '''''Add. ''The user with their role opens in the ''Team ''tab. You can '''click''' the ''Cancel ''icon to remove the user from the list. </li>
</ol>
<ol start="5">
<li>'''Click '''''Next. ''The ''Verify ''tab opens. </li>
</ol>

==== Verify ====

This tab displays all the details of the Clause you want to create. Verify tab displays two buttons.

Choose one of the following:

*'''Click''' ''Previous'' if you want to go back and make changes to the information that you have entered.
*'''Click''' ''Create'' to create the Clause. The Clause opens with the ''Draft'' status. 
*'''Click''' ''Discard ''to discard all changes and delete the clause.
<div class="image-green-border">[[File:Clause Mgnt 28.PNG|720px|Clause Mgnt 28.PNG]]<br/>  </div>
'''Note''': Fields marked with * are mandatory. 

4. After creating a clause, choose from the following three options:

*''Edit'': to make changes to the Clause.
*''Send For Approval'': to send a Clause to an assigned approver.
*''Delete'': to delete the Clause.

 

== Approving/Rejecting a Clause ==

=== Sending a Clause for Approval ===

When you create a Clause, the status of the Clause opens as ''Draft''. The Clause must be approved in order to get finalized.

To send a Clause for approval:

1. '''Click''' the ''View Record'' icon next to the clause you want to send for approval. The ''Clause Details ''page opens.

2. The ''Clause Details ''page consists of following buttons. 

*Edit
*Send for Approval
*Delete

3. '''Click''' ''Send For Approval''. The Clause is sent for approval, and the status of the Clause changes to ''Waiting For Approval''.
<div class="image-green-border">[[File:Clause mgnt 29.PNG|520px|Clause mgnt 29.PNG]]<br/> <br/> While approving or rejecting the Clause, an approver can provide the reason for the same.</div> <div class="image-green-border"> </div>
=== Approving or Rejecting a Clause ===

Every Clause has a team consisting of a primary owner, a secondary owner, an approver, and so on. Approver has a right to approve or to reject a Clause.

To approve a Clause:

1. On ''My Tasks ''widget on the Home page '''click''' on ''View More.'' The ''User'' ''Tasks ''page opens. 

2. '''Click '''the appropriate link to open the ''Clause Details ''page for approving or rejecting a Clause.

3. '''Click '''one of the following buttons: 

*Edit: '''Click '''to edit the Template
*Approve: '''Click '''to approve the Template
*Reject: '''Click '''to reject the Template. 

4. '''Click''' ''Approve''.

5. '''Type''' the appropriate comments in the ''Add Note ''window and then '''click '''''Add.''

The status of the Clause changes to ''Approved'' which is the final status of a Clause.

 

 

== Editing a Clause ==

With ICI, you can edit a Clause at any state. For example, you can edit a clause that is approved. However, you have to approve the Clause again.<br/> If you edit a Clause in the ''Approved'' state and update the same, the status of the Clause changes to ''Draft''.<br/> Then the clause needs to go through an approval process again.

To edit a Clause:

1. '''Click''' the ''View Record'' icon next to the Clause on the ''Clauses ''page to edit a particular clause. The ''Clause'' ''Details'' page opens.

2. '''Click''' ''Edit. ''The ''Edit Clause'' page opens.
<div class="note-box">'''Note''': You cannot edit the clauses that have the status as ''Waiting for Approval. ''Hence the ''Edit ''button is not available for such clauses.</div>
3. Edit the data in the required fields, and '''click''' ''Next''. The ''Team'' section opens.

4. Complete the required steps under the Team tab and '''click''' ''Next''. The ''Verify'' section opens. The details of the Clause you want to update are displayed.
<div class="image-green-border">5. Choose one of the following:</div>
*'''Click''' ''Previous'' to go back to previous tabs.
*'''Click''' ''Update'' to update the clause. The ''Clause Summary'' page opens.
<div class="image-green-border">[[File:Clause mgnt 30.PNG|720px|Clause mgnt 30.PNG]]</div> <div class="image-green-border">On the ''Clause Summary'' page, you can see the preview of the Clause on the right side of the page.</div>
6. Choose any of the following options:

*''Edit'' to make changes to the Clause.
*''Send For Approval'' to send the Clause to an assigned approver.
*''Delete'' to delete the Clause.

 

 

== Accessing Control on Clauses ==

The access and visibility of Clauses are restricted through a technical configuration in the following ways: *By restricting access control to the ICI Clause Library based on the Organization level or by adding the user to a Clause Team based on User Groups. This allows the Administrator to selectively provide view access as compared to all users having access to the Clauses tab being able to view and access all clauses in ICI’s Clause Library. So, if a user is not part of Clause Team, only the Clause tile will be displayed but clauses will not be visible to the user even though View privileges have been given in the Security Group.  *By provisioning Event Rules by adding members to the Clause Team thus saving the time of manually adding users to the Team. You can now define conditions on Clause entity attributes such as Clause Created, Clause Updated, Clause Sent For Approval, Clause Approved, etc. *By providing support for the Observer role in the Clause Library and giving read only access using Role Action Mapping for Clause Entity.  *By providing Clause Team-based access filtering at the Template and Agreement level using Word Add-in (.Net and .JS). When editing an Agreement, the clauses are displayed on the Agreement Clauses tab, Parent Agreement Clauses, Library based on the configuration. 
<div class="note-box">'''Note: '''Just like Clauses, Templates can also be access controlled by adding a user to the Team using a technical configuration. However, this capability is only implemented for the ICI UI and .JS version of Word Add-in. The .NET version is currently not supported. </div>
Let's consider an example of Access Control on Clauses using the Organization path screenshot below: As '''<u>User 7</u>''' creates the following primary clauses – ''Clause 01, Clause 02, Clause 03 ''and ''Clause 04''. To do this:
<div class="image-green-border">[[File:Clause mgnt 66.PNG|420px|Clause mgnt 66.PNG]]</div>
1. '''Click''' the ''Clauses ''tile on the ''Home ''page.<br/> 2. '''Click''' the ''Create Clause'' tile. This opens the ''Create Clause'' page.<br/> 3. '''Enter''' the details for the Clause: *Enter the Name of the Clause. For example, Clause 01. *Enter the remaining details for the Clause.
<div class="image-green-border">[[File:Clause mgnt 31.PNG|620px|Clause mgnt 31.PNG]]</div>
4. '''Click '''''Next''. This opens the Team tab.<br/> 5. '''Add''' a member to the team by clicking the ''Add'' icon.<br/> 6. '''Click''' ''Next''. This opens the Verify tab and verifies the Clause details on the page. <br/> 7. '''Click''' ''Create'' to create Clause 01. This opens the ''Clause Details'' page with a  preview of the Clause document.<br/> 8. '''Click''' the ''Send for Approval ''button to send it for approval. The Clause will be listed on the ''Clauses Index ''page.<br/> 9. Similarly, create Clause 02, Clause 03 and Clause 04 as primary clauses. All users in Auto Products, all users in Auto Quality, and all users in Auto Implementation QA can access all the clauses.<br/> 10. '''Add <u>User 6</u>'''to the Team in one of the following ways: *Add User 6 as an ''Observer ''to the Team and give access to Clause 01 and Clause 03. User can search and view these Clauses, but cannot make any updates to them.  *Add User 6 as a ''Contributor ''to the Team and give access to Clause 01 and Clause 03. User can now search, access and make updates to these Clauses now. *Add User 6 to the Team by provisioning Event Rules. You can now define conditions on Clause entity attributes such as ''Clause Created, Clause Updated, Clause Sent For Approval, Clause Approved,'' etc.
<div class="image-green-border">[[File:Clause mgnt 32.PNG|620px|Clause mgnt 32.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Clause mgnt 33.PNG|620px|Clause mgnt 33.PNG]]</div>
Let’s consider the same example as above, User 6 can also create a Template for the same Contract Type in ICI or using Word Add-in:<br/> 1. '''Create''' a Template using Word Add-in.<br/> 2. '''Click''' the ''Clauses'' tab.<br/> 3. '''Enter''' a search criterion in the ''Library Clauses'' field. The Clauses accessible to the user are listed. <br/> 4. '''Preview''' the Template. Clauses are listed depending on the Rule based conditions. 
<div class="image-green-border">[[File:SP7 Clauses and Access Control 6.PNG|360px|SP7 Clauses and Access Control 6]]</div>
Creating an Agreement using the Template created in Word Add-in:<br/> 1. '''Create''' an Agreement using this template. User 6 can see the entire Agreement even though access to Clause 02 and Clause 04 is not given. 
<div class="note-box">'''Note:''' Filtering Clauses at Clause level based on the authorization is only applicable when creating Clauses or Clauses. It is not applicable at Agreement level.  </div>
2. '''Click''' the Agreement Clauses tab. All clauses are visible as they are not access controlled at the Agreement level. 
<div class="note-box">'''Note:''' The same applies to Parent Agreements and Deviations as well. </div>
3. '''Click''' ''Show Clause ''to view the clause information.<br/> 4. '''Download''' the Agreement. User can see all the Library Clauses, Agreement Clauses, and Parent Agreement Clauses. <br/> 5. '''Add '''an Alternate Clause to Clause 04. 

User 6 cannot see this clause as Clause 04 is a primary clause, hence the user who does not have access to the primary clause will not be able to see the Alternate Clauses. However, the Alternate Clauses are still visible on the ''Agreement Clauses'' tab.

 

 

 

 

== Configuring Rules for Inclusion/Exclusion of Clauses ==

You can configure Rules to include or exclude Clauses from an Agreement. You can also configure the addition of a Clause Approver to the Team to identify and approve additional requests when a Clause is included or excluded from the Agreement. This allows users to define deviation approval Rules to support Clause inclusion or exclusion from an Agreement that can be tracked throughout the workflow. The following conditions apply to this feature:

*The Clause Approval Rule is only evaluated for ''Edit'' and ''Upload'' actions *For Clauses added systematically, Rule does not trigger the inclusion Rule
*The Clause Approvers can be added based on a Rule; they cannot be added not manually
*The Clause Approval Rule is evaluated by comparing the Agreement with the previous version (the first version does not get evaluated)
*The Clause Approval Rule is evaluated until the Agreement is approved

To include a Clause from an Agreement: <br/> 1. Create an Agreement. For example, MSA.
<div class="image-green-border">[[File:Clause mgnt 34 .png|520px|Clause mgnt 34 .png]]</div>
<br/> 2. If we want to create an inclusion Rule for an External Signatory, '''click '''the ''Add User'' icon to select the External Signatory on the ''Attributes'' page. 
<div class="image-green-border">[[File:Clause mgnt 35 .png|520px|Clause mgnt 35 .png]]</div>
<br/> 3. Search User in the Users window and '''click''' the ''Add ''button. For example, CLM Admin.
<div class="image-green-border">[[File:Clause mgnt 36.png|520px|Clause mgnt 36.png]]</div>
<br/> 4. The ''Attributes'' page opens displaying the added user in the External Signatory field. 
<div class="image-green-border">[[File:Clause mgnt 37.png|520px|Clause mgnt 37.png]]</div>
5. '''Click''' ''Next''. The S''elect Template'' page opens.<br/> 6. '''Select '''the ''RuleBasedClauses ''template. <br/> 7. '''Click '''''Next''. The ''Create Agreement'' page opens.<br/> 8. '''Click''' ''Create and Publish ''to create the Agreement. The ''Agreement Details'' page opens.
<div class="image-green-border">[[File:Clause mgnt 38.PNG|520px|Clause mgnt 38.PNG]]</div>
9. Go to the ''Home ''page and '''click''' the ''Configure'' tile. <br/> 10. '''Click''' the ''Rule'' tile to add a Clause Inclusion Rule for an Approver.
<div class="image-green-border">[[File:Clause mgnt 39.PNG|520px|Clause mgnt 39.PNG]]</div>
<br/> 11. '''Click''' the Contract Type. For example, MSA. <br/> 12. '''Select''' the Rule to view the Rule Summary.  
<div class="image-green-border">[[File:Clause mgnt 40.PNG|620px|Clause mgnt 40.PNG]]</div>
<br/> 13. On the ''Create Rule ''page, select the Contract Type, add the Rule Name (for example, If Clause Name Starts With AcmeRule), Rule Description, and the Rule Type (for example, Clause Assembly). 
<div class="image-green-border">[[File:Clause mgnt 41.PNG|520px|Clause mgnt 41.PNG]]<br/> 14. '''Click''' ''Next'' and add the Rule conditions. <br/> 15. '''Click''' ''Save & Create.'' The ''Rule created successfully ''message is displayed. </div> <div class="image-green-border">[[File:Clause mgnt 43.PNG|420px|Clause mgnt 43.PNG]]</div>
18. '''Click''' Ok. The''Rule Index'' page opens. <br/> The Rule has been created such that when a ''Clause Name Starts with AcmeRule'', then the Clause will be included (or excluded based on the creation Rule) and the Clause Approver will be added to the Team at Step Number 10. <br/> 19. Go to the ''Agreements'' page and select the created Agreement (for example, MSA).<br/> 20. The ''Agreement Details'' page opens. '''Click''' the ''Agreement Clauses'' tab. The default Clause from the first version of the Agreement is displayed.
<div class="image-green-border">[[File:Clause mgnt 44.PNG|720px|Clause mgnt 44.PNG]]</div> <div class="note-box">'''Note:''' Clauses from the first version of the Agreement are not included/excluded. </div>
21. Edit the Agreement. If the Clause Assembly Rule is satisfied, then a new Clause is added to the Agreement. '''Click''' ''Next''.
<div class="image-green-border">[[File:Include Clauses 14.png|720px|Include Clause14]]</div>
<br/> 22. '''Click''' ''Update''. A new Clause is added to the Agreement versions. The Clause Approval Rule is driven and the user is added (at Step Number 10 as defined). A new tab Clause Approver is displayed in the ''Pending'' state.<br/> 23. '''Click''' the ''Clause Approver ''tab. The Clause will be displayed with the ''Approve'' and ''Reject'' buttons.

<br/> You can also include or exclude Clauses using clause metadata or extended attributes (as discussed in the example above) or the Edit or Upload options. You can download the Agreement, and add, remove or modify a new Clause by setting up Rules in that way for Clause Approval.
<div class="note-box">'''Note:''' The inclusion, exclusion or modification Rules must be set up by keeping Approvers at different steps. If they at the same step, it may lead to a discrepancy as to which option must be given preference. For example, if the Clause inclusion is rejected, then the modification is affected. </div>
== Comparing Clauses ==

When an agreement is published, you can compare changes made to clauses between consecutive versions of the agreement. For the first version of the agreement, there are no clauses to compare, hence the ''Previous Text'' box displays no information and the ''Current Text'' box displays the information of the current version of the agreement.

To compare clauses between different versions of an agreement:<br/> <br/> 1. '''Click''' the ''Compare Clause Changes with Previous Document Version'' icon on the agreement ''Details'' page. The ''Compare Changes with Previous Document Version'' window opens. The ''Previous Text'' box does not display any clauses as it is the first version of the agreement. The ''Current Text'' box displays the clauses in the current version of the agreement.

2. '''Click '''''Select Alternate Clause''. The ''List of alternate clauses for SOW Subclause 1'' window displays a list of alternate clauses for ''SOW Subclause 1.''
<div class="note-box">'''Note''': Users can only replace a non-mandatory clause. Thus, there is no ''Select Alternate Clause ''link available for mandatory clauses. Also, the ''Select Alternate Clause ''link is not available for deleted clauses.</div> <div class="image-green-border"> </div> <div class="image-green-border">You can select an alternate clause by using ''Select Alternate Clause ''link''. ''</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div>
 

 

== Replacing Clause Text from ICI ==

ICI allows replacing the clause text with the alternate clause text from ICI itself. This is accomplished using Compare Clause Changes with Previous Document Version icon available on the agreement Details page. For any particular Primary clause, users can view the list of alternate clauses by clicking the Select Alternate Clause link and select the Alternate clause to swap it with the chosen Primary clause. This Compare Changes with Previous Document Version window gives users the additional flexibility to preview the Previous Text and the Current Text of clauses.

With this release, contract authors will now be able to preview the list of Clause approvers that are triggered when a clause is added, removed or replaced, and a new version of the agreement is created. The modifications can also be viewed on the ''Content Control Differences'' window, thus helping users to make informed decisions before actually creating a new version of agreement.    <br/> <br/> To replace clauses:<br/> <br/> 1. '''Click''' the Compare Clause Changes with Previous Document Version icon on the three dots menu of the Agreement Details page. 
<div class="image-green-border">[[File:Clause mgnt 45.PNG|720px|Clause mgnt 45.PNG]]<br/>  <br/> <br/> The ''Compare Changes with Previous Document Version'' window displays the clause difference between ''Current Text'' and ''Previous Text''. <br/> 2. '''Click''' ''Select Alternate Clause''. The ''List of alternate clauses for SOW Subclause 1'' window displays a list of alternate clauses for ''SOW Subclause 1''.</div>
A message is displayed to indicate the Approvers which would be added if the clause is replaced. Separate messages are also displayed for those clauses, for which Approvers will be added if those particular clauses are selected. For example, ''If this clause is selected, Second Approver, Third Approver will be added as Approvers to the team''. Here, contract authors can preview the set of approvers that would get added to the team, while replacing the clause with an alternate clause (before the document assembly takes place). 
<div class="image-green-border">[[File:Clause mgnt 46.PNG|620px|Clause mgnt 46.PNG]]</div> <div class="note-box">'''Note''': Users can only replace a non-mandatory clause. Thus, there is no ''Select Alternate Clause'' link available for mandatory clauses. The ''Select Alternate Clause'' link is not available for deleted clauses. Additionally, the ''Select Alternate Clause'' link will only be visible for those clauses which have an alternate clause available.</div>
Similarly, a message is displayed for clauses where some Approvers will be removed, and others will be added. For example, ''Replacing this clause will remove ICM Admin as an approver from the team.''
<div class="image-green-border">[[File:Clause mgnt 47.PNG|720px|Clause mgnt 47.PNG]]</div> <div class="image-green-border">3. '''Select''' the clause to be replaced from the list of available alternate clauses. For example, ''Attorney Fees Clause''.<br/>  <br/> [[File:Clause mgnt 48.PNG|720px|Clause mgnt 48.PNG]] <br/> 4. '''Click''' ''Select clause''. <br/> 5. The''Please Confirm'' window opens if there is Dependent Clause available for the selected clause. <br/> 6. '''Click''' ''Yes'' if you want to add the dependent clause as well.<br/> 7. The ''SOW subclause 1'' is replaced by ''SOW sub clause2'' in the ''Compare Changes with Previous Document Version'' window.</div> <div class="note-box">'''Note''': Users have the option to remove the Alternate Clause by clicking the X icon.</div>
8. '''Click''' ''Save Changes''. The clause text is replaced by Alternate clause.   <br/> 9. The ''Versions'' tab displays the changes made in the Clause text.

10. '''Click''' ''Show All Details'' to view the ''Content Control Differences''. Details on any Approver(s) added due to swapping of clauses are displayed in the ''Change'' column.
<div class="note-box">Note: The ''Content Control Differences'' popup window is based on configuration and is displayed if it has been enabled for a workflow action, for example ''Send for Review''.</div>
11. The ''SOW subclause 1'' is replaced by ''SOW sub clause2'' and its dependent clause (''SOW dependent clause'').

 

== Support for extended clause metadata ==

Previously, ICI had limited capability to capture additional attributes as part of a clause creation.<br/> With this release, an entity to extend attributes is introduced to add more attributes to clauses which will be useful in capturing more granular level details related to the clause.<br/> Users can now:

*Create masterdata contract types with additional clause attributes.
*View extended clauses attributes in the clause creation wizard.
*Configure clause assembly rules using extended clause attributes.
*Enter the values for extended clause attributes using Add-ins.

 

=== Creating the masterdata for additional clause attributes ===

Users can create a masterdata contract type and define additional attributes to capture more details for a clause. These attributes will then be available as extended attributes while creating a clause.
<div class="note-box">Note: Extended attributes for clauses are enabled through technical configuration. </div>
To create masterdata contract type:

#'''Click '''''Configure'' > ''Contract Type ''>  ''Create >'' ''Masterdata ''on the ''Home ''page. 
#'''Click '''''Next''. The ''Create Contract Type'' page opens.
#'''Enter '''a name in ''Contract Type Name'' field. For example, ''Extended Clause Entity.''
#'''Define '''additional attributes on the ''Attributes ''tab. 
#'''Enter '''details on the ''Display Preference ''and ''Team ''tabs.
#'''Verify '''the details and '''click '''''Create''. The masterdata is created.
#'''Click '''''Send for Approval'' to send the contract type for approval. 
<div class="note-box">Note: Extended attributes support all existing attribute functionalities such as lookup, cascade, conditional, mandatory attributes, localization and so on. </div> <div class="image-green-border">[[File:Clause mgnt 49.PNG|720px|Clause mgnt 49.PNG]]</div>
 

 

=== Creating Clause with Extended Attributes ===

The extended attributes for clause are available while creating a clause if configured in your instance. <br/> To create a clause with extended attributes:

#'''Click '''''Clauses ''> ''Create ''on the ''Home ''page. The ''Create Clause ''page opens.
#'''Enter '''a clause ''Name.'' For example, ''Payment Terms.''
#'''Enter '''the remaining details for clause metadata and clause additional attributes.
<div class="image-green-border">[[File:Clause mgnt 68.PNG|520px|Clause mgnt 68.PNG]]</div>
Attributes from masterdata ''Extended Clause Entity'' are available on the ''Clause Additional Attributes'' section on the ''Details ''tab.
<ol start="4">
<li>'''Click '''''Next''. The ''Team ''tab opens.</li>
<li>'''Enter '''the details on the ''Team ''tab.</li>
<li>'''Click '''''Next''. The ''Verify ''tab opens.</li>
<li>'''Verify '''the details and '''click '''''Create''. The clause is created with extension attributes such as ''Chemical Name, Governing Law''</li>
</ol>

After clause is created, users can ''Edit, Send for Approval'' and ''Delete ''the clause.
<div class="image-green-border">[[File:Clause mgnt 70.png|720px|Clause mgnt 70.png]]</div> <div class="image-green-border"> </div> <div class="note-box">Note: Clause extended attributes are applicable for existing / legacy Clauses.</div>
 

 

 

=== Searching Clause with Extended Attributes ===

Users can search and retrieve existing clauses with extended attributes as search parameters from facet search on the ''Clause ''index page, ''Advanced Search, Global Search ''and ''Saved Search. ''Extended attributes are available in search facets drop-downs along with regular attributes with ''Extension Attribute: ''prefix. 

To search clauses:

#'''Click '''''Clauses tile ''on the ''Home ''page. The ''Clauses'' index page opens with all existing clauses.
#'''Type '''extended attribute in the ''Refine Search here… ''search box. The list of relevant clauses opens.
#'''Select '''extended attribute as search parameter in the ''Categories ''drop-down. For example, extended attribute ''Clause is Active ''and values ''true, false'' ''Categories''. All matching clauses are displayed.
#'''Filter '''your search further by selecting and typing specific extended attribute value in the ''Custom Keyword'' field and '''click '''''Apply''. For example, ''Custom Keyword'' as ''true''. Only clauses in active state are displayed.  
<div class="image-green-border">[[File:Clause mgnt 71.PNG|620px|Clause mgnt 71.PNG]]</div>
Users can search clauses by extended attributes using the ''Advanced Search'' and ''Saved Search.''<br/> On ''Advanced Search'' page, select ''Clauses ''in ''Entity ''drop-down and type extended attribute in the ''Refine Search here…'' search box. Refer to ''Using Advanced Search'' for details on using search filters, operators, and options.

Users can save the search criteria with extended attributes as search parameters and use as global or local ''Saved Search''. Refer to''Saved Searches ''for details on saving a search. Refer to ''Using Advanced Search'' for details on retrieving a ''Saved Search.''<br/>  

 

=== Configuring Clause Assembly Rule with Extended Attributes ===

You can configure clause assembly rule and include or exclude clauses with extended clause metadata in a same way as with clause’s regular metadata.

To create a clause assembly rule:

#'''Click '''''Configure ''> ''Rule ''> ''Create'' on the ''Home ''page. The ''Create Rules ''page opens.
#'''Select '''the ''Contract Type ''for which you want to create a rule on the ''Setup ''tab. For example, ''MandatoryClauseCT.''
#'''Enter '''a name in the ''Rule Name ''field. For example, ''Extension Clause Assembly Rule.''
#'''Select'''''<i>Clause Assembly</i> in the ''Rule Type''.  ''
<div class="image-green-border">[[File:Clause mgnt 52.PNG|520px|Clause mgnt 52.PNG]]</div> <ol start="5">
<li>'''Click '''''Next''. The ''Build ''tab opens.</li>
<li>'''Click '''''Add Rule'' under ''Builder ''tab. The ''Add Rule ''section opens.</li>
<li>'''Enter '''the ''Conditions''. For example, for contract type ''MandatoryClauseCT'''','''''<b>''Type of Paper Contains Own.''</b></li>
<li>'''Select '''''Clause by Condition'' in the drop-down on the ''Actions ''section.</li>
<li>'''Select ''' Clause Text '''''drop-down. The extension attributes are available along with clauses metadata.</li>
<li>'''Select '''the operator in ''Conditions'' next drop-down. For example, ''Contains''.</li>
<li>'''Select '''the extended attribute’s value in ''Conditions ''next drop-down. For example, ''Acetone''.</li>
<li>'''Select''' ''No ''in ''Stop Processing More Rules'' field. The further evaluation of rules within a ruleset continues.</li>
</ol>
<div class="image-green-border">[[File:Clause Mgnt 53.PNG|720px|Clause Mgnt 53.PNG]]</div> <ol start="13">
<li>'''Click '''''Validate''. The page to validate the rule by entering attributes values of the selected''Contract Type'' opens.</li>
<li>'''Click '''''Create''. The ''Rule created successfully'' message appears. The rule is displayed in the list of ''Rules ''of the selected contract type.</li>
</ol>

 

 

=== Accessing Clause Extended Metadata from Agreements ===

users can view these clause extension attributes on the agreement entity for easy reference while working with agreements by clicking Agreement Clauses or Clause Approver tabs in the left navigation pane on the agreement Details page.

Users can:

*Select and save extension attributes to display in the grid view, via the “Default Search” column functionality.
*View additional clause attributes on the “Agreement Clause” and “Clause Approver” tabs.
*View the hyperlink “Show Clause Information”, which displays all clause extension attributes along with clause attributes, in the same window.

<br/> To view clause extension attributes:

1. '''Click '''''Agreement ''on the ''Home'' page. The agreements Index page opens.<br/> 2. '''Click '''the ''View Record'' icon corresponding to the agreement you want to open. The agreement ''Details'' page opens.
<div class="image-green-border">[[File:Clause Mgnt 54.png|720px|Clause Mgnt 54.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">3. '''Click''' ''Agreement Clauses'' tab in the left navigation pane. All agreement clauses open in grid displaying clause metadata and clause extension attributes.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Clause Mgnt 55.PNG|720px|Clause Mgnt 55.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">Users can select the clause extension attributes to be displayed as columns in grid for all users using the ''Default Search Column'' functionality from the Extended Clause Masterdata entity. </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Clause mgnt 56.PNG|520px|Clause mgnt 56.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">Users can also configure the clause extension attributes they want to display and set the display order for the current page.</div> <div class="image-green-border"><br/> 4. '''Click '''''Select Columns ''action icon. The ''Select Attributes'' window opens displaying all the extension attributes defined in the Extended Clause Masterdata Entity.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Clause mgnt 58.png|620px|Clause mgnt 58.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">5. '''Rearrange '''or remove the extension attributes in the ''Selected'' ''Attributes'' pane using action arrows. For example, remove ''Vendor_Address ''and ''Vendor_Name''.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Clause mgnt 59.PNG|520px|Clause mgnt 59.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">6. '''Click''' ''Apply''. The attributes will be displayed as per the sequence set in the grid.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Clause mgnt 60.png|720px|Clause mgnt 60.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="note-box">Note: Additional Extension attributes selected from the Select Column action Icon will not be saved, and the grid will display only default extension attributes in columns when the page is refreshed.</div> <div class="image-green-border"> </div> <div class="image-green-border">7. '''Click '''''Show Clause Information'' link corresponding to the clause you want to view details of in the ''Clause Information'' column. For example, ''Jurisdiction_AI ''. The ''Clause Details ''window opens. The clause extension attributes are displayed under ''Clause Additional Attributes'' section.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Clause mgnt 61.PNG|620px|Clause mgnt 61.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">8. '''Click '''''Clause Approver'' tab in the left navigation pane. All agreement clauses opens in grid displaying clauses extension attributes along with metadata.</div> <div class="image-green-border"> </div> <div class="image-green-border">9. '''Click '''''Clause code'' link corresponding to the clause you want to view details of in the ''Clause Code ''column. The ''Clause Details'' window opens displaying clause extension attributes under the ''Clause Additional Attributes'' section.</div>
'''Related Topics:''' [[Agreement_Management|Agreement Management]] | [[Agreements|Agreements]] | [[Rule|Rule]] | [[Templates|Template Management]] | [[Release_Notes|Release_Notes]] |

Associations

2022-06-09T10:46:23Z

IDT-1:

= Associations =

Associated documents are additional legal documents or supplementary materials added to an Agreement.

Associated documents can be:

*Created using a Template
*Uploaded into ICI
*Prepared from the Associated Document Contract Type model

From the "Associations" tile or navigation menu you can:

*Search an Associated document
*Create an Associated document
*View an Associated document 
*Edit an Associated document
*Approve an Associated document

== Searching an Associated Document ==

Use the Search feature to get relevant search results. You can use various methods to narrow down your search and locate the specific Associated Document you are looking for.

To search Associated Documents:

1. '''Click''' the "Associations" tile on the Home page.
<div class="image-green-border">[[File:Assocations Tile.png|450px|Assocations Tile.png]]</div>
The "Associations" page opens.
<div class="image-green-border">[[File:Assocations Details Page.png|726px|Assocations Details Page.png]]</div>
2. '''Search '''for a specific Associated Document by using any of the following options:

You can find specific associated documents you are looking for using one of these 2 methods:

*Global Search and Advance Search on the top of the page
* "Refine View" pane on the left of 

*Under Search:
**'''Click''' the Select Field list, and then select the appropriate item from the list. The relevant results are populated. For example, if you select Status (to filter Associations according to the various status of associated documents), list of various states of Associated Documents is displayed. You can then select appropriate status such as Approved, draft.
**The number in the bracket denotes the number of available items which contain the search term. You can select multiple options at the same time.
**To narrow your search, '''type''' free text in the Custom Keyword box, and then '''click''' "Apply".
*Alternatively, '''type''' keywords in the "Refine Search here" box. A list of relevant Associated Documents opens.
*You can further narrow your search by using any of the following methods:
**"..." - '''Type''' the search term in double quotation marks. It shows existing Associated Documents that include the exact search term.
***...* - '''Type''' the search term in star characters. It shows existing Associated Documents that include the exact search term.
***... - Prefix * to the search term. It shows existing Associated Documents that end with this term.
**...* - Suffix * to the search term. It shows existing Associated Documents that start with this term.

== Creating an Associated Document ==

In ICI, you can create the Associated documents separately. 

To create an Associated document:

1. '''Click '''the "Associations" tile on the "Home"page (as explained in step 1 of above section). 

2. 'Click''' "Create" '''button on the '''"Associations'''' page. The "Create Association" page opens. 
<div class="image-green-border">[[File:Create Association Details Tab.png|600px|Create Association Details Tab.png]]</div>
3. '''Click '''"Parent Agreement" icon. The Lookup Search window opens.

4. '''Select''' the parent agreement that you want the document to be associated with.
<div class="image-green-border">[[File:Associations Select Parent Agreement.png|726px|Associations Select Parent Agreement.png]]</div>
 
<div class="note-box">'''Note:''' You can select only Parent Agreement.</div>
5. '''Click''' "Select". This takes you back to the Create Associated Document page with the selected document displayed in the Parent Contract field.

6. '''Select '''the Category.

7. '''Select '''the Contract Type Name.
<div class="note-box">'''Note''': The''' '''Contract Type Description field facilitates users to select the desired Contract Type.</div>
8. '''Click''' Next. The "Metadata" tab. '''Click '''the Go to Parent Agreement link to access the relevant Parent Agreement.

9. In the Metadata tab, '''enter''' the appropriate information for the attributes.

10. '''Select''' the File Path field to upload the Associated document. 
<div class="image-green-border">[[File:Create Association MetaData SelectPath.png|700px|Create Association MetaData SelectPath.png]]</div>
11. '''Click''' "Create". The Associated Document gets created and the Agreement Details page opens. You can see the Associations here. ICI allows you to assemble both text and images in the Association file in the main Agreement document.
<div class="note-box">'''Note''': The Association count on the left pane of the Agreement Details page gets incremented as soon as the Association is created.</div> <div class="image-green-border">   [[File:Create Associations Summary Page.png|726px|Create Associations Summary Page.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div>
=== Using parent’s Organization Unit path when creating associated document ===

During creation, the organization unit path of the parent document will be displayed by default as the org path for the associated document, thus improving the usability. 
<div class="image-green-border">For example, if the organization unit path of the logged in user is /Icertis, but the path of the parent agreement is /Icertis/autoproducts, then the associated document now displays the parent entity’s path  that is /Icertis/autoproducts. Hence, both parent and child documents have the same organization unit path at the time of creation as well as updation.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Assocations Parent OrgUnit1.png|726px|Assocations Parent OrgUnit1.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Assocations Child OrgUnit1.png|726px|Assocations Child OrgUnit1.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">This is applicable to the following associations:</div>
*Import of Association (Line item)
*Auto Attachment Association
*Obligation/Fulfillment (Association of Association)
<div class="image-green-border">The existing event rules apply for the association creation and changes made to org path via event rules are captured in the History.</div>
== Creating associations on create/edit wizard of agreement ==

The ability to create association instances as part of agreement creation or update wizard is being introduced in this release. A separate page is displayed, when creating or updating the agreement or amendment, for the user to create, view or delete inline associations. The user also has an option to select the columns and their order in the association grid. 
<div class="image-green-border">This new page also supports page navigation. Support is also provided to copy attribute rules, association events and agreement assembly, in case associations are tagged in the agreement template. </div> <div class="image-green-border"> </div> <div class="image-green-border">
=== Configuring Inline Associations ===

As a prerequisite to enable Inline Associations for an agreement, the agreement’s contract type must be configured. To configure the agreement contract type for inline associations:

1. '''Go to '''the Association tab of the agreement contract type, for example Automation Non Editable Agreement.

[[File:8.0-Associations7.PNG|720px|8.0-Associations7.PNG]]<br/>  <br/> 2. '''Click '''the plus icon next to Association. The Add Association content will be displayed. 
<div class="note-box">'''Note''': The association (associated document contract type) should NOT have template enabled; the approver workflow flag needs to be set to False and constraint should be None or Prerequisite (not Postrequisite). If these criteria are not satisfied, the Inline Associations flag will automatically be disabled.</div>
3. '''Set '''the appropriate flags. In order to enable Inline Associations, the Inline Association flag must be set to Yes.
<div class="note-box">'''Note''': If the Inline Associations flag is enabled then the Defined By Rule flag gets disabled by default. Alternatively, if the Defined By Rule flag is set to Yes, the Inline Associations functionality will be disabled.</div>
4. As an option you can configure a Rule on this contract type with Copy Attribute Value condition for select attributes, for example for the Contract Value.

=== Using Inline Associations ===

1. '''Go to "'''Agreements"> "Create" on the "Agreements" page. The Create Agreement page opens.
<div class="image-green-border">[[File:8.0-Associations8.PNG|720px|8.0-Associations8.PNG]]<br/>  <br/> 2. '''Select '''the Contract Type Name which has the Inline Associations flag enabled. For example, Automation Non Editable Agreement.</div>
3. '''Click '''Next. The Initial Attributes page opens.
<div class="image-green-border">4. '''Enter '''details such as Name, Test Case Id, Contract Value, and so on.</div>
5. '''Click '''Next. The Auto-saving agreement and loading inline associations message is displayed and the page reloads displaying the Inline Association page.
<div class="image-green-border">6. '''Click '''the "Add"button. The Create Association popup window opens.</div>
7. '''Enter '''the appropriate attribute values. 
<div class="image-green-border">[[File:8.0-Associations9.PNG|720px|8.0-Associations9.PNG]]</div>
8. '''Click '''"Create". The page reloads and the Association count is updated to 1.  Alternatively you can '''click''' "Save And Create New" to create one association and to refresh the page for another association to be created. The “Save and Create New” action is only applicable for adding new associations and will not be available for updating or copying existing association.
<div class="image-green-border">9. '''Click '''the "More"icon in the "Actions" column. The actions available are: </div>
*Edit: Select to open the Edit Association page in the same tab.
*View Record: Select to open the Associated Document details page in a new tab.
*Copy: Select to create a copy of the association.
*Disassociate: Select to disassociate the Association.
*View Document: Select to view an uploaded document, if any.
*View Smart Links: Select to view smart links if available.
<div class="note-box">'''Note''': The actions displayed are based on user authorization.</div>
 

 

== Associations Details ==

The Associations can be viewed from:

*The Agreement Details page "Associations" tab.
*The "Associations" tile or menu on the navigation pane.

Refer Agreement Details page "Associations" section for the first option.

To view Association Details with the second option:

1. '''Click '''"Associations" on the main navigation menu on the top. "Associations" index page opens listing all available associations.

2. '''Click '''the eye [[File:Eye-icon.PNG|20px|Eye-icon.PNG]]icon in the far right on the Association you want to view. The "Associations" Details page appears. 

The page has a left navigation pane, a Summary, Split View/ Preview, all relevant action buttons similar to the "Agreement Details Page".

Refer to the "Agreement Details Page" page for more details.
<div class="image-green-border">[[File:8.0-Associaitons-Details-Page1.png|720px|8.0-Associaitons-Details-Page1.png]]</div>
 

== Assembly of Associated documents based on a defined order  ==

ICI enables users to define the format for assembly of associations tagged as a Table or file in the main Agreement using Saved Search. This is accomplished by tagging Saved Searches of associated documents in an agreement.

=== <br/> Defining the order of Associated documents using Save Search ===
<div class="image-green-border"><br/> To define the order of associations using Saved Search:<br/> 1. '''Enter''' the search text in the  "Enter search text here" box and then '''click '''the Search icon . The "Search" window opens.</div> <div class="image-green-border"><br/> [[File:8.0-Associations10.PNG|720px|8.0-Associations10.PNG]] </div> <div class="image-green-border"><br/> 2. '''Select''' "Obligation" from the "Please select Entitiesto Search:  drop-down list. </div> <div class="image-green-border"> <br/> 3. '''Click '''the search icon to search all Obligation. All Obligations are displayed.</div> <div class="image-green-border">4. '''Click''' "Select Columns" to add columns as per requirement for example, Team Member: User Name. The Select Columns window opens.  </div> <div class="image-green-border">5. '''Click''' "Apply".<br/> 6. '''Enter''' a category or select one from the Categories drop-down. For example, "Created By". <br/> 7. '''Select''' the checkbox next to the users for which you want to view the Obligation. For example, Configuration Admin.  All Agreements created by the Configuration Admin are displayed. <br/> 8. '''Click''' the Save Search icon. The Save Search window opens.</div> <div class="image-green-border"><br/> [[File:8.0-Associations11.PNG|720px|8.0-Associations11.PNG]] </div> <div class="image-green-border"><br/> 9. '''Enter''' a name in the "Save search as" field. For example, Total number of Obligations.</div> <div class="image-green-border"><br/> [[File:8.0-Associations12.PNG|720px|8.0-Associations12.PNG]] </div> <div class="image-green-border"><br/> 10. '''Toggle''' Yes for the Global Search field.<br/> 11. '''Toggle''' Yes for the Dashboard Tile field.<br/> 12. '''Enter''' a name in the Dashboard Tile Name field. For example, Total number of Obligations.<br/> 13. '''Click''' Save. The Information window opens indicating that search is saved.</div> <div class="image-green-border">14. '''Click''' Ok to save the search.</div>
 

=== Tagging of Associated Documents in the Agreement Template with Saved Search ===
<div class="image-green-border">1. '''Log on''' to Icertis Experience for Word to create an agreement template.<br/> 2. '''Click''' Create to create a Template. <br/> 3. '''Select''' the contract type. For example, MSA_OM. The MSA_OM has Obligation as Associated Contract Type. <br/> 4. '''Enter''' a name for the template. For example, MSA_template.<br/> 5. '''Click''' Save. The template is saved.<br/> 6. '''Click''' the Library tab.<br/> 7. '''Click''' the Associations button.<br/> 8. '''Click''' the more actions icon. A window opens with options such as Add as file, Add as file with page break, Add as table, Add as table with page break and Add with Saved Search. <br/> 9. '''Click''' Add with Saved Search. The Select Saved Search and tag window opens.<br/> 10. '''Select''' Total number of Obligations from the drop-down list.<br/> 11. '''Click''' Add as table to add associations as a table.<br/> 12. The Obligation added to document window opens.<br/> 13. '''Click''' Save. The template is saved. <br/> 14. In the Agreement details page of ICI, let us now add some Obligations. For example, Trojan, Trojan 2 and Trojan 3.  <br/> 15. Go to the Saved Searches (Total number of Obligations) and sort the Obligations of based on the descending order of End date column.<br/> 16. '''Click '''the Save Search icon to save the revised Saved Searches. <br/> 17. '''Click''' Assemble Contract on the Agreement Details page to assemble the associated document as per the revised Saved Searches.</div> <div class="image-green-border"><br/> 18. '''Click''' "Preview Document" next to the agreement that you want to view. </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-PreviewAgreement.PNG|720px|8.0-PreviewAgreement.PNG]]<br/>  <br/> Associated documents are sorted based on the Saved Searches.  <br/>  </div> <div class="note-box">'''Note''': The Revised order of associations is visible by clicking the following buttons on the agreement Details page: Upload Document, Assemble Contract and Send For Approval. </div>
 

== Understanding Multi-Party Agreements ==

Additional platform support for Associations have been added. These enhancements support full platform functionality for Association metadata that was previously available only for Agreement metadata. The additional enhancements fall into following main areas:

*Ability to use Association Attributes in Rules
*Ability to tag Association Attributes in Agreement and Clause Templates
*Ability to use faceted search for Association Attributes from the main Search page
*Ability to compare Association tagged as a table across versions

One of the primary functional drivers for these new capabilities is to enable full functionality for Multi-party Agreements.

=== Making the Association type itself available while selecting Attributes ===

Building on the functionality around one-to-many relationships in Associations, ICI provides the ability to reference Association counts in Rule criteria. Since Rules can now be written for individual Attributes of an Association, it enables Admins to write Rules based on the count of Associations that have been added of a specific type. All attributes for Associations are available for the given Rule conditions and every Association has a specific sequence number so that the metadata of that sequence is tagged in the Template. You can search selected values of an Agreement or an Associated Document. For a multi-division Agreement, ICI supports writing Rules based on individual instances of the multi-value attributes.

When Rules are written based on the Attributes of the Association, the rules support tagging of the Metadata that belongs to the association. The associations may either be parent-child or peer. After the content control tag is entered, the value of the associated instances’ metadata is placed in the content control as shown in the example below.

 

=== Introducing a Content Control tag for Association Metadata ===

You can create a saved search to get the Association attribute and assemble it in the Agreement. You can sort any of the available columns. The name of the saved search is used to tag that association’s Metadata into the Template. This feature works only on Publish Agreement and Edit Agreement.

These changes to the attribute are done by editing the content control in Word manually. The example below shows the content control tag.

'''Note:''' This is not available in ICI Word Add-in.

'''Example:'''

==== Editing a content control tag ====

1.To tag the association’s metadata to the clause, edit the control tag as follows:

ICMAssociation|AssociationSavedSearchName{0}.ICMClientContactPerson

where,

*The selected Contact Person from the Contract Party association’s sequence is 1.
*The index is a zero based index. 0 means 1<sup>st</sup> instance, 1 means 2<sup>nd</sup> instance, and so on.

The sample content control will look as follows:

Click here to enter text.

==== Adding a content control tag ====

1. '''Check''' if the Developer ribbon is available in the Word menu. To enable it, go to:

        File -> Options -> Customize Ribbon -> Enable Developer

2. '''Select''' Plain Text Content Control -> Properties and add the attribute’s display name in the Title.
<div class="image-green-border">[[File:Adding a Content Control Tag.png|Create an Associated Document (multi-party agreement) - Adding a Content Control Tag]]</div>
3. Add ICMAssociation|AssociationSavedSearchName{index}.{Attribute’s Technical Name}

where,

*ICMAssociation: This is static and does not change.
*AssociationSavedSeachName: As explained above.
*Index: This is a zero based index. 0 means 1<sup>st</sup> instance, 1 means 2<sup>nd</sup> instance, and so on.
*Attribute’s Technical Name: The technical name of the attribute of Association, such as, ICMCountryName, ICMPartyName, and so on.

 

=== Comparing Association tagged as a table across Agreement versions ===

The functionality of alerting users on redlining of changes in Association tagged as a table is visible through the Versions tab of the Agreement document. Let’s see an example where the user edits a table tagged as Association and then uploads a revised Agreement to ICI and how ICI alerts the user regarding the changes made in the table tagged as an Association.

To edit an existing Agreement where a table is tagged as an Association:   

1.  '''Click''' the "Agreements" tile on the "Home" page.  The "Agreements" page opens.<br/> 2.  '''Click '''the View Record icon next to the Agreement in which you want to edit the Associated Document table. The Agreement Details page opens. For example, Main Sales Order 2.
<div class="image-green-border">[[File:8.0-Associations13.PNG|720px|8.0-Associations13.PNG]]<br/>  <br/> 3.  '''Click''' Download to download the Agreement. The Agreement gets downloaded in Microsoft Word document (.Docx) format.<br/> 4.  '''Edit '''the Associated Document table. For example, let’s remove existing numbers 83, 67, and 75 from the cells of the Display Label column of Line Item: Table1. </div>
 [[File:4-Table-Ass.PNG|720px|RTENOTITLE]]<br/> [[File:4-Table-2-Ass.PNG|720px|RTENOTITLE]]

5.  '''Click '''Save.<br/> 6.  '''Click '''Upload Document in ICI. The Upload Document window opens.<br/> 7.  '''Click''' Select File to select the revised Template.  <br/> 8.  '''Click''' Upload File to upload the revised file. The "Please Confirm" window opens with a message Changes in Association Table(s).
<div class="image-green-border">9.  '''Click '''the Show Changes link to view the changes made in the Association Tables. The Association Tables window opens highlighting the removed values (83,67 and 75)  in the Display Labelcolumn. </div> <div class="image-green-border"><br/>  <br/> '''Legends:''''<br/> <br/> ''[[File:9-Ass-2.PNG|720px|RTENOTITLE]]''</div> <div class="image-green-border">''''' '''''</div> <div class="note-box">Note: Deviation tracking and reverse sync of the changed table data to the respective Association instances is not supported. Icertis Experience for Word supports this capability unlike ICI .Net Add-in but provides limited information. Table comparison is only shown when cell values get changed not when empty cells get added or removed.</div> <div class="image-green-border"><br/> 10.  '''Click''' Cancel to return to the Please Confirm window. <br/> 11.  '''Click''' Yes to upload the revised Associated Document.</div> <div class="image-green-border"> </div> <div class="image-green-border">12.  '''Click''' the Versions tab to view the different Agreement documents with revised Associated tables.<br/> ''''' <br/> [[File:8.0-Associations14.PNG|720px|8.0-Associations14.PNG]]'''''<br/> <br/> 13.''''' '''''<b>Click</b> the Show All Details link to view the changes in the Association Table(s). </div> <div class="image-green-border">''''' '''''</div> <div class="note-box">''Note''': '''''A user can also able to view the changes in the Versions tab on performing actions like Assemble Contract or Send For Approval on the Agreement Details page.  </div> <div class="image-green-border">''''' '''''</div> <div class="image-green-border">When modifications are made using the Icertis Experience for Word, a user can view the changes in the Associated table of the published Agreement.</div> <div class="image-green-border"> </div> <div class="note-box">Note''': '''Users can view limited information in Icertis Experience for Word like changes made in an Association table unlike the detailed changes available in ICI web. </div>
 

=== To view Associated table changes through Icertis Experience for Word ===

When modifications are made using the Icertis Experience for Word, a user can view the changes in the Associated table of the published Agreement.
<div class="note-box">'''Note''': Users can view limited information in Icertis Experience for Word like changes made in an Association table unlike the detailed changes available in ICI web.</div>
 

== Highlighting changes in Associations tagged as a file ==

ICI alerts the user and presents a summary of any text that is added or modified in association(s) tagged as file(s).  <br/> <br/> The following actions take place as soon as a new agreement version is uploaded:

*The version being uploaded is compared with the latest version available in ICI 
*A window is displayed alerting the changes made in associations
<div class="note-box">'''Note''': The user can also view the changes in the association by clicking the View all modifications button for a published agreement using Icertis Experience for Word</div>
 

=== Highlighting changes in Associations using Icertis Experience for Word ===

To view changes in Associations tagged as a file:<br/> 1. '''Click''' Download in ICI. The agreement document is downloaded.<br/> 2. '''Click''' Enable Editing to edit the agreement document.<br/> 3. '''Log on''' to Icertis Experience for Word. <br/> 4. '''Edit''' the agreement document. For example, let us edit Annexure2, which is tagged as an association as a file.<br/> 5. '''Click '''Publish. The Publish Agreement window opens. 
<div class="image-green-border">[[File:7.11 document validation 1 7.16 update.png|720px|7.11 document validation 1 7.16 update.png]]<br/>  <br/> 6. '''Enter '''a note. </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:7.11 document validation 2 7.16 update.png|720px|7.11 document validation 2 7.16 update.png]]<br/>  <br/> 7. '''Click''' Save. A validation message window opens indicating the warnings or errors so that you can take appropriate actions to proceed.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:7.11 document validation 3 7.16 update.png|720px|7.11 document validation 3 7.16 update.png]]<br/>  <br/> 8. '''Click '''View all modifications. The ICI Web page opens displaying the modifications made in the association files. For example, Annexure2 association files. </div> <div class="image-green-border"> </div> <div class="note-box">As per release 7.10, “View All Modifications” was being shown in popup window, but from 7.11 it will be opened in default browser set by respective users on their machine.</div> <div class="image-green-border"> <br/> 9. '''Click '''Download Comparison to view the comparison between the previous agreement version and the current version. This document highlights the modifications made.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:7.11 document validation 5.png|720px|7.11 document validation 5.png]] </div> <div class="image-green-border"><br/> 10. '''Go '''to Icertis Experience for Word.<br/> 11. '''Click''' Yes to continue uploading the document.<br/> </div>
=== Highlighting changes in Associations using ICI ===

1. '''Click '''Download in ICI. The agreement document is downloaded.<br/> 2. '''Click''' Enable Editing to edit the agreement document.<br/> 3. '''Log on''' to Icertis Experience for Word. <br/> 4. '''Edit''' the agreement document. For example, let us edit Annexure2, which is tagged as an association as a file.
<div class="image-green-border">[[File:7.11 document validation 6 7.16 update.png|720px|7.11 document validation 6 7.16 update.png]]<br/>  <br/> 5. '''Save''' the agreement document.<br/> 6. '''Click '''Upload Document. The Upload Document window opens.<br/> 7. '''Click''' Select File. For example, ICISaasAgreement.Docx.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-Associations15.PNG|720px|8.0-Associations15.PNG]]<br/>  <br/> 8. '''Click '''Upload File. The Please Confirm window opens indicating the changes in the Association File(s).</div> <div class="image-green-border"> <br/> 9. '''Click '''Download Comparison to view the comparison between the latest available version of the agreement and the version being uploaded. This document highlights the modifications made.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:7.11 document validation 5.png|720px|7.11 document validation 5.png]] </div> <div class="image-green-border"><br/> 10. '''Click '''Yes to continue uploading the document. </div> <div class="image-green-border"> <br/> 11. '''Click '''Show All Details on the Versions tab. </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-Associations16.PNG|720px|8.0-Associations16.PNG]]<br/>  <br/> The Details window opens indicating that the Association file has been modified.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-Associations17.PNG|720px|8.0-Associations17.PNG]]</div>
== Localization support for attribute values in tagged associations ==

The localization support has been provided for association entities assembled as a file, table or saved search in a single as well as bilingual template. The localization covers attribute data types such as string masterdata lookup,  choice/multi-choice, Date and DateTime Format, Percentage, Number, Boolean and Currency format, as well as attribute groups and extension attributes on ICI UI.

This support will be available with the version upgrade without any further configuration. Here are some points to keep in mind regarding the localization for attribute values of tagged associations:

*For agreements with associations tagged as table or saved search as table, the attribute values will be displayed in local languages automatically when the document is assembled.
*For existing agreements, the attribute values will be localized when the document assembly is carried out explicitly.
*For executed or terminated agreements, the localization is not supported for attribute values of tagged associations.

When  the localization is not defined, the attribute values for association entities will be displayed in a language depending on specific business criteria. To apply the localization in ICI, Administrators should maintain the translation values against respective resource keys using the Translation Editor tool. Refer to the Localization support across ICI for more details on the business scenarios.

 

== Approving an Associated Document ==

When the Associated Document is created, the approval rule triggers, and the document is sent to the approvers that are set by the approver rule. If you are an approver, you can approve or reject the associated document.

To approve an Associated Document:

1. '''Click '''the Tasks tile on the Home page. The User Tasks page opens.

2. '''Click''' the Association name''' '''link that you want to approve. The Associated Document Details page opens.

3. To Approve the document, '''click''' Approve. To reject the document, '''click''' Reject. A notification is sent to the Primary and Secondary Owner of the document every time an approver approves or rejects a document.

4. If you click:

*Approve: The Add Note window opens. '''Type''' your comments and then '''click''' Add. The associated document gets approved.
*Reject: The Add Note window opens. '''Type''' your comments, '''select''' the appropriate reason code, and then '''click''' Add. The Associated Document gets rejected and goes into the Draft state.
<div class="image-green-border"> </div> <div class="image-green-border">The Approval Rule is triggered when the Associated document is created and the document is sent to the approvers set by the approval rule. The Primary Owner can recall the Association that is in Waiting for Approval state to stop the approval workflow and add a note to specify the reason, by clicking the Recall button.</div>
You can enable, disable, reassign, or remove approvers using the respective buttons from the Team tab of the Association after it is created. This can be done for the Associations that are in Approved or Waiting for Approval states.

If you are an approver of the Associations for Agreements and Amendments, you can request more information for an Association that is in Waiting for Approval state using the Need More Info button. You can also remove yourself as an Approver using the Remove Mebutton for an Association that is Waiting for Approval.
<div class="image-green-border">[[File:8.0-Associations18.PNG|720px|8.0-Associations18.PNG]]</div>
 

== Uploading and downloading large files with the File Path attribute ==

ICI now provides support for larger files. 

Users can now:

*Large file support is added in masterdata and association only.
*Upload files up to 4GB under the file selection attribute. 
*Upload files with all supported file extensions allowed in the file selection attribute.
*Download All/Download Package up to 6 GB.
*Only Azure and Windows store are supported.

ICI supports virus scanning of large files if the virus scan feature is enabled.
<div class="note-box">'''Note: '''This is not applicable for contract requests, agreements, or associations with large files in the DocuSign/Adobe Sign association selection pop-up, document assembly, bulk actions, legacy upload, integrations (Salesforce, Workday, etc.), and APIs.</div>
 

=== To upload a large file: ===

1. '''Click''' "Configure" > "Contract Types" > "Categories".

2. '''Select''' Type of Contract from the drop-down.
<div class="image-green-border">[[File:8.0-Associations19.PNG|720px|8.0-Associations19.PNG]]</div>
3. '''Select''' the contract type where you want to enable this functionality.

4. On the Attributes tab of the Edit Contract Type page, '''select '''any File Selection data type attribute such as File Path in the Selected Attributes column.

5. '''Enter '''a Display Name for the attribute. 
<div class="image-green-border">[[File:8.0-Associations20.PNG|720px|8.0-Associations20.PNG]]</div>
6. '''Toggle''' the Enable Large File Upload to Yes. This flag provides support for large files in File Selection and File Path attributes.

'''Note:'''

*Depending on the data type, the Enable Large File Upload attribute will be enabled.
*Once this flag is enabled, it cannot be disabled.
*The attribute is always disabled for contract requests and agreements as they are not supported.

7. '''Click '''Save to save your changes and Publish.

8. '''Click''' Association Management > Create Association.

9. On the Meta Data tab, '''click''' Select File in the File Path field.
<div class="image-green-border">[[File:Large File 3.png|720px|Large File 3]]</div>
10. '''Select '''the file that you want to upload.

*If the file size does not exceed the configured limit (4GB), then the file will be uploaded and displayed on the page.
*If the file size exceeds the configured limit, a message will be displayed that the maximum allowed size had exceeded.
<div class="image-green-border">11. '''Select '''the file that you want to upload in the associated document (Annexure Document) field. </div>
'''Note:'''

*For file attributes, you have to explicitly upload the file by clicking the Upload File button, unlike the file path attribute. You can also view the progress of the upload. When the file is uploaded, the progress bar turns green.
*Uploading a file may take some time depending on the network bandwidth, connection speed, file size, etc.

 

=== To download a large file: ===

1. When the association is created, '''click '''the Versions tab on the association Details page.
<div class="image-green-border">2. '''Click '''the Download icon to download the large file that has been uploaded. </div>
3. '''Click''' Preview if you want to preview the file. The Preview not supported for document type message will be displayed.
<div class="image-green-border">'''Note:''' For file path attributes, the Preview can be generated. However, for large files, restrictions have been added to avoid performance impact. However, the files can be viewed on the Versions tab and the audit history.</div> <div class="image-green-border"> </div>
 

 

=== To download all (large) files: ===

1. '''Click '''the Download All button. The "Please Confirm" window opens. 
<div class="image-green-border">[[File:8.0-Associations22.PNG|400px|8.0-Associations22.PNG]]</div>
2. '''Click '''"Yes".

3. On the Download window, select the files that you want to download in a zip format.

*If the file size does not exceed the configured limit (6GB), then the files will be downloaded in a zip format.
*If the file size exceeds the configured limit, a message will be displayed that the total file size exceeds the download limit.
<div class="image-green-border">'''Note:''' Creating the zip file may take some time. A message will be displayed when the download starts.</div> <div class="image-green-border"> </div> <div class="note-box">Note: The “Download All” button is an action dependent button, and the visibility will be filtered additionally by table below.</div>
[[File:8.1 Download All.PNG|720px|8.1 Download All.PNG]]

 

 

== Supporting rich documents preview using MS Office for Web ==

ICI is extending its rich preview experience to MS word (.doc and .docx) files which was earlier available for MS excel and PowerPoint files using Microsoft Office for Web. The rich preview is available for agreements, Amendments, Associated documents, Contract Request and Masterdata. 

Using MS Office for Web viewers can preview agreements and associated documents in split view and the preview will open in drawer view for Custom file path attribute, Masterdata CT, Contract request CT, Agreements details CT and list page “Preview Document”. However, the existing supported file formats such as images and PDFs will continue to use the current technical solution to generate file previews.
<div class="image-green-border">Also, a “Download” button has been introduced for file formats not supported for preview example .xml and .zip. Configurators can enable or disable the MS Office for Web based preview feature through the technical configuration.</div>
 

=== Online editing of associated documents ===

1. In ICI Web, navigate to the agreement for which you want to edit the associated documents online.

2. In the left navigation pane, click on the Associated Documents tab. The agreement associations are displayed.

3. Click on the association you want to edit. For example, Annexure 1. The Association's Details page opens.

4. Click “Open in Office for the Web”. The page reloads and the associated document is displayed. Refer above section for more details
<div class="image-green-border">5. Make the necessary changes. While the online editing session is in progress for the associated document, the workflow status is displayed as “Draft – In Editing”.</div>
*The maximum file size supported is: 
**DOCX: 100 MB
**XLSX: 5 MB
**PPT: 300 MB 
*Check-in time supported by Microsoft:
**DOCX: 30 seconds
**PPT: 60 seconds
**XLSX: 120 seconds

== Extending inline association support for contract request and introducing file drop functionality in inline association ==

ICI enables users to create association instances as part of agreement creation or update wizard. When creating or updating an agreement or amendment, users can create, view, or delete inline associations. 

This inline associations functionality has been extended to contract request create/update wizard as well. The users can create, view or delete associations while creating or updating the contract requests.

On a separate note, a file drop zone similar to the one in agreements, has been made available on the contract request details page for the configured associated document. Support has also been added for dynamic associated document rule evaluation for partially created and saved contract requests. 

This file drop functionality available on the associations grid of the agreement details page has been extended to inline associations grid in agreement as well as contract request creation wizard. The inline association functionality now supports dynamic associations for agreements, amendments and contract requests. 

1. '''Enable '''the Inline Association flag while associating the association contract type with the parent contract request contract type and publish it. 
<div class="image-green-border">[[File:8.0-Associations23.PNG|720px|8.0-Associations23.PNG]]</div>
2. '''Click '''“ Request” >"Create" on the "Requests" page. The Create Contract Request page opens. 
<div class="image-green-border">[[File:8.0-Associations24.PNG|720px|8.0-Associations24.PNG]]</div>
3. '''Select '''the contract request contract type for which Inline Associations are configured. 

4. '''Click '''Next. The Attributes page opens.

5. Update the attribute values.

6. '''Click '''Next. The contract request gets auto saved and the Inline Associations page is displayed.
<div class="image-green-border">The configured associations are displayed as the different tabs on the Inline Associations page.</div>
Users have the option to drag-and-drop the association files into the “Drop files here…” area provided. In this case, an association gets created with the same name as the file name.
<div class="note-box">'''Note''':<br/> If the “Allow Multiple Association” flag is set to “No” for an association, then the file drop will be hidden and the Add button will be disabled as soon as one association gets created.<br/> This option is available only for the Associated Documents which are created using the specific Associated Document Contract Type that has the “Show File Drop Zone” field set as Yes.</div>
7. '''Click '''Add. The Create Association popup is displayed. 
<div class="image-green-border">[[File:8.0-Associations25.PNG|720px|8.0-Associations25.PNG]]</div>
8. '''Enter '''the association details.

9. '''Click '''Create. The association gets created. Alternatively, click Save and Create New to save the association and to reset the create wizard to default values in the popup window, to create another association.

10. '''Click '''the three-dots icon in the "Actions" column to perform Edit, View Record, Disassociate, View Document and View Smart Links actions on the association.

11. Once the required associations are created, '''click '''Next to continue with the Contract Request creation wizard. The remaining workflow continues as before.
<div class="image-green-border">The created associations are displayed in the left navigation pane, under the Associations tab.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-Associations26.PNG|720px|8.0-Associations26.PNG]]</div>
The existing ICI functionalities for associate and inherit, inheritance, auto attachment, event rule evaluation and so on will get executed at partial save (manual/auto) and create/update user actions and will continue to work with inline associations as is. 

If an agreement / contract request that has not yet been saved, it will be auto saved when the user lands on the inline association page. This will enable the user to see list of evaluated associations on the inline association page. 

For an agreement/contract request that has been previously saved, the user will have to explicitly update (and save) the agreement/contract request to see the new changes on the inline page. 

The Dynamic Association Rule evaluation is dependent on technical configuration. 

 

== Document Comparison ==

The Document Comparison feature for agreements has a revamped user experience and navigation. 

Here are the details of the revamped Document Comparison: 

*The Document Comparison feature can be navigated from the Agreement Details page or any of the Agreement left pane tab pages, based on role-action mapping. 
*To do a Document Comparison: 

1. '''Click''' on the “Compare Documents” button. Alternatively, in case of page resized button availability, '''click''' on the three dots menu on the top right of the Agreement page toolbar. 

2.'''Click''' “Compare Documents” from the options displayed. 
<div class="image-green-border">[[File:Docu Compare 1.png|220px|Docu Compare 1.png]]</div>
*The comparison tool opens by splitting the page, with a default 60:40 ratio, with the title “Compare Document Versions”. 
**40% page-share split is the default “Compare Document Versions” part. 
**The screen split margin can be dragged and adjusted as desired by the user, with the minimum mandatory limit being 30% of the page for the document comparison pane, and the maximum limit being 70%
<div class="image-green-border">[[File:Docu Compare 2.png|620px|Docu Compare 2.png]]</div>
*Within the comparison view pane, The respective version descriptions of the “Original” version and the “Revised” version are displayed on top, with the “Original” version on the left and the “Revised” version on the right.
*The compare descriptions include: 
*Version number, with a dropdown arrow to choose any other version. 
*The “Created by” username.
*Created date. 
*Just under the descriptions, there are two buttons. 
*“Compare” – Clicking this runs the version comparison. 
*“Download Comparison” – Clicking this initiates the download of the comparison document. 
<div class="image-green-border">[[File:Docu Compare 3.png|320px|Docu Compare 3.png]]</div> <div class="note-box">'''Note:''' When a user clicks on “Compare Documents” from the three dots menu, the default view displays the comparison between the two latest versions of the agreement, without having to choose from the version dropdowns. </div>
*The document comparison preview pane is displayed below the aforementioned buttons. This is where comparative edits, omits and any changes are displayed. 
*There is a header toolbar on top of the comparison preview pane. 

[[File:Docu Compare 4.png|520px|Docu Compare 4.png]]

*The header toolbar of the comparison preview pane includes, from left to right: 
*Page number of total page numbers. 
*Search tool displayed with a magnifying glass icon. 
*Zooming out option with a “-“. 
*Zooming in option with a “+”.
*Three dots menu, clicking which displays some action options. 
*Pin/Unpin option. 
*The comparison view can be closed by clicking the close 'X' icon, by clicking 'Compare Documents' button again, or clicking the split view button.

[[File:Docu Compare 5.png|320px|Docu Compare 5.png]]
<div class="note-box">'''Note:''' The look and feel of the document viewer and respective buttons and options may differ based on the browser.</div>
 

'''Related Topics''': [[Agreement_Management|Agreement Management]] | [[Agreements|Agreements]] | [[Contract_Type|Contract Type]] | [[Saved_Searches|Saved Searches]] | | [[Adding_Supporting_Documents_to_an_Agreement|Adding Associations]] | [[ICI_Obligation_Management|Obligation Management]] </div>

Release Notes

2022-06-09T10:42:14Z

IDT-1:

= ICI Release Notes - Release 8.1 =

== Release 8.1 New Features ==

These release notes provide an overview of the enhancements to ICI, the ICI experience for integrations, and so on.

•      Refer to the [[#_Technical_Requirements_8.1|'''Technical Requirements''']] for the release in this document.

•      Refer to the [https://ici-us-wiki01.icertis.com/ICIHelp8.1/index.php?title=ICI_Help '''Wiki'''] documentation (also found in your ICI help section) for details on all ICI features and functionalities.

The 8.1 Release introduces the following enhancements to the Icertis Contract Intelligence (ICI) platform:

== Icertis Contract Intelligence  ==

=== Agreement & Platform  ===

'''A new collaboration experience with Microsoft Teams'''

ICI now leverages the powerful capabilities of Microsoft Teams to help internal teams collaborate on contract creation workflow and expediting the contracting lifecycle. The Teams integrations will help customers to use a single communication system and discussions can be held in context of the agreement.

The feature includes:

*Contract owner can initiate a collaboration on MS teams from agreement details page and also invite agreement team members to participate in the discussion.
*The latest version of the agreement document is also made available on the teams channel while initiating the collaboration. Participants can review, redline the agreement document in MS teams and publish the edited document back to ICI as a new version.
*The documents associated with main agreement in ICI can also referenced in MS teams channel

Feature ID: 1188391

'''Negotiate and Update Agreements with the new Outlook Add-in'''

The new Outlook Add-in connects users’ emails with Icertis Contract Intelligence and provides improved collaboration capabilities and ensures information sent on emails is tracked for audit and governance on ICI. In addition, the new add-in provides a better interaction design, in line with the modern ACE user experience released in version 8.0.

The Add-in for Microsoft Outlook Desktop is supported on Windows and Mac OS. Once installed, an '''Icertis Experience for Outlook''' pane is accessible from Outlook. The pane provides access to ICI agreement data, along with success and error messaging for interactions. It can be pinned on the interface for easy access.

With the Outlook Add-in improvements, users can now do the following:

*Add attached documents in emails as associations or a new agreement version in ICI.
*Preview Agreement and Association documents from the Outlook Add-in.
*Drag-and-drop single or multiple emails as associations.
*Replace existing associated document with a new email or email attachment.
*Access agreements and associated documents from the Outlook plugin and email them attachments to reviewers or approvers any stakeholders.
*New incoming messages for email threads marked as associated documents are automatically added as new associated documents. 

Feature IDs: 1137119, 1137121

'''Quick & Easy Agreement Creation'''

Agreement Contract Types now come with a Quick Creation option. For all agreements using this option, users can fill all the necessary information on a single page and publish the contract or send it for approval immediately.

Feature ID: 1183356

'''More Quick Action Options'''

The Quick Actions widget “What would you like to do” has been enhanced to provide multiple actions/links with one quick action line item. For example, “Create MSA” quick action now provides multiple links catering to “Own” and “Third Party” paper selections, as displayed in the image below.
<div class="image-green-border">[[File:RN 8.1 1.png|520px|RN 8.1 1.png]]</div>
Feature ID: 1183310

'''External Emails Split to Ensure Compliance '''

Contracts sent for review or approval by email to other parties, legal consultants and users not within ICI are now split in two parts. A URL and passcode can be shared with the users and the review can be done completely online. No need of downloading and attaching documents and tracking versions offline. The process is quick, secure and easy to audit.<br/> Two emails are sent, One email is sent containing the agreement URL and the other with the passcode to access the URL. This method could be used for requesting reviews, reviews and approval.<br/> <br/> Users can also resend the notification to external users whose reviews are pending, with the help of the “Resend Passcode Notification” button.<br/> <br/> To enable this feature, the implementation team needs to configure it explicitly. <br/> <br/> Feature ID: 1216716 

'''Deviation management for text and tables outside content control'''

If changes are made to the plain text in agreements or tables in associations of an agreement document (text which is not a clause or attribute), a deviation can now be triggered to help Legal teams exercise greater content control. The changes are highlighted and the deviations will flow through an approval process.<br/> <br/> Feature ID: 1183384 

'''Support for Microsoft Powerpoint documents'''

ICI now supports Microsoft Powerpoint file formats (files with .ppt and .pptx extension) as third-party paper agreement file formats. In addition to PDF and DOCX file formats, users can now create and negotiate contracts using PPT and PPTX files.

Feature ID: 1183367

'''Online Editing Of Own Paper'''

In this release, ICI is enhancing its existing online editing feature  by supporting online editing of own paper documents. using Microsoft WOPI.We have improved the experience for editing agreements with Microsoft Online applications In this release.

The following improvements can be observed:

*Documents with editable content control can be edited and and values are is synced seamlessly.
*The track changes option will now track all the changes made by the users in reviewing mode, creating a redlined version of the document.
*The empty content control will be displayed as blank instead of “obj”.
*The content controls within tables can now be edited with associations tagged as tables and saved searches.Content controls within tables will now be editable. 

Feature ID: 1287270 

'''Support for Inheritance of Bulk Associations '''

In addition to attributes and associations, now bulk associations contract types (BACT) and their extension attributes can now be inherited from parent to child agreements. 

The agreements with BACT associations will get inherited asynchronously along with all extension attributes of all the associations. The bulk associations will also work as they do in parent agreements.

Feature ID: 1278205 

'''Enhancement to Download all Agreement & Associated Documents in one click'''  

With this release, we have expanded on the Download all capability which allowed users can to download the agreement and itsall associated documents in one click saving much time and effort. 

This functionality was earlier available when the signature type for the agreement was set to manual, it is now available for electronic and hybrid signature types as well.

Additionally, the “Download All” button will now be visible to users based on the role action mapping in superseded state as well. 

Feature ID: 980342 

'''Platform changes to enhance UX for Business Applications'''

To improve findability and relevance of information pertaining to a particular business application, some configuration changes are now available in the platform. These changes significantly improve the search and usability experience when working with Agreements, Associations or any Business Application.

The following configurations are now supported:

*Business Applications have dedicated index pages, where users can search for the information pertaining to the specific business application.
*Agreements and Associations index pages do not show information from Business Applications.
*On the Advanced Search page, users have a choice to search for information from Agreements or specific business applications.
*Left navigation of a business application entity page can be configured to show the relevant links.
*Results for global search are categorized by the business application name if they are not Agreements or Associations.
*When creating a Contract Type, seeded attributes only relevant to the Business Application Type and Category can be seededwill be selected.

Feature ID: 1183274 

=== Self-Service ===

'''Introduction of a Technical Admin user to access the System Configuration on Self Service Portal'''

With the risk of inaccuracies in technical configurations, given their critical importance, such configurations have been, till now, hosted outside the confines of ICI, where ICI admin users, who have azure subscriptions to an instance, authored the process.

Therefore, the capability of admin users within ICI were being limited and the scope of technical configurations had to be expanded.

Now, a solution has been devised with this feature, as enunciated in the following:

*Technical Administrators can now be configured/added for performing required technical configurations in the System Configuration Portal, using the new “Technical Roles” field while adding, provisioning or editing a user.

'''Note:''' The user has to be Internal in order to be authorized with “Technical Roles”, and selecting an external user will automatically discount the Technical Roles feature.

*The portal has been upgraded for Technical Admin users, with enhancements to the Landing page, header, menu options, along with a static welcome message.
*Appropriate messaging and communication will be provided for any negative scenarios, wherein the Technical Admin User faces any challenge accessing or configuring.
*When a new ICI admin user logs in, they should be able to setup other internal users as technical admin users of the System Configuration portal. 

'''Note:''' Only the ICI Admin user should be able to setup other internal provisioned users as the Technical Admin user.

*The ICI Admin can either create a new Security group, as required, or use an existing security group. 
*The authorization of technical admin users will depend on Security Groups Privilege to the “Self Service” privilege entity, and on roles assigned to specific users.
*The “Self Service” privilege can be configured in the backend and it will be visible to users under the Security Group Privilege tab.
*The “Manage” access option can be selected to grant access to the System Configuration Portal for technical admin users.

'''Note:''' The user who gets Technical Admin privileges can be any internal provisioned user on that instance (even a non admin user).

Feature ID: 1210894

'''Building the Config Key Update utility as part of the System Configuration on Self Service Portal'''

Today, in ICI – There are close to 800 configuration keys in the system. These keys are managed via the ICM Tools which is hosted outside of ICI. With this initiative, we have started the migration these Keys incrementally to be part of the System Configuration – Self Service Portal. 

The scope for this release is to migrate 10 keys into the utility. The access to this utility is driven by the Technical Admin role as explained in the previous section. 

Once the user successfully enters the ‘System Configuration – Self Service’ portal with the correct security groups and technical admin role, they will be able to see the ‘Config Key Updates’ entry point at the top of the screen
<div class="image-green-border">[[File:RN 8.1 2.png|720px|RN 8.1 2.png]]</div>
On clicking the Config Key Updates menu, the user will be able to see the utility where the defined 10 keys will be loaded on the screen, along with their existing values.
<div class="image-green-border">[[File:RN 8.1 3.png|720px|RN 8.1 3.png]]</div>
 

The user will be able to view each key loaded into a card. The card will contain the name of the key along with it’s value. 

The user will be able to see a dedication section to the right of the page for viewing help information

The user will be able to click on the ‘3-dot’ option on each card to edit the value of the key
<div class="image-green-border">[[File:RN 8.1 4.png|720px|RN 8.1 4.png]]</div>
 

On clicking the Edit option, the key information will be loaded in the right drawer panel. Here the user can edit the key value and Save using the button at the bottom of the drawer

 
<div class="image-green-border">[[File:RN 8.1 5.png|720px|RN 8.1 5.png]]</div>
 

The user can edit one or more keys using the ‘3-dot’ option on each card. Once the user has finished editing all the keys, they need to click on the ‘PUSH CHANGES TO ICI’ button at the top of the grid. This will internally update the keys with the edited values in ICI for the changes to take effect

 
<div class="image-green-border">[[File:RN 8.1 6.png|720px|RN 8.1 6.png]]</div>
Feature ID: 1180864

=== Administration & Configuration  ===

'''Quick Configuration with ICI Import Solution'''

The ICI Import Solution is an automated solution for configuring ICI entities. It simplifies the initial configuration process and reduces the time and complexities involved in the process.

Using the Import Solution tool, ICI users can now:

*Import configurations from a source ICI instance to a target ICI Instance with no pre-existing configuration data.
*Import configurations between different versions of ICI.

'''Note:''' Support will be provided for up to 2 releases preceding the target ICI version.

*Register and publish preconfigured import solutions.
*Import the following information:
*Contract Types
*Templates
*Clauses
*Rules
*Notifications
*Masterdata Instances
*Seeded Masterdata entity instances
*Users & User Groups
*Security Groups

Feature ID: 1262996 

'''Contract Types can now be locked for editing '''

Contract types can now be edited by only one user at a time. This functionality helps prevent data inconsistencies or concurrency errors.

Product enhancements include:

*A Lock/Unlock button on the contract type page. 
*Auto system lock when users start edit a contract type without locking it. 
*Messaging providing information on who is editing the contract type. 
*System locks get released when contract types are saved.

Feature ID: 1212463 

'''Enhancements to Legacy Upload Tool'''

The following features will be added to the Legacy Upload utility with this release, improving speed and accuracy and reducing file size.

*Records bypass workflow states directly to the desired state. 
*Users can schedule upload in batches within guardrails to improve system resource allocation. 
*Specific range of records from the UI can now be uploaded.
*Infra and Elastic Search health check can be run before executing the scheduled batches.
*On demand batch scheduling based on the user provided schedule. 
*Supporting legacy entity created with large files 100MB+.

Feature ID: 1069763

'''Unique clause and template code for every environment'''

Users can now customize their clause and template codes for different instances. If unique codes are used, it reduces errors when migrating data from one instance to another. It also simplifies searching of clauses and templates.

Feature ID: 938126

'''Template and Clause creation options in Microsoft Word'''

The Create Template and Create Clause options in the Icertis Experience for Word are only displayed to users with access to these features. Earlier an error message was displayed to users without access and resulted in an unsatisfactory experience.

Feature ID: 1187041

'''Show or Hide confirmation messages in Microsoft Word '''

Administrators can now choose to show or hide certain confirmation messages, as per the organization's preference, on the Icertis Experience for Word.

Feature ID: 1187044

=== Technology Updates ===

'''ServiceBus upgraded to Azure.Messaging.ServiceBus'''

“Azure.Messaging.ServiceBus” is now replacing “Microsoft.ServiceBus”.  <br/> <br/> This is a Microsoft recommended upgrade and provides the following improvements:

*Up-to-date, streamlined Azure.
*More accurate messaging without any anomaly or junk data in the message characters.

<br/> Feature ID: 940871

'''Authentication Library and Graph API update'''

Microsoft has announced* deprecation of the Azure Active Directory (Azure AD) Authentication Library (ADAL) and Azure AD Graph API libraries and recommends using Microsoft Authentication Library (MSAL) and Microsoft Graph API.

We have updated Microsoft Graph, Identity and Key Vault packages to include stability and security fixes from Microsoft. The migration from ADAL and Azure AD Graph API to MSAL and Microsoft Graph API will ensure continuing support for the following areas:

*User Provisioning 
*Bulk Action 
*Integration - SFDC, GIF (Generic Integration Framework), MSCRM  
*Reporting 
*Key Vault 

Refer to the following link for Microsoft’s circular: [https://techcommunity.microsoft.com/t5/azure-active-directory-identity/update-your-applications-to-use-microsoft-authentication-library/ba-p/1257363 Update your applications to use Microsoft Authentication Library and Microsoft Graph API - Microsoft Tech Community].

Feature ID: 1276938

=== API Enhancements ===

In this release we focused on providing API 2.0 versions of most of our APIs with a goal to improve the performance and overall usability.

Following APIs are upgraded to API 2.0 versions in this release:

[[File:RN 8.1 7.PNG|720px|RN 8.1 7.PNG]]

[[File:RN 8.1 8.PNG|720px|RN 8.1 8.PNG]]

[[File:RN 8.1 9.PNG|720px|RN 8.1 9.PNG]]

[[File:RN 8.1 10.PNG|720px|RN 8.1 10.PNG]]

[[File:RN 8.1 11.PNG|720px|RN 8.1 11.PNG]]<br/> [[File:RN 8.1 12.PNG|720px|RN 8.1 12.PNG]]

[[File:RN 8.1 13.PNG|720px|RN 8.1 13.PNG]]<br/> <br/> [[File:RN 8.1 14.PNG|720px|RN 8.1 14.PNG]]

[[File:RN 8.1 15.PNG|720px|RN 8.1 15.PNG]]

[[File:RN 8.1 16.PNG|720px|RN 8.1 16.PNG]]

[[File:RN 8.1 17.PNG|720px|RN 8.1 17.PNG]]

[[File:RN 8.1 18.PNG|720px|RN 8.1 18.PNG]]

[[File:RN 8.1 19.PNG|720px|RN 8.1 19.PNG]]

[[File:RN 8.1 20.PNG|720px|RN 8.1 20.PNG]]

[[File:RN 8.1 21.PNG|720px|RN 8.1 21.PNG]]

[[File:RN 8.1 22.PNG|720px|RN 8.1 22.PNG]]

[[File:RN 8.1 23.PNG|720px|RN 8.1 23.PNG]]

[[File:RN 8.1 24.PNG|720px|RN 8.1 24.PNG]]

[[File:RN 8.1 25.PNG|720px|RN 8.1 25.PNG]]

[[File:RN 8.1 26.PNG|720px|RN 8.1 26.PNG]]

[[File:RN 8.1 27.PNG|720px|RN 8.1 27.PNG]]

[[File:RN 8.1 28.PNG|720px|RN 8.1 28.PNG]]

'''API Deprecations'''

Any integrations utilizing the deprecated APIs must adopt alternate APIs. Previously, API endpoints have been periodically deprecated and alternate APIs have been provisioned.

However, no existing API endpoints have been deprecated in the 8.1 Release. To check previously deprecated endpoints, refer to 7.16 Release Notes. More details on the alternate APIs are available in the Swagger documentation.

=== Mobile App Update  ===

'''Improved Security on Mobile Devices with SafetyNet Attestation API'''

With this release, ICI is implementing SafetyNet Attestation API for Android mobile application to restrict users from accessing the application through rooted/vulnerable device, to avoid breaching of the IT and cyber security policy.

'''Note: '''The SafetyNet Attestation API is supported Android version 8.0 onwards.

Feature ID: 1095223

== AI Applications  ==

Usually, the implementation team spends a lot of time analyzing and training the AI model for the discovery of the new attributes. With this release, ICI is extending the number of pre-trained attributes so that the AI apps implementation project can be expedited. ICI previously had added 23 out-of-the-box attributes and introducing 15 additional attributes in this release, making it a total of 38 new attributes as a part pre-trained model. Customers can now start using attributes from pre-trained model with no or very little retraining.

The additional attributes are:

*Acceptance Completion Period
*Breach Cure Period
*Confidentiality Survival Period
*Force Majeure Period
*Interest Percentage on Payment Delay
*Liquidated Damages Cap
*Policy changes notice period
*Records Retention Period
*Renewal notice period
*Signatory Name
*Signatory Title
*Signature Date
*Termination for cause notice period
*Termination for convenience notice period
*Warranty Claim Period

Feature ID: 1187824

=== Enhancing the scope of DiscoverAI app& Negotiate AI differentiation ===

Discover AI helps users to identify attributes and clauses in browser and save them in the system.

With this release, scope of DiscoverAI has been enhanced to include the discovery of attributes and clauses within Microsoft word also using Icertis Experience for Word plugin. 

*The following actions/functionalities will be available under the Discover AI license in Icertis experience for Word: 
*Discovery of attributes and clauses. 
*Confirm, Confirm with Deviation, Ignore, Compare and Replace the clauses based on discovered clauses data. 
*Select the Matched Clause from the library. 

Feature ID: 1284012

== Reports Enhancements ==

=== Data for agreements awaiting signature in reports ===

Out-of-the-box ICI reports will now display details for the business status “Waiting for Signature”, in addition to existing statuses. This update to the reporting logic resolves an existing gap in the reports data.

This enhancement applies to the following reports:

[[File:RN 8.1 29.PNG|520px|RN 8.1 29.PNG]]

Feature ID: 1071182

=== Custom reporting views using JSON  ===

Developers can now create new custom reports views using Stored Procedures (SP) and JSON files. This feature gives flexibility to organizations to easily develop new reports relevant to their business requirements.

An Import SP is now available that takes JSON files as input. The JSON file used for input is where developers can define the new view. New reporting views are automatically created on running the Import SP.

An Export SP is also provided, which can be used to download a JSON file which contains the structure of an existing view in the database, to use as a template to create a new views.

Feature ID: 1208472

=== Dataset and seeded dashboard for Proposal Management application ===

A dedicated Power BI Dataset is now available for the Proposal Management application for out-of-the-box and custom reporting.  

PM App Power BI report will have clickable links to ICI entity details page for Proposal Management Entities such as, Sell Side RFx, RFx Qualification, and Bid Proposal.

Feature ID: 1232650

=== Attribute Information Report Enhancements ===

The following filters and columns are added to the Attribute Information report giving more options to analyse the Attributes used in the system.

*Filters: Contract Type, and Group by Property Columns: Is Mandatory and Tracking Attribute

Feature ID: 1158976

=== Edit SSRS Reports without customization ===

Icertis and partner developers can now edit the SQL Server Reporting Services (SSRS) reports eliminating the need to create additional customized reports even for small changes. Users can now make the following edits to SSRS reports:

*Add or remove columns in an existing report.
*Modify column’s position, name, or default values.
*Modify sorting order of the results.
*Apply query level filters.
*Apply security group access as standard reports.
*Create copy of existing report and modify it.
*Use a new framework, which has a JSON-based interface.
*Create new or modify custom reports.

Feature ID: 744814

=== Report-based edit access for Power BI reports ===

Manage access for Power BI reports can now be provided at a report level to ensure that edit access is only given to the necessary users within the organization.<br/> This feature works does not impact “Advanced Analytics” access.<br/> <br/> Feature ID: 1070905

=== Maintainance and storage optimization with a Common Data Model for Clause-based reports ===

PlatformClause - a common data model for clause related information can now be used to create clause-based reports such as Clause Profiling Report, Clause Pending Approval Report and more. This helps optimize storage capacity and reduces the development and maintenance effort siginificantly. <br/> <br/> Feature ID: 1083685

=== SSRS Reports now available with Power BI ===

Power BI reports are faster, more scalable, richer in features, customization-friendly, sport a modern UI and overall a better experience. To leverage its advantages, the following SSRS reports are now made available in Power BI:

*Clause Summary Report
*Tagged Attribute Report
*Agreement Clause Content Report – A widget that displays the clauses with the most deviations is also added in this release. 

Feature IDs: 1214787, 1214720, 1223598<br/>  

== Salesforce Integration  ==

===  Activity Object and Trigger Simplification in Salesforce Adapter ===

The following enhancements are made to the SFDC Manage package Adapter:

*Triggers for Accounts and Opportunity objects have been removed from the Managed package to avoid unnecessary update-related issues. Users can get more flexibility and control over them when they use the auto contract creation feature. Note: This is applicable to both fresh installs as well as updates on existing packages.
*Previously, 6 custom fields were needed on the Salesforce activity object to sync ICI tasks with Salesforce, and now, the dependency on these fields have been reduced with only 2 custom fields required for the sync.
*For customers who didn’t need the ICI task sync feature and were unable to remove the custom fields with the limit of 100 fields on the Activity object, now, these fields have been removed from our managed package to provide more flexibility.

'''Note:''' Guideline documentation and support by ICI implementation/upgrade team will be duly provided, for creation of desired fields during new installs as well as release upgrades, or deletion of fields during upgrade scenarios.

Feature ID: 1066353

=== User Experience for Salesforce Revamped ===

Using ICI within Salesforce is now a more seamless experience as we have made significant improvements to preserve the native Salesforce UI interactions, which users are familiar with, without compromising the ICI functionality.

These are the enhancements that have been introduced:

* Native Salesforce components are now used along with the ICI iframe.
*Sub-tabs moved from ICI to Salesforce native tabs, for example: Agreements, Requests and Agreement Reports.
*Agreement and Request Details pages are now displayed in native Salesforce UI.
*On the Details page certain actions (example - Reset Expiry) and sub-tabs (example – Associations) are now native Salesforce components.

'''Note:''' The implementation team will provide a list of native and i-frame components.

Feature ID: 1186642

== eSign Integration  ==

=== Integration Support for DocuSign using JWT authentication ===

The ICI and DocuSign integration was previously based on authenticating the APIs with “IntegratorKey” and “API Password”.

The product has now been upgraded to support an enhanced authentication using JSON Web Token (JWT), along with the existing basic authentication support. This enhancement has also enabled JWT support for “Multisign” as well as “Single Esign” configurations.

Feature ID: 1000798

=== DocuSign API upgraded from 2.0 to 2.1 ===

DocuSign released an update announcement that OAuth 2.0 would be required to support DocuSign API applications. In keeping with this announcement we have upgraded DocuSign REST APIs from 2.0 to 2.1. With this upgrade, a new JSON parser has been introduced to support DocuSign Connect, a notification mechanism to receive updates when any event is triggered in the eSignature workflow.

Feature ID: 1060689

=== Adapting webhook feature of Adobe Sign ===

Adobe Sign adapter couldn’t communicate precise callback information to ICI Platform, thus causing intermittent errors in ICM workflow after the Agreements were electronically signed. Adobe Sign responded with the same information for every signature, hence it wasn’t possible to distinguish between callbacks from different signature. However, with the introduction of Adobe webhook, this problem can be resolved.

Adobe webhooks can be created on the workflow for each agreement, requesting the type of information in the callback, which further benefits as follows:

*Identifying the signatory requesting a callback
*Identifying for which event or action the callback is requested
*Concisely updating the status in ICM

'''Note:'''  Upgrade Adobe Sign API from 5.0 to 6.0 to use the webhook feature.

Also, Adobe rebranded Echo sign to Adobe Sign, hence non overridden localization strings for validation messages have been modified accordingly.

Feature ID: 1091947

=== Electronic Signature support using ICI BioPharma setting for 21 CFR Part 11 & Annex 11 compliant groups ===

ICI Platform now supports the Life Science industry documents that need to comply with 21 CFR Part 11 (for US FDA) or Annex 11 (for EU) regulatory compliance.

This feature allows integration with DocuSign Part 11 module and Adobe Sign Bio-Pharma setting to get electronically signed approvals for such agreements.

Feature ID: 1220095

=== Changes in IP whitelisting process for eSign adapters ===

ICI Platform supports integration with third party eSign adapters, which communicate using callback information. To receive the callback data from the eSign servers, certain IPs to intended methods are whitelisted. This action is done through the web.config file. However, any change in the IPs requires modifying the web.config file, which resets the IIS, resulting in performance issues.

To address this issue, “Core.IPSecurity” key has been introduced, which stores information related to the IPs as a JSON, and thus eliminates the need to modify the web.config file.

'''Note''': Blocking or allowing IP addresses based on DNS is not supported as a part of this feature.

Feature ID: 1193062

=== Update eSign document with correct status ===

In certain scenarios, the electronic signature status in ICI and eSign provider are inconsistent. An enhancement has been added wherein the respective statuses are verified and the agreement status is updated or corrected accordingly.

Feature ID: 1193061

== Sourcing  ==

The 8.1 Release introduces enhancements to the Icertis Contract Intelligence (ICI) Sourcing Application (SRC8.1.0.404).

=== Support for new RFx type-RFP ===

Icertis Sourcing application now supports Requests for Proposals (RFPs). Organizations can leverage the advantages of a secure and seamless application to organize and maintain their procurement processes digitally using the RFP feature.

RfPs are integrated requests containing information on both questions and bids. Buyers can now design, create, and publish RFPs in the Sourcing application and invite suppliers to respond to them. Once Buyers receive the responses, they can evaluate them and make their procurement decisions.

Key RFP features:

*Integrated mechanism to get responses to questions and bids from suppliers.
*Reusable templates for Questions, Questionnaires, and Bidding templates.
*Questionnaires and questions can be arranged and reordered as required. 
*Attachments, and responses to questions can be downloaded in a package.
*A consolidated excel spreadsheet is available to analyse bids and responses.
*Suppliers can provide responses to questions using Excel as well as Sourcing UI.

Feature ID: 404602

=== Improved Sourcing workflow with Sourcing Request ===

Users within an organization can now create Sourcing Requests for procuring items or services. These requests can be designed to go through an approval flow before they are turned over to procurement teams. The approval cycle can be easily tracked and audited for compliance.

Sourcing Request features:

*Configure a Sourcing Request based on the necessary privileges.
*Request forms can be designed to capture necessary details and attachments.
*Requests can be sent to designated approvers for approval.
*An RFx can be created after the request is approved.
*Requests can be modified until they are approved or a RFX is created based on it.
*Cancel or recall the Sourcing Request.
*Put the Sourcing Request on Hold till approved state provided RFx is not created using this Sourcing Request.

Feature ID: 611297

=== Ordering and additional data types for Questions in Questionnaire ===

We have made the following enhancements to Icertis Sourcing to improve the user experience when working with Questions and Questionnaires:

The order of Questions and questionnaires in RFx can be set and modified as per the preference of users.

The following data types are now supported for questions in RFx:

*Boolean
*String
*Choice
*Multi Choice
*Currency
*DateTime
*Number
*Percentage
*Text Area
*Rich Text Area  
*Email
*File Selection

'''Note''':

*On exporting rich text data type information to Excel or HTML, some formatting features may be lost.
*Uploading a file attachment as response for file type question response using Excel is not supported. Supplier must log on to ICI to upload files.

Feature ID: 896873

== Obligation Management  ==

The 8.1 Release introduces enhancements to the Icertis Contract Intelligence (ICI) Obligation Management Application (OM8.1.0.404).

=== An interface to quickly add obligations discovered by AI ===

Obligations that are identified in contracts using the Discover AI feature can now be easily reviewed on the user interface. User can review the obligations and decide to add one or more to the Obligation Management application for tracking approvals and fulfillment.

The interface to review and create obligations in bulk saves users much time and manual effort.

The following image shows an example of creating Obligations in bulk:
<div class="image-green-border">[[File:RN 8.1 30.png|720px|RN 8.1 30.png]]</div>
Notifications for successfully processed or failed obligations can also be configured.

Feature ID: 1090383

=== Auto-approval of Obligations to improve efficiency ===

Many obligations are extracted from executed contracts and they don’t usually need to go through an approval process in the Obligation Management application. To reduce time and effort spent approving a large number of obligations and not block the obligation fulfillment lifecycle on account of pending approvals, an automatic approval process for obligations can now be configured.

Once the auto-approval process is defined based on obligation taxonomy, this is how the feature works:

*If approval is turned off, and no approvers are added to obligations, the obligations are automatically approved.
*If approvers are added to obligations, manually or automatically through a rule, then even if approvals are turned off, the obligations will need to be approved.

Feature ID: 519344

=== Organize and manage obligations by creating groups  ===

An obligations could have one or more sub obligations or tasks, which would need to be completed by different individuals in an organization. Also, some obligations may be related to each other and grouping them could help organize and track the fulfillment. To facilitate such scenarios, obligation groups can now be created in the Obligation Management application.

Users can now categorize different obligations under logical groups and create parent-child relationships between obligations.

Child obligations automatically inherit any changes made to the parent Obligation. For example, if the status of parent Obligation is changed to Approved, all the related child Obligations also get approved.

Feature ID: 649768

=== Duplicate obligations no longer inherited  ===

When an Agreement (parent), with an associated Obligation, is inherited by another Agreement (peer), a duplicate Obligation is created. An enhancement in this release eliminates this limitation.

Feature ID: 1040723

=== UI Improvements for Obligation Management ===

The following improvements are made in the product to improve the search and usability experience when using Obligation Management:

*Dedicated index pages for Obligations and Fulfillments,
*Relevant page titles, breadcrumbs and history page information.

Feature ID: 1236413

== Risk Management ==

The 8.1 Release introduces enhancements to the Icertis Contract Intelligence (ICI) Sourcing Application (RM8.1.0.404).

=== UI Improvements for Risk Management  ===

The following Improvements are made in the product to improve the search and usability experience when using Risk Management: 

*Dedicated index pages for Risk Management and Risk Assessment. 
*Relevant page titles, breadcrumbs and history page information. 
*Saved searches display Risk Assessment as category.  
*The “Create” action button has now been added on the “Risk Assessment” index page.   
<div class="image-green-border">[[File:RN 8.1 31.png|720px|RN 8.1 31.png]]</div>
Other enhancements include:

*The “Delete” action has now been moved under the three dots icon on the Risk Assessment “Details” page. On deleting the risk assessment, users will be redirected to the Risk Assessment “Index” page.

Feature ID: 1067718

== Proposal Management  ==

ICI Proposal Management application is certified to work with the 8.1 release (PM8.1.0.404). 

=== Track and analyse performance with a Power BI Dashboard ===

A seeded dashboard that helps supplier organizations track their proposals by status, time, and outcome is now available within the Proposal Management application.The following features and reports are now available with the Proposal Management application:

*A new Power BI data model with Power BI dataset specific to Proposal Management.
*Proposal Management KPIs report
*Capture Management report

'''Note''': Users with access to Sell Side RFx or Bid Proposal can view the Dashboard.
<div class="image-green-border">[[File:RN 8.1 31.png|720px|RN 8.1 31.png]]</div>
 

=== Enhancements to Seeded Contract Types ===

With this release, the PM App is being enhanced with newly seeded attributes to its seeded contract types.

In this enhancement:

*New attributes have been seeded with the Bid Proposal entity:
*Total Bid Value For Proposal
*Total Value Won Or Lost
*Customer Address
*Customer Geography

These new attributes contribute in the essential computations of the Win Ratio and the Value Capture Ratio.

Feature ID: 1186830

=== Revamped User Experience across the PM App ===

The visual look and feel of the Proposal Management App has been considerably enhanced with the ICI-wide implementation of the new UI (User Interface) and UX (User Experience).

The following summarizes the revamped user experience across the App:

*The new “Proposals” tile menu now features only the viewing tile options for the seeded PM App entities, in addition to a new “Dashboard” tile menu option.
*The create navigation flow has been moved from the “Proposals” tile and a dedicated “Create” button has now been added to each seeded entity index page.
*The seeded entities now have their dedicated index pages, as opposed to the saved search driven listing in previous releases.
*The Details pages of all the seeded entities (Sell Side RFx, Bid Proposal etc.) now have dedicated page titles starting with the entity name, instead of the contract type category. For example, the previous “Agreement / Sell Side RFx 123” has been replaced by “Sell Side RFx / Sell Side RFx 123”.
*The newly added entity name (such as “Sell Side RFx”) on the Details page header is now a clickable link, clicking which opens the entity index page.
*In the audit history of any entity, both Grid View and List View, the header now features the entity category name instead of the contract type, just like the change in entity Details page.
*The display of action buttons on entity Details pages can now be configured to customize their sequence of display, and based on the available window space the remaining action buttons will be available under the three dots icon on the entity “Details” page.

Feature ID: 1235186

== Supplier Relationship Management Application  ==

ICI Proposal Management application is certified to work with the 8.1 release (SRM8.1.0.404).

=== Supplier Evaluation ===

The Supplier Evaluation module introduced in the Supplier Relationship Management suite helps organizations manage supplier performance and evaluate and mitigate risks associated with working with suppliers.

'''How Supplier Evaluation fits within Supplier Relationship Management'''
<div class="image-green-border">[[File:RN 8.1 33.png|520px|RN 8.1 33.png]]</div>
The Supplier Evaluation module introduced in the Supplier Relationship Management suite helps organizations manage supplier performance and evaluate and mitigate risks associated with working with suppliers.

'''How Supplier Evaluation fits within Supplier Relationship Management'''

 

Supplier Evaluation module is part of the Supplier Relationship Management application, which is built on Icertis Contract Intelligence.

Once suppliers are onboarded, users can evaluate suppliers on the products or services they offer. The KPI criteria, schedule, and the evaluators can be set up within the module and on completing the assessment the supplier can be classified as high performing, low performing or standard supplier.

A routine supplier evaluation can help organizations set expectations from their preferred suppliers and manage low performing suppliers.  

'''Supplier Evaluation Features'''

Setting up Supplier Evaluation

*'''KPIs''' – Users can create one or more KPIs (evaluation criteria) and evaluate suppliers based on the set parameters. For example, you can create KPIs for auditing, performance reviews, training requirements, and more.
*'''Supplier Data''' – The supplier evaluation creation process is simplified as much of the supplier information is auto-populated based on the supplier’s record.
*'''Evaluation Schedule''' – Users can set up a period for which the supplier will be evaluated.
*'''Product/Service for Evaluation''' – The evaluation can be performed in context of the product or service provided or the agreements.
*'''Reviewing suppliers based on the Criteria''' – The evaluation criteria can be put through an internal review process, and inputs can be sought to finalize the evaluation criteria.
*'''Supplier Outreach''' – Suppliers can provide information and supporting documents needed to perform the evaluation by responding to review requests by buyers.
*'''Responses & Scoring''' – Based on the responses provided by business team or evaluators on the supplier evaluation, scores are automatically computed.
*'''Evaluation Approvals & Control''' – Once the evaluation process is over, then buyer team defines supplier performance classification and suggests the next course of action (in case of low performing supplier). This can also be sent for management approval. The approver team can either approve or reject and send it for rework..
*'''Notifications''' – Notifications can also be configured for periodic evaluation. System notifications are sent to buyers when they are requested to evaluate a supplier.

Feature ID: 463049

=== Managing Supplier Hierarchy ===

'''Manage Related Supplier Organizations'''

The Supplier Relationship Management application now provides a mechanism to connect supplier organizations with their Parent, Holding or Subsidiary organizations. This is to ensure that you have a complete overview of the business you do with one supplier and its related entities. According to business needs, you may want to work with a local supplier or the parent global organization.

You can designate a supplier organization as one of the following types:

*'''Supplier''': Supplier organizations that may or may not have related Parent or Holding companies.
*'''Parent company''': Parent company of one or more Supplier organizations, controls operations of the Supplier Organization
*'''Holding company''': Holding company of one or more subsidiary Supplier organizations, does not have a direct say over the operations of subsidiaries.

Changes made to the supplier hierarchy for supplier registration, qualification or profile are synchronized with the vendor database and supplier master.

'''Unique Supplier Record Management'''

In Icertis Supplier Relationship management, the uniqueness of a supplier record is validated based on a combination of attributes . In this release, one or more of the unique identifiers attributes can be made editable. This is to account for entities that may change the Legal Entity Name in the course of doing business, considering legal entity name is one of the unique identifier attributes.

If the attributes are changed for an organization, the system validates and checks for duplicate records before allowing users to make the change.

'''Validating the Duplicate Registrations'''

Buyers may receive more than one registration from the same supplier submitted through the web page.

This release introduces the capability to match the supplier registration records based on the unique identifier attributes. This helps identifying the duplicate registrations. Buyers can perform limited actions on the duplicate registrations and the supplier qualification is not generated.

'''Note''': Customers upgrading to 8.1 from previous versions of ICI Supplier Relationship Management is supported.

Feature ID: 1271423

== Introducing ICI Matter Management App  ==

The Icertis Contract Intelligence (ICI) platform now introduces a Matter Management Application to streamline and optimize the lifecycle of legal operations. The ICI Matter Management Application helps you to establish e2e enterprise-wide matter management process.

The ICI Matter Management application helps to support complex document centric workloads (template-based authoring, online editing, e-signatures).

With this release, you will get the pre-configured support for these entities to get started: Litigation Management, Legal Correspondence, Arbitration, Corporate Administration. ICI has become single unique platform to manage Contracting and non-contracting matters.

*'''Who''' – For corporate legal functions and “Legal Ops”
*'''What''' – Secured and standard processes for creating and processing matter requests.
*Flexible, searchable document Management, easy working with external law firms
*'''Why''' – Improves productivity and efficiency of legal operations
*CLM data can be used in on-going matters.
*'''How '''– Leverages the ICI platform. With the use of a set of objects & workflows you can manage the entire matter lifecycle

 

=== Capabilities   ===

'''Streamlined Intake'''

'''[[File:RN 8.1 34.PNG|left|RN 8.1 34.PNG]]'''

*Standardized intake forms for business teams to raise matter requests
*Collaborative request management of requests from general / legal Counsel
*Rule based assignment of request to members of legal team

 

 

'''Plan and Complete Matters'''

'''[[File:RN 8.1 35.PNG|left|RN 8.1 35.PNG]]'''

* Efficiently plan for matters with the use of matter calendar, MS Outlook.
* Initiate matter transactions from matter manager
*Based on matter type, creation & use of appropriate templates, associations to form matter structure.
*Collaborate with external law firms
*Create custom matter types  

'''CLM Handshake'''

[[File:RN 8.1 36.PNG|left|RN 8.1 36.PNG]]

*When working on matter, you can Inherit attributes from related contracts
* After completing matter, you can enforce contracting outcomes such as ‘ Settlement Contracts’, ‘Amending contracts’

 

 

 

'''Managing Outcomes'''

'''[[File:RN 8.1 37.PNG|left|RN 8.1 37.PNG]]'''

*Amend the contracts based on matter outcome
*Track all legal correspondence
*Monitor and enforce outcomes

 

 

'''Legal Dashboards'''

'''[[File:RN 8.1 38.PNG|left|RN 8.1 38.PNG]]'''

*You get the dashboards to track progress & track status of Legal matter requests, legal matter
*Track Legal KPI (Key Performance Indicators) such as matter turnaround time, claims & liabilities.
*Use reports to improve efficiency, response time and can take better informed decisions
*Matter Calendar to get centralized view of key tasks across all matters

 

=== Lifecycle ===

The diagram below talks about the lifecycle of a typical matter record. The major 3 aspects include standardized intakes, plan, and complete the matters and managing the outcomes.
<div class="image-green-border">[[File:RN 8.1 39.png|RTENOTITLE]]</div>
 

=== Key Application Features  ===

'''Standardized intake:'''

*Raise requests on behalf of other users
*Define Matter Type that can be country specific and Industry specific
*Request for a completion date
*Easy drag & drop support to add additional matter documents along with requests 
*Customized workflow for legal matter requests
<div class="image-green-border">[[File:RN 8.1 40.png|720px|RN 8.1 40.png]]</div>
 

'''Plan & Complete Matters'''

*Assign the legal matter to legal Ops
*View legal request details
*Assign the matter to the team as Matter Manager, Matter team, Matter Approver
*Outsource the matters to external law firms
*Perform risk assessment and assign the high risk matters to external law firms   
*Structure the work on matter by tracking key working products for “Inputs”, “Working Docs”, “Outcome bucket”
<div class="image-green-border">[[File:RN 8.1 41.png|720px|RN 8.1 41.png]]</div>
'''Outcome Management'''

When you work on any matter, you can set the outcome of that matter to be CLM type of document. Based on the type of Matter, certain outcomes are seeded. 

You can monitor, track the matter outcomes, before the Legal Matter goes in Completed Status.

*You can create and amend the contracts to enforce matter outcomes
*Track and manage financial obligations to enforce matter outcomes
*Refer to Audit History for all matter documents
<div class="image-green-border">[[File:RN 8.1 42.png|720px|RN 8.1 42.png]]</div>
The key benefits of using the ICI Matter Management app are:

*Standardized matter intake and control information collection across the enterprise
*Can collaborate with external law firms.
*Custom matters can be quickly created using standard knowledge snippets and business rules.
*Triage requests and get accurate information from business
*Amendment of contracts based on matter outcome
*Integration with legal research, document management and ERP (Enterprise Resource Planning) System. 

 

== Technical Requirements  ==

The Icertis Contract Intelligence (ICI) application can be accessed from any device with an Internet connection and a supported browser. All features may not be available in all environments.

The software and hardware requirements for the client system as well as the mobile application are listed in the table below:

[[File:RN 8.1 43.PNG|720px|RN 8.1 43.PNG]]

[[File:RN 8.1 44.PNG|720px|RN 8.1 44.PNG]]

[[File:RN 8.1 45.PNG|720px|RN 8.1 45.PNG]]

'''Important Changes in IE11 Support:'''

From March 2021, Microsoft has stopped its technical support to Internet Explorer (IE) and has advised its customers to move to Microsoft Edge.

ICI will no longer support IE11. ICI will not be certified over IE11.

If customers use IE 11 then the below message will be displayed:

“You are using a browser that is not recommended to be used since it no longer supported by its OEM. The ICI support for this browser is limited for 7.16 version and will be discontinued from version 7.17 onwards. You should switch to Microsoft Edge as recommended by the OEM or any other supported browser prescribed by your organizational policy. You may contact your administrator for further information.”

[[File:RN 8.1 46.PNG|720px|RN 8.1 46.PNG]] 

[[File:RN 8.1 47.PNG|720px|RN 8.1 47.PNG]]

[[File:RN 8.1 48.PNG|720px|RN 8.1 48.PNG]]<br/> [[File:RN 8.1 49.PNG|720px|RN 8.1 49.PNG]]<br/> [[File:RN 8.1 50.PNG|720px|RN 8.1 50.PNG]]

[[File:RN 8.1 51.PNG|720px|RN 8.1 51.PNG]]

== Accessibility Conformance  ==

We ran accessibility conformance tests on the Icertis Contract Intelligence platform and Business Apps for Web Content Accessibility Guidelines 2.1 for Level A and Level AA standards. We did not evaluate for Level AAA standards.

While most of the product functionality has at least one method that meets the criterion without any known defects, some functionality of the product may not meet the conformance criteria. The full report is published in the following documents and can be made available on request:

*ICI Platform Accessibility Conformance Report
*ICI AI/ML Accessibility Conformance Report
*ICI Reporting Accessibility Conformance Report
*ICI Obligation Management Accessibility Conformance Report
*ICI Sourcing Accessibility Conformance Report
*ICI Proposal Management Accessibility Conformance Report
*ICI SRM Accessibility Conformance Report
*ICI Risk Management Accessibility Conformance Report

== Known Issues ==

This section includes some issues that we are aware of and plan to resolve at the earliest:

[[File:RN 8.1 52.PNG|720px|RN 8.1 52.PNG]]

 

 

 

 '''Related Topics:''' [[Agreement_Management|Agreement Management]] | [[Associations|Association Management]] | [[Compliances|Compliance Management]] | [[Templates|Template Management]] | [[Clauses|Clause Management]] | [[Configure|Configuration]] | [[Reports|Reports]] | [[Advanced_Analytics|Advanced Analytics]] | [[User_Administration|User Administration]] | [[ICI_Tools|ICI Tools ]]|  [[Icertis_Business_Apps|Icertis Business Apps]] | [[AIML|AIML ]]| [[ICI_Add-ins|ICI Add-ins]] | [[ICI_Mobile_App|ICI Mobile App]] 

File:RN 8.1 1.png

2022-06-09T10:41:33Z

IDT-1:

Release Notes

2022-06-09T10:39:44Z

IDT-1:

= ICI Release Notes - Release 8.1 =

== Release 8.1 New Features ==

These release notes provide an overview of the enhancements to ICI, the ICI experience for integrations, and so on.

•      Refer to the [[#_Technical_Requirements_8.1|'''Technical Requirements''']] for the release in this document.

•      Refer to the [https://ici-us-wiki01.icertis.com/ICIHelp8.1/index.php?title=ICI_Help '''Wiki'''] documentation (also found in your ICI help section) for details on all ICI features and functionalities.

The 8.1 Release introduces the following enhancements to the Icertis Contract Intelligence (ICI) platform:

== Icertis Contract Intelligence  ==

=== Agreement & Platform  ===

'''A new collaboration experience with Microsoft Teams'''

ICI now leverages the powerful capabilities of Microsoft Teams to help internal teams collaborate on contract creation workflow and expediting the contracting lifecycle. The Teams integrations will help customers to use a single communication system and discussions can be held in context of the agreement.

The feature includes:

*Contract owner can initiate a collaboration on MS teams from agreement details page and also invite agreement team members to participate in the discussion.
*The latest version of the agreement document is also made available on the teams channel while initiating the collaboration. Participants can review, redline the agreement document in MS teams and publish the edited document back to ICI as a new version.
*The documents associated with main agreement in ICI can also referenced in MS teams channel

Feature ID: 1188391

'''Negotiate and Update Agreements with the new Outlook Add-in'''

The new Outlook Add-in connects users’ emails with Icertis Contract Intelligence and provides improved collaboration capabilities and ensures information sent on emails is tracked for audit and governance on ICI. In addition, the new add-in provides a better interaction design, in line with the modern ACE user experience released in version 8.0.

The Add-in for Microsoft Outlook Desktop is supported on Windows and Mac OS. Once installed, an '''Icertis Experience for Outlook''' pane is accessible from Outlook. The pane provides access to ICI agreement data, along with success and error messaging for interactions. It can be pinned on the interface for easy access.

With the Outlook Add-in improvements, users can now do the following:

*Add attached documents in emails as associations or a new agreement version in ICI.
*Preview Agreement and Association documents from the Outlook Add-in.
*Drag-and-drop single or multiple emails as associations.
*Replace existing associated document with a new email or email attachment.
*Access agreements and associated documents from the Outlook plugin and email them attachments to reviewers or approvers any stakeholders.
*New incoming messages for email threads marked as associated documents are automatically added as new associated documents. 

Feature IDs: 1137119, 1137121

'''Quick & Easy Agreement Creation'''

Agreement Contract Types now come with a Quick Creation option. For all agreements using this option, users can fill all the necessary information on a single page and publish the contract or send it for approval immediately.

Feature ID: 1183356

'''More Quick Action Options'''

The Quick Actions widget “What would you like to do” has been enhanced to provide multiple actions/links with one quick action line item. For example, “Create MSA” quick action now provides multiple links catering to “Own” and “Third Party” paper selections, as displayed in the image below.

[[File:RN 8.1 1.png|520px|RN 8.1 1.png]]

Feature ID: 1183310

'''External Emails Split to Ensure Compliance '''

Contracts sent for review or approval by email to other parties, legal consultants and users not within ICI are now split in two parts. A URL and passcode can be shared with the users and the review can be done completely online. No need of downloading and attaching documents and tracking versions offline. The process is quick, secure and easy to audit.<br/> Two emails are sent, One email is sent containing the agreement URL and the other with the passcode to access the URL. This method could be used for requesting reviews, reviews and approval.<br/> <br/> Users can also resend the notification to external users whose reviews are pending, with the help of the “Resend Passcode Notification” button.<br/> <br/> To enable this feature, the implementation team needs to configure it explicitly. <br/> <br/> Feature ID: 1216716 

'''Deviation management for text and tables outside content control'''

If changes are made to the plain text in agreements or tables in associations of an agreement document (text which is not a clause or attribute), a deviation can now be triggered to help Legal teams exercise greater content control. The changes are highlighted and the deviations will flow through an approval process.<br/> <br/> Feature ID: 1183384 

'''Support for Microsoft Powerpoint documents'''

ICI now supports Microsoft Powerpoint file formats (files with .ppt and .pptx extension) as third-party paper agreement file formats. In addition to PDF and DOCX file formats, users can now create and negotiate contracts using PPT and PPTX files.

Feature ID: 1183367

'''Online Editing Of Own Paper'''

In this release, ICI is enhancing its existing online editing feature  by supporting online editing of own paper documents. using Microsoft WOPI.We have improved the experience for editing agreements with Microsoft Online applications In this release.

The following improvements can be observed:

*Documents with editable content control can be edited and and values are is synced seamlessly.
*The track changes option will now track all the changes made by the users in reviewing mode, creating a redlined version of the document.
*The empty content control will be displayed as blank instead of “obj”.
*The content controls within tables can now be edited with associations tagged as tables and saved searches.Content controls within tables will now be editable. 

Feature ID: 1287270 

'''Support for Inheritance of Bulk Associations '''

In addition to attributes and associations, now bulk associations contract types (BACT) and their extension attributes can now be inherited from parent to child agreements. 

The agreements with BACT associations will get inherited asynchronously along with all extension attributes of all the associations. The bulk associations will also work as they do in parent agreements.

Feature ID: 1278205 

'''Enhancement to Download all Agreement & Associated Documents in one click'''  

With this release, we have expanded on the Download all capability which allowed users can to download the agreement and itsall associated documents in one click saving much time and effort. 

This functionality was earlier available when the signature type for the agreement was set to manual, it is now available for electronic and hybrid signature types as well.

Additionally, the “Download All” button will now be visible to users based on the role action mapping in superseded state as well. 

Feature ID: 980342 

'''Platform changes to enhance UX for Business Applications'''

To improve findability and relevance of information pertaining to a particular business application, some configuration changes are now available in the platform. These changes significantly improve the search and usability experience when working with Agreements, Associations or any Business Application.

The following configurations are now supported:

*Business Applications have dedicated index pages, where users can search for the information pertaining to the specific business application.
*Agreements and Associations index pages do not show information from Business Applications.
*On the Advanced Search page, users have a choice to search for information from Agreements or specific business applications.
*Left navigation of a business application entity page can be configured to show the relevant links.
*Results for global search are categorized by the business application name if they are not Agreements or Associations.
*When creating a Contract Type, seeded attributes only relevant to the Business Application Type and Category can be seededwill be selected.

Feature ID: 1183274 

=== Self-Service ===

'''Introduction of a Technical Admin user to access the System Configuration on Self Service Portal'''

With the risk of inaccuracies in technical configurations, given their critical importance, such configurations have been, till now, hosted outside the confines of ICI, where ICI admin users, who have azure subscriptions to an instance, authored the process.

Therefore, the capability of admin users within ICI were being limited and the scope of technical configurations had to be expanded.

Now, a solution has been devised with this feature, as enunciated in the following:

*Technical Administrators can now be configured/added for performing required technical configurations in the System Configuration Portal, using the new “Technical Roles” field while adding, provisioning or editing a user.

'''Note:''' The user has to be Internal in order to be authorized with “Technical Roles”, and selecting an external user will automatically discount the Technical Roles feature.

*The portal has been upgraded for Technical Admin users, with enhancements to the Landing page, header, menu options, along with a static welcome message.
*Appropriate messaging and communication will be provided for any negative scenarios, wherein the Technical Admin User faces any challenge accessing or configuring.
*When a new ICI admin user logs in, they should be able to setup other internal users as technical admin users of the System Configuration portal. 

'''Note:''' Only the ICI Admin user should be able to setup other internal provisioned users as the Technical Admin user.

*The ICI Admin can either create a new Security group, as required, or use an existing security group. 
*The authorization of technical admin users will depend on Security Groups Privilege to the “Self Service” privilege entity, and on roles assigned to specific users.
*The “Self Service” privilege can be configured in the backend and it will be visible to users under the Security Group Privilege tab.
*The “Manage” access option can be selected to grant access to the System Configuration Portal for technical admin users.

'''Note:''' The user who gets Technical Admin privileges can be any internal provisioned user on that instance (even a non admin user).

Feature ID: 1210894

'''Building the Config Key Update utility as part of the System Configuration on Self Service Portal'''

Today, in ICI – There are close to 800 configuration keys in the system. These keys are managed via the ICM Tools which is hosted outside of ICI. With this initiative, we have started the migration these Keys incrementally to be part of the System Configuration – Self Service Portal. 

The scope for this release is to migrate 10 keys into the utility. The access to this utility is driven by the Technical Admin role as explained in the previous section. 

Once the user successfully enters the ‘System Configuration – Self Service’ portal with the correct security groups and technical admin role, they will be able to see the ‘Config Key Updates’ entry point at the top of the screen
<div class="image-green-border">[[File:RN 8.1 2.png|720px|RN 8.1 2.png]]</div>
On clicking the Config Key Updates menu, the user will be able to see the utility where the defined 10 keys will be loaded on the screen, along with their existing values.
<div class="image-green-border">[[File:RN 8.1 3.png|720px|RN 8.1 3.png]]</div>
 

The user will be able to view each key loaded into a card. The card will contain the name of the key along with it’s value. 

The user will be able to see a dedication section to the right of the page for viewing help information

The user will be able to click on the ‘3-dot’ option on each card to edit the value of the key
<div class="image-green-border">[[File:RN 8.1 4.png|720px|RN 8.1 4.png]]</div>
 

On clicking the Edit option, the key information will be loaded in the right drawer panel. Here the user can edit the key value and Save using the button at the bottom of the drawer

 
<div class="image-green-border">[[File:RN 8.1 5.png|720px|RN 8.1 5.png]]</div>
 

The user can edit one or more keys using the ‘3-dot’ option on each card. Once the user has finished editing all the keys, they need to click on the ‘PUSH CHANGES TO ICI’ button at the top of the grid. This will internally update the keys with the edited values in ICI for the changes to take effect

 
<div class="image-green-border">[[File:RN 8.1 6.png|720px|RN 8.1 6.png]]</div>
Feature ID: 1180864

=== Administration & Configuration  ===

'''Quick Configuration with ICI Import Solution'''

The ICI Import Solution is an automated solution for configuring ICI entities. It simplifies the initial configuration process and reduces the time and complexities involved in the process.

Using the Import Solution tool, ICI users can now:

*Import configurations from a source ICI instance to a target ICI Instance with no pre-existing configuration data.
*Import configurations between different versions of ICI.

'''Note:''' Support will be provided for up to 2 releases preceding the target ICI version.

*Register and publish preconfigured import solutions.
*Import the following information:
*Contract Types
*Templates
*Clauses
*Rules
*Notifications
*Masterdata Instances
*Seeded Masterdata entity instances
*Users & User Groups
*Security Groups

Feature ID: 1262996 

'''Contract Types can now be locked for editing '''

Contract types can now be edited by only one user at a time. This functionality helps prevent data inconsistencies or concurrency errors.

Product enhancements include:

*A Lock/Unlock button on the contract type page. 
*Auto system lock when users start edit a contract type without locking it. 
*Messaging providing information on who is editing the contract type. 
*System locks get released when contract types are saved.

Feature ID: 1212463 

'''Enhancements to Legacy Upload Tool'''

The following features will be added to the Legacy Upload utility with this release, improving speed and accuracy and reducing file size.

*Records bypass workflow states directly to the desired state. 
*Users can schedule upload in batches within guardrails to improve system resource allocation. 
*Specific range of records from the UI can now be uploaded.
*Infra and Elastic Search health check can be run before executing the scheduled batches.
*On demand batch scheduling based on the user provided schedule. 
*Supporting legacy entity created with large files 100MB+.

Feature ID: 1069763

'''Unique clause and template code for every environment'''

Users can now customize their clause and template codes for different instances. If unique codes are used, it reduces errors when migrating data from one instance to another. It also simplifies searching of clauses and templates.

Feature ID: 938126

'''Template and Clause creation options in Microsoft Word'''

The Create Template and Create Clause options in the Icertis Experience for Word are only displayed to users with access to these features. Earlier an error message was displayed to users without access and resulted in an unsatisfactory experience.

Feature ID: 1187041

'''Show or Hide confirmation messages in Microsoft Word '''

Administrators can now choose to show or hide certain confirmation messages, as per the organization's preference, on the Icertis Experience for Word.

Feature ID: 1187044

=== Technology Updates ===

'''ServiceBus upgraded to Azure.Messaging.ServiceBus'''

“Azure.Messaging.ServiceBus” is now replacing “Microsoft.ServiceBus”.  <br/> <br/> This is a Microsoft recommended upgrade and provides the following improvements:

*Up-to-date, streamlined Azure.
*More accurate messaging without any anomaly or junk data in the message characters.

<br/> Feature ID: 940871

'''Authentication Library and Graph API update'''

Microsoft has announced* deprecation of the Azure Active Directory (Azure AD) Authentication Library (ADAL) and Azure AD Graph API libraries and recommends using Microsoft Authentication Library (MSAL) and Microsoft Graph API.

We have updated Microsoft Graph, Identity and Key Vault packages to include stability and security fixes from Microsoft. The migration from ADAL and Azure AD Graph API to MSAL and Microsoft Graph API will ensure continuing support for the following areas:

*User Provisioning 
*Bulk Action 
*Integration - SFDC, GIF (Generic Integration Framework), MSCRM  
*Reporting 
*Key Vault 

Refer to the following link for Microsoft’s circular: [https://techcommunity.microsoft.com/t5/azure-active-directory-identity/update-your-applications-to-use-microsoft-authentication-library/ba-p/1257363 Update your applications to use Microsoft Authentication Library and Microsoft Graph API - Microsoft Tech Community].

Feature ID: 1276938

=== API Enhancements ===

In this release we focused on providing API 2.0 versions of most of our APIs with a goal to improve the performance and overall usability.

Following APIs are upgraded to API 2.0 versions in this release:

[[File:RN 8.1 7.PNG|720px|RN 8.1 7.PNG]]

[[File:RN 8.1 8.PNG|720px|RN 8.1 8.PNG]]

[[File:RN 8.1 9.PNG|720px|RN 8.1 9.PNG]]

[[File:RN 8.1 10.PNG|720px|RN 8.1 10.PNG]]

[[File:RN 8.1 11.PNG|720px|RN 8.1 11.PNG]]<br/> [[File:RN 8.1 12.PNG|720px|RN 8.1 12.PNG]]

[[File:RN 8.1 13.PNG|720px|RN 8.1 13.PNG]]<br/> <br/> [[File:RN 8.1 14.PNG|720px|RN 8.1 14.PNG]]

[[File:RN 8.1 15.PNG|720px|RN 8.1 15.PNG]]

[[File:RN 8.1 16.PNG|720px|RN 8.1 16.PNG]]

[[File:RN 8.1 17.PNG|720px|RN 8.1 17.PNG]]

[[File:RN 8.1 18.PNG|720px|RN 8.1 18.PNG]]

[[File:RN 8.1 19.PNG|720px|RN 8.1 19.PNG]]

[[File:RN 8.1 20.PNG|720px|RN 8.1 20.PNG]]

[[File:RN 8.1 21.PNG|720px|RN 8.1 21.PNG]]

[[File:RN 8.1 22.PNG|720px|RN 8.1 22.PNG]]

[[File:RN 8.1 23.PNG|720px|RN 8.1 23.PNG]]

[[File:RN 8.1 24.PNG|720px|RN 8.1 24.PNG]]

[[File:RN 8.1 25.PNG|720px|RN 8.1 25.PNG]]

[[File:RN 8.1 26.PNG|720px|RN 8.1 26.PNG]]

[[File:RN 8.1 27.PNG|720px|RN 8.1 27.PNG]]

[[File:RN 8.1 28.PNG|720px|RN 8.1 28.PNG]]

'''API Deprecations'''

Any integrations utilizing the deprecated APIs must adopt alternate APIs. Previously, API endpoints have been periodically deprecated and alternate APIs have been provisioned.

However, no existing API endpoints have been deprecated in the 8.1 Release. To check previously deprecated endpoints, refer to 7.16 Release Notes. More details on the alternate APIs are available in the Swagger documentation.

=== Mobile App Update  ===

'''Improved Security on Mobile Devices with SafetyNet Attestation API'''

With this release, ICI is implementing SafetyNet Attestation API for Android mobile application to restrict users from accessing the application through rooted/vulnerable device, to avoid breaching of the IT and cyber security policy.

'''Note: '''The SafetyNet Attestation API is supported Android version 8.0 onwards.

Feature ID: 1095223

== AI Applications  ==

Usually, the implementation team spends a lot of time analyzing and training the AI model for the discovery of the new attributes. With this release, ICI is extending the number of pre-trained attributes so that the AI apps implementation project can be expedited. ICI previously had added 23 out-of-the-box attributes and introducing 15 additional attributes in this release, making it a total of 38 new attributes as a part pre-trained model. Customers can now start using attributes from pre-trained model with no or very little retraining.

The additional attributes are:

*Acceptance Completion Period
*Breach Cure Period
*Confidentiality Survival Period
*Force Majeure Period
*Interest Percentage on Payment Delay
*Liquidated Damages Cap
*Policy changes notice period
*Records Retention Period
*Renewal notice period
*Signatory Name
*Signatory Title
*Signature Date
*Termination for cause notice period
*Termination for convenience notice period
*Warranty Claim Period

Feature ID: 1187824

=== Enhancing the scope of DiscoverAI app& Negotiate AI differentiation ===

Discover AI helps users to identify attributes and clauses in browser and save them in the system.

With this release, scope of DiscoverAI has been enhanced to include the discovery of attributes and clauses within Microsoft word also using Icertis Experience for Word plugin. 

*The following actions/functionalities will be available under the Discover AI license in Icertis experience for Word: 
*Discovery of attributes and clauses. 
*Confirm, Confirm with Deviation, Ignore, Compare and Replace the clauses based on discovered clauses data. 
*Select the Matched Clause from the library. 

Feature ID: 1284012

== Reports Enhancements ==

=== Data for agreements awaiting signature in reports ===

Out-of-the-box ICI reports will now display details for the business status “Waiting for Signature”, in addition to existing statuses. This update to the reporting logic resolves an existing gap in the reports data.

This enhancement applies to the following reports:

[[File:RN 8.1 29.PNG|520px|RN 8.1 29.PNG]]

Feature ID: 1071182

=== Custom reporting views using JSON  ===

Developers can now create new custom reports views using Stored Procedures (SP) and JSON files. This feature gives flexibility to organizations to easily develop new reports relevant to their business requirements.

An Import SP is now available that takes JSON files as input. The JSON file used for input is where developers can define the new view. New reporting views are automatically created on running the Import SP.

An Export SP is also provided, which can be used to download a JSON file which contains the structure of an existing view in the database, to use as a template to create a new views.

Feature ID: 1208472

=== Dataset and seeded dashboard for Proposal Management application ===

A dedicated Power BI Dataset is now available for the Proposal Management application for out-of-the-box and custom reporting.  

PM App Power BI report will have clickable links to ICI entity details page for Proposal Management Entities such as, Sell Side RFx, RFx Qualification, and Bid Proposal.

Feature ID: 1232650

=== Attribute Information Report Enhancements ===

The following filters and columns are added to the Attribute Information report giving more options to analyse the Attributes used in the system.

*Filters: Contract Type, and Group by Property Columns: Is Mandatory and Tracking Attribute

Feature ID: 1158976

=== Edit SSRS Reports without customization ===

Icertis and partner developers can now edit the SQL Server Reporting Services (SSRS) reports eliminating the need to create additional customized reports even for small changes. Users can now make the following edits to SSRS reports:

*Add or remove columns in an existing report.
*Modify column’s position, name, or default values.
*Modify sorting order of the results.
*Apply query level filters.
*Apply security group access as standard reports.
*Create copy of existing report and modify it.
*Use a new framework, which has a JSON-based interface.
*Create new or modify custom reports.

Feature ID: 744814

=== Report-based edit access for Power BI reports ===

Manage access for Power BI reports can now be provided at a report level to ensure that edit access is only given to the necessary users within the organization.<br/> This feature works does not impact “Advanced Analytics” access.<br/> <br/> Feature ID: 1070905

=== Maintainance and storage optimization with a Common Data Model for Clause-based reports ===

PlatformClause - a common data model for clause related information can now be used to create clause-based reports such as Clause Profiling Report, Clause Pending Approval Report and more. This helps optimize storage capacity and reduces the development and maintenance effort siginificantly. <br/> <br/> Feature ID: 1083685

=== SSRS Reports now available with Power BI ===

Power BI reports are faster, more scalable, richer in features, customization-friendly, sport a modern UI and overall a better experience. To leverage its advantages, the following SSRS reports are now made available in Power BI:

*Clause Summary Report
*Tagged Attribute Report
*Agreement Clause Content Report – A widget that displays the clauses with the most deviations is also added in this release. 

Feature IDs: 1214787, 1214720, 1223598<br/>  

== Salesforce Integration  ==

===  Activity Object and Trigger Simplification in Salesforce Adapter ===

The following enhancements are made to the SFDC Manage package Adapter:

*Triggers for Accounts and Opportunity objects have been removed from the Managed package to avoid unnecessary update-related issues. Users can get more flexibility and control over them when they use the auto contract creation feature. Note: This is applicable to both fresh installs as well as updates on existing packages.
*Previously, 6 custom fields were needed on the Salesforce activity object to sync ICI tasks with Salesforce, and now, the dependency on these fields have been reduced with only 2 custom fields required for the sync.
*For customers who didn’t need the ICI task sync feature and were unable to remove the custom fields with the limit of 100 fields on the Activity object, now, these fields have been removed from our managed package to provide more flexibility.

'''Note:''' Guideline documentation and support by ICI implementation/upgrade team will be duly provided, for creation of desired fields during new installs as well as release upgrades, or deletion of fields during upgrade scenarios.

Feature ID: 1066353

=== User Experience for Salesforce Revamped ===

Using ICI within Salesforce is now a more seamless experience as we have made significant improvements to preserve the native Salesforce UI interactions, which users are familiar with, without compromising the ICI functionality.

These are the enhancements that have been introduced:

* Native Salesforce components are now used along with the ICI iframe.
*Sub-tabs moved from ICI to Salesforce native tabs, for example: Agreements, Requests and Agreement Reports.
*Agreement and Request Details pages are now displayed in native Salesforce UI.
*On the Details page certain actions (example - Reset Expiry) and sub-tabs (example – Associations) are now native Salesforce components.

'''Note:''' The implementation team will provide a list of native and i-frame components.

Feature ID: 1186642

== eSign Integration  ==

=== Integration Support for DocuSign using JWT authentication ===

The ICI and DocuSign integration was previously based on authenticating the APIs with “IntegratorKey” and “API Password”.

The product has now been upgraded to support an enhanced authentication using JSON Web Token (JWT), along with the existing basic authentication support. This enhancement has also enabled JWT support for “Multisign” as well as “Single Esign” configurations.

Feature ID: 1000798

=== DocuSign API upgraded from 2.0 to 2.1 ===

DocuSign released an update announcement that OAuth 2.0 would be required to support DocuSign API applications. In keeping with this announcement we have upgraded DocuSign REST APIs from 2.0 to 2.1. With this upgrade, a new JSON parser has been introduced to support DocuSign Connect, a notification mechanism to receive updates when any event is triggered in the eSignature workflow.

Feature ID: 1060689

=== Adapting webhook feature of Adobe Sign ===

Adobe Sign adapter couldn’t communicate precise callback information to ICI Platform, thus causing intermittent errors in ICM workflow after the Agreements were electronically signed. Adobe Sign responded with the same information for every signature, hence it wasn’t possible to distinguish between callbacks from different signature. However, with the introduction of Adobe webhook, this problem can be resolved.

Adobe webhooks can be created on the workflow for each agreement, requesting the type of information in the callback, which further benefits as follows:

*Identifying the signatory requesting a callback
*Identifying for which event or action the callback is requested
*Concisely updating the status in ICM

'''Note:'''  Upgrade Adobe Sign API from 5.0 to 6.0 to use the webhook feature.

Also, Adobe rebranded Echo sign to Adobe Sign, hence non overridden localization strings for validation messages have been modified accordingly.

Feature ID: 1091947

=== Electronic Signature support using ICI BioPharma setting for 21 CFR Part 11 & Annex 11 compliant groups ===

ICI Platform now supports the Life Science industry documents that need to comply with 21 CFR Part 11 (for US FDA) or Annex 11 (for EU) regulatory compliance.

This feature allows integration with DocuSign Part 11 module and Adobe Sign Bio-Pharma setting to get electronically signed approvals for such agreements.

Feature ID: 1220095

=== Changes in IP whitelisting process for eSign adapters ===

ICI Platform supports integration with third party eSign adapters, which communicate using callback information. To receive the callback data from the eSign servers, certain IPs to intended methods are whitelisted. This action is done through the web.config file. However, any change in the IPs requires modifying the web.config file, which resets the IIS, resulting in performance issues.

To address this issue, “Core.IPSecurity” key has been introduced, which stores information related to the IPs as a JSON, and thus eliminates the need to modify the web.config file.

'''Note''': Blocking or allowing IP addresses based on DNS is not supported as a part of this feature.

Feature ID: 1193062

=== Update eSign document with correct status ===

In certain scenarios, the electronic signature status in ICI and eSign provider are inconsistent. An enhancement has been added wherein the respective statuses are verified and the agreement status is updated or corrected accordingly.

Feature ID: 1193061

== Sourcing  ==

The 8.1 Release introduces enhancements to the Icertis Contract Intelligence (ICI) Sourcing Application (SRC8.1.0.404).

=== Support for new RFx type-RFP ===

Icertis Sourcing application now supports Requests for Proposals (RFPs). Organizations can leverage the advantages of a secure and seamless application to organize and maintain their procurement processes digitally using the RFP feature.

RfPs are integrated requests containing information on both questions and bids. Buyers can now design, create, and publish RFPs in the Sourcing application and invite suppliers to respond to them. Once Buyers receive the responses, they can evaluate them and make their procurement decisions.

Key RFP features:

*Integrated mechanism to get responses to questions and bids from suppliers.
*Reusable templates for Questions, Questionnaires, and Bidding templates.
*Questionnaires and questions can be arranged and reordered as required. 
*Attachments, and responses to questions can be downloaded in a package.
*A consolidated excel spreadsheet is available to analyse bids and responses.
*Suppliers can provide responses to questions using Excel as well as Sourcing UI.

Feature ID: 404602

=== Improved Sourcing workflow with Sourcing Request ===

Users within an organization can now create Sourcing Requests for procuring items or services. These requests can be designed to go through an approval flow before they are turned over to procurement teams. The approval cycle can be easily tracked and audited for compliance.

Sourcing Request features:

*Configure a Sourcing Request based on the necessary privileges.
*Request forms can be designed to capture necessary details and attachments.
*Requests can be sent to designated approvers for approval.
*An RFx can be created after the request is approved.
*Requests can be modified until they are approved or a RFX is created based on it.
*Cancel or recall the Sourcing Request.
*Put the Sourcing Request on Hold till approved state provided RFx is not created using this Sourcing Request.

Feature ID: 611297

=== Ordering and additional data types for Questions in Questionnaire ===

We have made the following enhancements to Icertis Sourcing to improve the user experience when working with Questions and Questionnaires:

The order of Questions and questionnaires in RFx can be set and modified as per the preference of users.

The following data types are now supported for questions in RFx:

*Boolean
*String
*Choice
*Multi Choice
*Currency
*DateTime
*Number
*Percentage
*Text Area
*Rich Text Area  
*Email
*File Selection

'''Note''':

*On exporting rich text data type information to Excel or HTML, some formatting features may be lost.
*Uploading a file attachment as response for file type question response using Excel is not supported. Supplier must log on to ICI to upload files.

Feature ID: 896873

== Obligation Management  ==

The 8.1 Release introduces enhancements to the Icertis Contract Intelligence (ICI) Obligation Management Application (OM8.1.0.404).

=== An interface to quickly add obligations discovered by AI ===

Obligations that are identified in contracts using the Discover AI feature can now be easily reviewed on the user interface. User can review the obligations and decide to add one or more to the Obligation Management application for tracking approvals and fulfillment.

The interface to review and create obligations in bulk saves users much time and manual effort.

The following image shows an example of creating Obligations in bulk:
<div class="image-green-border">[[File:RN 8.1 30.png|720px|RN 8.1 30.png]]</div>
Notifications for successfully processed or failed obligations can also be configured.

Feature ID: 1090383

=== Auto-approval of Obligations to improve efficiency ===

Many obligations are extracted from executed contracts and they don’t usually need to go through an approval process in the Obligation Management application. To reduce time and effort spent approving a large number of obligations and not block the obligation fulfillment lifecycle on account of pending approvals, an automatic approval process for obligations can now be configured.

Once the auto-approval process is defined based on obligation taxonomy, this is how the feature works:

*If approval is turned off, and no approvers are added to obligations, the obligations are automatically approved.
*If approvers are added to obligations, manually or automatically through a rule, then even if approvals are turned off, the obligations will need to be approved.

Feature ID: 519344

=== Organize and manage obligations by creating groups  ===

An obligations could have one or more sub obligations or tasks, which would need to be completed by different individuals in an organization. Also, some obligations may be related to each other and grouping them could help organize and track the fulfillment. To facilitate such scenarios, obligation groups can now be created in the Obligation Management application.

Users can now categorize different obligations under logical groups and create parent-child relationships between obligations.

Child obligations automatically inherit any changes made to the parent Obligation. For example, if the status of parent Obligation is changed to Approved, all the related child Obligations also get approved.

Feature ID: 649768

=== Duplicate obligations no longer inherited  ===

When an Agreement (parent), with an associated Obligation, is inherited by another Agreement (peer), a duplicate Obligation is created. An enhancement in this release eliminates this limitation.

Feature ID: 1040723

=== UI Improvements for Obligation Management ===

The following improvements are made in the product to improve the search and usability experience when using Obligation Management:

*Dedicated index pages for Obligations and Fulfillments,
*Relevant page titles, breadcrumbs and history page information.

Feature ID: 1236413

== Risk Management ==

The 8.1 Release introduces enhancements to the Icertis Contract Intelligence (ICI) Sourcing Application (RM8.1.0.404).

=== UI Improvements for Risk Management  ===

The following Improvements are made in the product to improve the search and usability experience when using Risk Management: 

*Dedicated index pages for Risk Management and Risk Assessment. 
*Relevant page titles, breadcrumbs and history page information. 
*Saved searches display Risk Assessment as category.  
*The “Create” action button has now been added on the “Risk Assessment” index page.   
<div class="image-green-border">[[File:RN 8.1 31.png|720px|RN 8.1 31.png]]</div>
Other enhancements include:

*The “Delete” action has now been moved under the three dots icon on the Risk Assessment “Details” page. On deleting the risk assessment, users will be redirected to the Risk Assessment “Index” page.

Feature ID: 1067718

== Proposal Management  ==

ICI Proposal Management application is certified to work with the 8.1 release (PM8.1.0.404). 

=== Track and analyse performance with a Power BI Dashboard ===

A seeded dashboard that helps supplier organizations track their proposals by status, time, and outcome is now available within the Proposal Management application.The following features and reports are now available with the Proposal Management application:

*A new Power BI data model with Power BI dataset specific to Proposal Management.
*Proposal Management KPIs report
*Capture Management report

'''Note''': Users with access to Sell Side RFx or Bid Proposal can view the Dashboard.
<div class="image-green-border">[[File:RN 8.1 31.png|720px|RN 8.1 31.png]]</div>
 

=== Enhancements to Seeded Contract Types ===

With this release, the PM App is being enhanced with newly seeded attributes to its seeded contract types.

In this enhancement:

*New attributes have been seeded with the Bid Proposal entity:
*Total Bid Value For Proposal
*Total Value Won Or Lost
*Customer Address
*Customer Geography

These new attributes contribute in the essential computations of the Win Ratio and the Value Capture Ratio.

Feature ID: 1186830

=== Revamped User Experience across the PM App ===

The visual look and feel of the Proposal Management App has been considerably enhanced with the ICI-wide implementation of the new UI (User Interface) and UX (User Experience).

The following summarizes the revamped user experience across the App:

*The new “Proposals” tile menu now features only the viewing tile options for the seeded PM App entities, in addition to a new “Dashboard” tile menu option.
*The create navigation flow has been moved from the “Proposals” tile and a dedicated “Create” button has now been added to each seeded entity index page.
*The seeded entities now have their dedicated index pages, as opposed to the saved search driven listing in previous releases.
*The Details pages of all the seeded entities (Sell Side RFx, Bid Proposal etc.) now have dedicated page titles starting with the entity name, instead of the contract type category. For example, the previous “Agreement / Sell Side RFx 123” has been replaced by “Sell Side RFx / Sell Side RFx 123”.
*The newly added entity name (such as “Sell Side RFx”) on the Details page header is now a clickable link, clicking which opens the entity index page.
*In the audit history of any entity, both Grid View and List View, the header now features the entity category name instead of the contract type, just like the change in entity Details page.
*The display of action buttons on entity Details pages can now be configured to customize their sequence of display, and based on the available window space the remaining action buttons will be available under the three dots icon on the entity “Details” page.

Feature ID: 1235186

== Supplier Relationship Management Application  ==

ICI Proposal Management application is certified to work with the 8.1 release (SRM8.1.0.404).

=== Supplier Evaluation ===

The Supplier Evaluation module introduced in the Supplier Relationship Management suite helps organizations manage supplier performance and evaluate and mitigate risks associated with working with suppliers.

'''How Supplier Evaluation fits within Supplier Relationship Management'''
<div class="image-green-border">[[File:RN 8.1 33.png|520px|RN 8.1 33.png]]</div>
The Supplier Evaluation module introduced in the Supplier Relationship Management suite helps organizations manage supplier performance and evaluate and mitigate risks associated with working with suppliers.

'''How Supplier Evaluation fits within Supplier Relationship Management'''

 

Supplier Evaluation module is part of the Supplier Relationship Management application, which is built on Icertis Contract Intelligence.

Once suppliers are onboarded, users can evaluate suppliers on the products or services they offer. The KPI criteria, schedule, and the evaluators can be set up within the module and on completing the assessment the supplier can be classified as high performing, low performing or standard supplier.

A routine supplier evaluation can help organizations set expectations from their preferred suppliers and manage low performing suppliers.  

'''Supplier Evaluation Features'''

Setting up Supplier Evaluation

*'''KPIs''' – Users can create one or more KPIs (evaluation criteria) and evaluate suppliers based on the set parameters. For example, you can create KPIs for auditing, performance reviews, training requirements, and more.
*'''Supplier Data''' – The supplier evaluation creation process is simplified as much of the supplier information is auto-populated based on the supplier’s record.
*'''Evaluation Schedule''' – Users can set up a period for which the supplier will be evaluated.
*'''Product/Service for Evaluation''' – The evaluation can be performed in context of the product or service provided or the agreements.
*'''Reviewing suppliers based on the Criteria''' – The evaluation criteria can be put through an internal review process, and inputs can be sought to finalize the evaluation criteria.
*'''Supplier Outreach''' – Suppliers can provide information and supporting documents needed to perform the evaluation by responding to review requests by buyers.
*'''Responses & Scoring''' – Based on the responses provided by business team or evaluators on the supplier evaluation, scores are automatically computed.
*'''Evaluation Approvals & Control''' – Once the evaluation process is over, then buyer team defines supplier performance classification and suggests the next course of action (in case of low performing supplier). This can also be sent for management approval. The approver team can either approve or reject and send it for rework..
*'''Notifications''' – Notifications can also be configured for periodic evaluation. System notifications are sent to buyers when they are requested to evaluate a supplier.

Feature ID: 463049

=== Managing Supplier Hierarchy ===

'''Manage Related Supplier Organizations'''

The Supplier Relationship Management application now provides a mechanism to connect supplier organizations with their Parent, Holding or Subsidiary organizations. This is to ensure that you have a complete overview of the business you do with one supplier and its related entities. According to business needs, you may want to work with a local supplier or the parent global organization.

You can designate a supplier organization as one of the following types:

*'''Supplier''': Supplier organizations that may or may not have related Parent or Holding companies.
*'''Parent company''': Parent company of one or more Supplier organizations, controls operations of the Supplier Organization
*'''Holding company''': Holding company of one or more subsidiary Supplier organizations, does not have a direct say over the operations of subsidiaries.

Changes made to the supplier hierarchy for supplier registration, qualification or profile are synchronized with the vendor database and supplier master.

'''Unique Supplier Record Management'''

In Icertis Supplier Relationship management, the uniqueness of a supplier record is validated based on a combination of attributes . In this release, one or more of the unique identifiers attributes can be made editable. This is to account for entities that may change the Legal Entity Name in the course of doing business, considering legal entity name is one of the unique identifier attributes.

If the attributes are changed for an organization, the system validates and checks for duplicate records before allowing users to make the change.

'''Validating the Duplicate Registrations'''

Buyers may receive more than one registration from the same supplier submitted through the web page.

This release introduces the capability to match the supplier registration records based on the unique identifier attributes. This helps identifying the duplicate registrations. Buyers can perform limited actions on the duplicate registrations and the supplier qualification is not generated.

'''Note''': Customers upgrading to 8.1 from previous versions of ICI Supplier Relationship Management is supported.

Feature ID: 1271423

== Introducing ICI Matter Management App  ==

The Icertis Contract Intelligence (ICI) platform now introduces a Matter Management Application to streamline and optimize the lifecycle of legal operations. The ICI Matter Management Application helps you to establish e2e enterprise-wide matter management process.

The ICI Matter Management application helps to support complex document centric workloads (template-based authoring, online editing, e-signatures).

With this release, you will get the pre-configured support for these entities to get started: Litigation Management, Legal Correspondence, Arbitration, Corporate Administration. ICI has become single unique platform to manage Contracting and non-contracting matters.

*'''Who''' – For corporate legal functions and “Legal Ops”
*'''What''' – Secured and standard processes for creating and processing matter requests.
*Flexible, searchable document Management, easy working with external law firms
*'''Why''' – Improves productivity and efficiency of legal operations
*CLM data can be used in on-going matters.
*'''How '''– Leverages the ICI platform. With the use of a set of objects & workflows you can manage the entire matter lifecycle

 

=== Capabilities   ===

'''Streamlined Intake'''

'''[[File:RN 8.1 34.PNG|left|RN 8.1 34.PNG]]'''

*Standardized intake forms for business teams to raise matter requests
*Collaborative request management of requests from general / legal Counsel
*Rule based assignment of request to members of legal team

 

 

'''Plan and Complete Matters'''

'''[[File:RN 8.1 35.PNG|left|RN 8.1 35.PNG]]'''

* Efficiently plan for matters with the use of matter calendar, MS Outlook.
* Initiate matter transactions from matter manager
*Based on matter type, creation & use of appropriate templates, associations to form matter structure.
*Collaborate with external law firms
*Create custom matter types  

'''CLM Handshake'''

[[File:RN 8.1 36.PNG|left|RN 8.1 36.PNG]]

*When working on matter, you can Inherit attributes from related contracts
* After completing matter, you can enforce contracting outcomes such as ‘ Settlement Contracts’, ‘Amending contracts’

 

 

 

'''Managing Outcomes'''

'''[[File:RN 8.1 37.PNG|left|RN 8.1 37.PNG]]'''

*Amend the contracts based on matter outcome
*Track all legal correspondence
*Monitor and enforce outcomes

 

 

'''Legal Dashboards'''

'''[[File:RN 8.1 38.PNG|left|RN 8.1 38.PNG]]'''

*You get the dashboards to track progress & track status of Legal matter requests, legal matter
*Track Legal KPI (Key Performance Indicators) such as matter turnaround time, claims & liabilities.
*Use reports to improve efficiency, response time and can take better informed decisions
*Matter Calendar to get centralized view of key tasks across all matters

 

=== Lifecycle ===

The diagram below talks about the lifecycle of a typical matter record. The major 3 aspects include standardized intakes, plan, and complete the matters and managing the outcomes.
<div class="image-green-border">[[File:RN 8.1 39.png|RTENOTITLE]]</div>
 

=== Key Application Features  ===

'''Standardized intake:'''

*Raise requests on behalf of other users
*Define Matter Type that can be country specific and Industry specific
*Request for a completion date
*Easy drag & drop support to add additional matter documents along with requests 
*Customized workflow for legal matter requests
<div class="image-green-border">[[File:RN 8.1 40.png|720px|RN 8.1 40.png]]</div>
 

'''Plan & Complete Matters'''

*Assign the legal matter to legal Ops
*View legal request details
*Assign the matter to the team as Matter Manager, Matter team, Matter Approver
*Outsource the matters to external law firms
*Perform risk assessment and assign the high risk matters to external law firms   
*Structure the work on matter by tracking key working products for “Inputs”, “Working Docs”, “Outcome bucket”
<div class="image-green-border">[[File:RN 8.1 41.png|720px|RN 8.1 41.png]]</div>
'''Outcome Management'''

When you work on any matter, you can set the outcome of that matter to be CLM type of document. Based on the type of Matter, certain outcomes are seeded. 

You can monitor, track the matter outcomes, before the Legal Matter goes in Completed Status.

*You can create and amend the contracts to enforce matter outcomes
*Track and manage financial obligations to enforce matter outcomes
*Refer to Audit History for all matter documents
<div class="image-green-border">[[File:RN 8.1 42.png|720px|RN 8.1 42.png]]</div>
The key benefits of using the ICI Matter Management app are:

*Standardized matter intake and control information collection across the enterprise
*Can collaborate with external law firms.
*Custom matters can be quickly created using standard knowledge snippets and business rules.
*Triage requests and get accurate information from business
*Amendment of contracts based on matter outcome
*Integration with legal research, document management and ERP (Enterprise Resource Planning) System. 

 

== Technical Requirements  ==

The Icertis Contract Intelligence (ICI) application can be accessed from any device with an Internet connection and a supported browser. All features may not be available in all environments.

The software and hardware requirements for the client system as well as the mobile application are listed in the table below:

[[File:RN 8.1 43.PNG|720px|RN 8.1 43.PNG]]

[[File:RN 8.1 44.PNG|720px|RN 8.1 44.PNG]]

[[File:RN 8.1 45.PNG|720px|RN 8.1 45.PNG]]

'''Important Changes in IE11 Support:'''

From March 2021, Microsoft has stopped its technical support to Internet Explorer (IE) and has advised its customers to move to Microsoft Edge.

ICI will no longer support IE11. ICI will not be certified over IE11.

If customers use IE 11 then the below message will be displayed:

“You are using a browser that is not recommended to be used since it no longer supported by its OEM. The ICI support for this browser is limited for 7.16 version and will be discontinued from version 7.17 onwards. You should switch to Microsoft Edge as recommended by the OEM or any other supported browser prescribed by your organizational policy. You may contact your administrator for further information.”

[[File:RN 8.1 46.PNG|720px|RN 8.1 46.PNG]] 

[[File:RN 8.1 47.PNG|720px|RN 8.1 47.PNG]]

[[File:RN 8.1 48.PNG|720px|RN 8.1 48.PNG]]<br/> [[File:RN 8.1 49.PNG|720px|RN 8.1 49.PNG]]<br/> [[File:RN 8.1 50.PNG|720px|RN 8.1 50.PNG]]

[[File:RN 8.1 51.PNG|720px|RN 8.1 51.PNG]]

== Accessibility Conformance  ==

We ran accessibility conformance tests on the Icertis Contract Intelligence platform and Business Apps for Web Content Accessibility Guidelines 2.1 for Level A and Level AA standards. We did not evaluate for Level AAA standards.

While most of the product functionality has at least one method that meets the criterion without any known defects, some functionality of the product may not meet the conformance criteria. The full report is published in the following documents and can be made available on request:

*ICI Platform Accessibility Conformance Report
*ICI AI/ML Accessibility Conformance Report
*ICI Reporting Accessibility Conformance Report
*ICI Obligation Management Accessibility Conformance Report
*ICI Sourcing Accessibility Conformance Report
*ICI Proposal Management Accessibility Conformance Report
*ICI SRM Accessibility Conformance Report
*ICI Risk Management Accessibility Conformance Report

== Known Issues ==

This section includes some issues that we are aware of and plan to resolve at the earliest:

[[File:RN 8.1 52.PNG|720px|RN 8.1 52.PNG]]

 

 

 

 '''Related Topics:''' [[Agreement_Management|Agreement Management]] | [[Associations|Association Management]] | [[Compliances|Compliance Management]] | [[Templates|Template Management]] | [[Clauses|Clause Management]] | [[Configure|Configuration]] | [[Reports|Reports]] | [[Advanced_Analytics|Advanced Analytics]] | [[User_Administration|User Administration]] | [[ICI_Tools|ICI Tools ]]|  [[Icertis_Business_Apps|Icertis Business Apps]] | [[AIML|AIML ]]| [[ICI_Add-ins|ICI Add-ins]] | [[ICI_Mobile_App|ICI Mobile App]] 

ICI Mobile App

2022-06-09T10:28:28Z

IDT-1:

= ICI Mobile Application =

Icertis Contract Intelligence (ICI) is a secure, scalable and integrated platform for contract lifecycle management. It transforms contracts into strategic business assets, giving global enterprises powerful new capabilities to increase compliance, improve governance, enhance user productivity, control costs, maximize ROI and mitigate risks. <br/> ICI is available both as a Cloud (Web) offering and a Mobile application. The mobile version in an innovative, easy-to-use, and convenient platform that provides a subset of the features available on the Cloud platform. It allows you to quickly and easily access Agreements, Requests, Tasks and Commitments that you are authorized to view and perform key actions on them. You can approve or reject Agreements/Requests, or delegate tasks, anytime, anywhere from your mobile devices.

== Prerequisites to Using the ICI Mobile Application ==

The ICI Mobile application must be configured at the backend by Icertis before you can begin using it. If you have any issues logging in, please contact Icertis Customer Success.<br/> To install the ICI Mobile Application, your mobile device must meet the following minimum requirements:

*Android: Android 6.0 or later. The mobile application is not supported on custom Android operating systems.
*iPhone: iOS 13.0 or later.

 
<div class="note-box">'''NOTE:'''
In the 7.16 release, the theme color of the app has been modified as part of the new ICI branding.

Android must have the required third-party applications such as WPS Office and Microsoft Office that are necessary to work with Agreement documents, pre-installed.

The ICI mobile application is continuously being updated with new features and enhancements. If you are using an older version of ICI Web Application with a more recent version of the ICI Mobile application, some features in the mobile application may not be supported.<br/> <br/> This document explains all features of the ICI Mobile version 7.16.0, but the availability of the features is determined by the ICI Web version you may be using.
</div>
 

== ICI Mobile App Management support using Microsoft Intune ==

ICI has extended support for Microsoft Intune in Mobile Application Management (MAM). <br/> ICI employees, customers and partners use mobile devices for personal and professional tasks. While ensuring productivity, Icertis also wants to prevent data loss, both - intentional and unintentional. The MAM app protection policies allow users to manage and protect their organization's data within an application.

The ICI Mobile App which is available in the App/Play Store is ready to use for app protection policies but not for app configuration policies.

Microsoft Intune is a scalable cloud service architecture that leverages cloud for insights and baselines for our security policies and configuration settings. It helps safeguard data that is not managed by ICI and used by employees, customers or partners to access work files.

The key benefits of making ICI MS Intune-compatible include: 

*Protecting company data at the App level, for both – managed and unmanaged devices, as the management is based on user identity.
*Ensuring App layer protections are in place. For example: 

              o    Entering a pin to open the App in work context<br/>               o    Controlling the sharing of data between Apps<br/>               o    Preventing the saving of company App data to a personal storage location

*Supporting Mobile Device Management (MDM) in addition to MAM ensuring device protection and control over App management. For example:

              o    Entering a pin to access the device<br/>               o    Deploying managed apps to the device<br/>               o    Deploying apps to devices through your MDM solution

*Using app protection policies, with or without MDM, at the same time. For example, you may choose to use a company issued phone with both – MDM and App protection policies, whereas, a personal phone may be protected by only the App protection policies.
*Applying a MAM policy to the user without setting the device state. The user will get the MAM policy on both - the BYOD (bring-your-own-devices) and the Intune-managed device. You can also apply the MAM policy based on the managed state.
<div class="note-box">'''Note:''' The policies do not apply when using the app in personal context and does not affect end-user productivity. </div>
 

Administrators can configure the ICI Mobile app as a managed app using Intune configuration policies. <br/> To avail the benefits of Intune MAM settings, users will have to download the ICI app from the Intune store set by the ICI Administrator and set company portal policies on their mobile phones.

Administrators can now:

*Enroll the device in Microsoft Intune.
*Configure the access privileges for users and user groups for ICI Mobile App using Microsoft Intune policies.
*Pre-configure the system URL so that users do not need to enter it every time.
*Manage and protect organization's data within an application.

Refer to the ICI Mobile App Management support using Microsoft Intune configuration guide for details.

=== Logging on to the ICI Mobile Application for android device managed with Microsoft Intune ===

The system URL is pre-configured for users who have downloaded the ICI Mobile App from the Intune store set by the ICI Administrator and set company portal policies on their mobile phones. Please refer to the ''ICI Mobile App Management Support using Microsoft Intune'' config guide for more details on setting ''Company Portal Policies'' on your mobile phones.

 

=== Downloading the ICI Mobile Application ===

To download the mobile application: 

1. '''Open '''the App Store.

2. '''Search '''for Icertis Contract Intelligence or ICI. 

3. '''Click '''''Get on your device ''to download the ICI application. 

=== Logging on to the ICI Mobile Application  ===

To logon to the mobile application: 

1. '''Tap '''the [[File:7.15-LoginIcon.png|25px|7.15-LoginIcon.png]]  icon on your device to launch the ICI application. 

2. The ''About us'' screen opens providing details of the ''Software Version'', ''Privacy Policy'', and ''Disclaimer''.
<div class="image-green-border">[[File:7.16 Mobile App 01.png|320x560px]]</div>
Downloading the ICI Mobile Application from the App Store

To download the mobile application:

1. '''Open '''the App Store.<br/> 2. '''Search '''for Icertis Contract Intelligence or ICI.<br/> 3. '''Click '''''Get ''on your device to download the ICI application.<br/> 4. '''Enter '''your credentials in the fields. There are two ways of doing this:

*Set system URL: '''Type '''the URL of the ICI instance. (It may be similar to [https://intqa4.icertis.com https://intqa4.icertis.com]), and
*Set port number: '''Type '''the port number. (It may be similar to 8443).<br/> OR
*Set API URL: '''Type '''the API URL. (It may be similar to [https://intqa4-api.icertis.com https://intqa4-api.icertis.com])
<div class="image-green-border">[[File:7.16 Mobile App 02.png|320x560px]]</div>
 
<div class="note-box">'''Note''': If you are unsure of any of these, contact the Icertis Customer Support team. </div>
3. '''Tap''' ''SAVE''.

The system authenticates your credentials.

1. On successful authentication, the application opens on your mobile displaying the ''Dashboard screen''.
<div class="image-green-border">[[File:7.15-LoginScreen.png|RTENOTITLE]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. If the credentials are incorrect, a message is displayed to enter valid credentials.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:7.16 Mobile App 04.png|320x560px]]</div> <div class="image-green-border"> </div> <div class="image-green-border">3. On sucessful login, the launch screen is displayed.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:7.16 Mobile App 05.png|320x560px]]</div> <div class="image-green-border"> </div> <div class="image-green-border">4. If the App is compatible with your ICI version, then your Dashboard screen is displayed.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:7.16 Mobile App 06.png|320x560px]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. If the App is not compatible with your ICI version or there are some other issues, an Alert message is displayed.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:7.16 Mobile App 07.png|320x560px]]</div>

== Mobile App Features ==

=== Main Features ===

The Mobile Application offers the following features: 

*Dashboard
*Tasks
*Commitments
*Agreements
*Requests
*Settings
*Filter and Searches (Category filter, Faceted Search, Free Text Search and Saved Search)
*Notifications

 

=== Configurable Features ===

The following features are configurable (to show/hide) on the ICI Mobile application:

*Dashboard: for example, the ''Carousel ''can be configured
*Agreements
*Requests
*Faceted search
*Saved search
*Buttons: for example, ''Request Review'' and ''Remove Me'' buttons can be configured
*Tabs: for example, ''History, Notes Notifications'' can be configured

 

== Dashboard ==

The ''Dashboard ''is the first screen you see on successfully logging on to the mobile application. Here, you will see the Carousel, Saved searches, Free Text search, and Notifications. The dashboard allows you to easily access critical information and perform tasks that are important by saving your searches and viewing notifications on the main screen itself.

*By default, the ''Dashboard ''shows the top 20 saved searches: the top 5 in the Carousel view and the rest in the Tiles view. This count can be configured to increase or decrease based on your requirements by raising a Customer Service ticket. 
*A Free Text search [[File:Magnifying glass.png|middle|20x20px|Magnifying glass.png]] can be performed on Agreements and Requests.
*You can save searches that are relevant and view them from the Dashboard itself.
*A ''No records found'' the message is displayed if no saved searches are available.
<div class="image-green-border">[[File:7.16 Mobile App 08.png|320x560px]]</div>
*Tapping the Notifications [[File:Bell image.png|20x20px|Bell image.png]] icon displays a list of Notifications for Agreements and Requests.
<div class="image-green-border">[[File:7.16 Mobile App 09.png|320x560px]]</div>

== Tasks ==

The ICI mobile application shows a list of Tasks that are associated with the Agreement and Request entity types.

*Tasks can be filtered into the following categories:
**Tasks waiting for Approval
**Tasks related to Deviations
**Tasks pending Review

*Tasks are refreshed automatically for approval, rejection or request review actions on contract requests and agreements.
<div class="image-green-border"> [[File:7.16 Mobile App 10.png|320x560px]]</div>
*Deviated tasks display a ''Deviation List'' and the ''Deviation details'' for each of them. 
<div class="image-green-border">[[File:7.16 Mobile App 11.png|320x560px]]</div>
*The ''Deviation details'' include the old ''Clause Text'' and the new ''Deviation Text''. You can ''Approve ''or Reject the deviated Agreement, as required.
<div class="image-green-border">[[File:Task 3.png|240px|RTENOTITLE]]</div>
*Searching within a task is also possible using the Free Text search.
*A ''No records found'' the message is displayed if no pending tasks are available.
<div class="image-green-border">[[File:7.16 Mobile App 13.png|320x560px]]</div>
 

== Commitments ==

The ''Commitments ''tab allows you to manage your Commitments using the mobile application. Only authorized users can view this tab.

*View Commitment details and filter them based on their status.
*Take actions on overdue and pending Commitments.
*Selecting a Commitment opens the respective Commitment’s Details screen providing details such as ''Contract Type'', ''Commitment Code'', ''Agreement Code'', ''Commitment Type'', ''Business Owner'', ''Status'' and ''Due Date''.
*A ''No records found'' message is displayed if no Commitments are available.
*To take action on a Commitment, either '''tap '''the ''Take action on commitment'' button on the List view or on the right-hand side of the Commitment that you want to view. 
*The ''Take action on commitment ''option will not be displayed for completed Commitments. 

 

=== Taking Action on Commitments ===

To take action on a Commitment:<br/> 1. '''Tap''' the ''Take action on commitment'' button to open the ''Add action details'' screen.<br/> 2. '''Enter''' information for the ''Action Taken, Action Date, Remarks'' and ''Achieved Value'' fields.
<div class="image-green-border">[[File:Taking Actions on Commitments.png|270x450px|RTENOTITLE]]</div>
3. '''Select '''a ''Commitment Status'' from the drop-down.<br/> 4. '''Tap '''the Save button to complete the action.<br/> 5. On tapping the ''Save ''button, an ''Alert ''popup ''Commitment will not be editable anymore''. ''Do you want to continue? ''will be displayed. '''Select''' the ''Yes'' or ''No'' action, as applicable.
<div class="image-green-border">[[File:Taking Actions on Commitments 2.png|RTENOTITLE]]</div> <div class="image-green-border"> </div>
*Commitments are refreshed automatically for approval, rejection or request review actions on contract requests and agreements.
<div class="image-green-border"> </div> <div class="note-box">'''Note: '''If you select the ''Postponed ''commitment status, you will need to provide the ''New Expected Completion Date''.</div>
 

== Searches ==

Agreements and Requests can be searched using various search options.

All searches performed in ICI are case-insensitive, hence the characters can be entered in upper and/or lower case. <br/> The following search options are available for Agreements and Requests:

*Faceted Search: Filters records by applying various Attributes, such as Created date, Value, Expiry date, and so on.
*Free Text search: Text-based search for Agreements. 
*Saved Search: Provides a list of your own saved searches created on the ICI Web user interface.
*Favorites Tile: This tile on the Dashboard allows you to directly access Agreements/Requests that have been marked as Favorite.

 

=== Faceted Search ===

To apply the Faceted search:

*Tap the Filter[[File:Filter image.png|20x20px|Filter image.png]]icon on the ''Agreements'' screen to apply various facets to filter the search results.
*Use the Faceted search to apply filters on Agreements or Requests on the basis of facets and its value.
*On selecting multiple values for a facet such as ''Created By'', the ICI Mobile Application applies the ''OR'' condition for that specific facet.
*However, on selecting multiple filters such as ''Contract Value'' and ''Created By'', the ICI Mobile Application applies the ''AND ''condition for those facets.
<div class="image-green-border">[[File:7.16 Mobile App 16.png|320x560px]]</div> <div class="image-green-border"> </div> <div class="image-green-border">For example, you want to view Agreements with contract value between 701M to 877M and those created by either user 1 or user 2. These facets can be applied by tapping on their values and tapping ''Apply''.</div>
*By default, 5 facets values are available to use.
*If you want to apply a filter other than the available values, '''type''' the value in the text box provided and '''tap '''''Apply''.
<div class="image-green-border">[[File:7.16 Mobile App 17.png|320x560px]]</div>
*Applied filters can also be Reset.
*These facets can be customized based on your requirement. Since this is a backend activity, please contact the Icertis Customer Success if you wish to have any customizations done.

 

=== Free Text Search ===

To apply the Free Text search:

*'''Tap '''the [[File:Magnifying glass.png|20x20px|Magnifying glass.png]] icon to perform a free text search on Agreements and Requests.
*You can search across all Attributes of all ICI entities. Use double-quotes to find an exact match for your search phrase, such as "liability insurance".
*Search results display when relevant keywords or contract details are entered.
*A ''No records found'' message will be displayed if no search records are available.

 

=== Saved Search ===

To apply the Saved search:

*'''Tap '''the[[File:Magnifier 2 image.png|baseline|20px|Magnifier 2 image.png]]icon to view a list of other saved searches inside a particular Agreement list. 
*'''Select '''a saved search from the list, and '''tap '''the ''Back ''button.
<div class="image-green-border">[[File:7.16 Mobile App 18.png|320x560px]]</div>
*The ICI mobile application loads the saved search and lists the result.
<div class="image-green-border">[[File:7.16 Mobile App 19.png|320x560px]]</div>
*'''Tap''' the [[File:Exclamation icon image.png|RTENOTITLE]] icon to get help on the basic functions of the listed items.
<div class="image-green-border">[[File:7.16 Mobile App 20.png|320x560px]]</div>
 

=== Favorites Tile ===

To save Agreements/Requests as Favorites:

*'''Select '''the Agreements or Requests that you want to mark as Favorites by tapping the ''Favorite ''icon[[File:Star image icon.png|RTENOTITLE]]for each of the Agreements. 
*This creates a ''Favorites ''tile on the Dashboard.
<div class="image-green-border"> [[File:7.16 Mobile App 21.png|320x560px]]</div>
*Tap the ''Favorites ''tile to view the Agreements/Requests in your list.

 

== Agreements ==

ICI Mobile application displays a list of Agreements that you are authorized to view. 

*All Agreements display their assigned status color code. For example, Approved Agreements will have a green vertical bar next to it, Cancelled Agreements will have a black vertical bar next to it, and so on.
<div class="image-green-border">[[File:7.16 Mobile App 22.png|320x560px]]</div>
*Agreements can be filtered using the ''Category Filter'' or the ''Faceted Filter''. 
*The ''Category Filter'' is used to filter Agreements by category. For example, Agreements expired.
*The Faceted Filter is used to filter records by applying various Attributes, such as Created date, Value, Expiry date, and so on.
<div class="image-green-border">[[File:7.16 Mobile App 23.png|320x560px]]</div>
*Agreements can also be searched using the Faceted search, Free Text search and the Saved search.
*Agreements can be marked as ''Favorites ''by tapping the ''Favorite ''icon which creates a ''Favorite ''tile on the ''Dashboard''.
*A ''No records found'' message is displayed if no Agreements are found.

 

=== Agreement Details Tab ===

The Agreement ''Details ''tab allows you to view the details of your Agreement using the mobile application.

'''Key Features'''

*The Attributes on this list can be modified by selecting the appropriate Attributes using the ICI Cloud Platform.
<div class="image-green-border">[[File:7.16 Mobile App 24.png|320px]]</div>
*Tapping the[[File:Eye icon image.png|text-top|RTENOTITLE]]icon at the top of the screen, allows you to view or download a document, depending on the mobile application you are using:
**For iOS: downloads are not performed within the ICI Mobile Application. The document opens in Web view with the copy-paste option being blocked – this restricts users from copy-pasting any document details.
**For Android: the document is downloaded in a temporary folder on the device and needs the third-party applications, such as Acrobat Reader installed. Once users click the ''Back'' button, the downloaded document gets deleted.
*The ''Association'' tab displays the Association details for that Agreement.
*The ''Commitment'' tab displays a list of Commitments pertaining to that Agreement. You have an option to take appropriate action on Overdue or Incomplete Commitments.
*The ''Notes'' tab displays a list of notes added for that Agreement. You can also add new notes to the Agreement.
*You can perform the following actions on an Agreement:
**Approve
**Reject
**Request Review
**Delegate
**Recall delegate
**Remove Me
*A ''No records found'' message is displayed if no Agreements details, Associations, Commitments or Notes are available.
<div class="image-green-border">[[File:7.16 Mobile App 25.png|320x560px]]</div> <div class="image-green-border"> </div>
 

=== Agreement Associations Tab ===

The ''Associations ''tab lists the Associations available for a particular Agreement.

'''Key Features'''

*You can expand the list to view the basic details of the Association.
<div class="image-green-border">[[File:7.16 Mobile App 26.png|320x560px]]</div>
*'''Tap''' the Association to view more details of the association, such as ''Summary, Client Details,'' and so on.
<div class="image-green-border">[[File:7.16 Mobile App 27.png|320x560px]]</div> <div class="image-green-border"> </div>
 

=== Agreement Commitments Tab ===

The ''Commitments ''tab lists the Commitments available for a particular Agreement. 

'''Key Features'''

*You can expand the list to view the basic details of the Commitments.
<div class="image-green-border">[[File:7.16 Mobile App 28.png|320px]]</div>
*'''Tap '''the Commitment to view more details of the Commitment, such as ''Contract Type'', ''Commitment Code'', ''Commitment Type'', and so on.
<div class="image-green-border">[[File:7.16 Mobile App 29.png|320x560px]]</div>
*A ''No records found'' message is displayed if no Commitments are found for that Agreement.

 

=== Agreement Notes Tab ===

Tapping the Agreement ''Add Note'' tab displays details of the Notes.

'''Key Features'''

*'''Tap '''any Note record to view the ''Notes ''detail screen.
<div class="image-green-border">[[File:7.16 Mobile App 30.png|320x560px]]<br/>  </div>
*'''Tap '''''Add Note'' at the bottom of the screen to add a new note.
*'''Enter '''information in the ''Add Note'' box provided. 
*'''Tap''' the ''ADD'' button. 
*In addition, the note is listed on the ''Notes list'' screen. The note that you add here gets reflected in the UI.
<div class="image-green-border">[[File:7.16 Mobile App 31.png|320x560px]]</div> <div class="image-green-border"> </div>
 

=== Agreement/Request History Tab ===

Tapping the Agreement/Request History tab displays the history of the particular Agreement/Request.

'''Key Features'''

*Tapping the ''History ''tab opens the Agreement ''History ''screen.
*You can either view ''All history'' or select one of the following tabs:
**Draft
**Approval
**Execution 
**Post-Execution
<div class="note-box">'''Note''': Only tabs containing data are displayed.</div> <div class="image-green-border">[[File:7.16 Mobile App 32.png|320x560px]]</div> <div class="image-green-border"> </div>
*'''Tap '''any row or the ''Show details'' to open the ''History Details'' screen and get more information about the Agreement/Request. 
<div class="note-box">'''Note''': The states will only be visible if they are available for the Agreement.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:7.16 Mobile App 33.png|320px]]</div> <div class="image-green-border"> </div>
 

=== Taking Action on Agreements/Requests ===

Tapping the Agreement/Request displays a number of actions that you can perform for the particular Agreement/Request.

'''Key Features'''

*The ICI Mobile application supports the following actions: 
**Approve
**Reject
**Request Review
**Delegate
**Recall delegate
**Remove Me

 

*Completing an action opens the Agreement list screen. The Agreement/Request list screen is refreshed displaying the latest statuses upon completing ''Approve'', ''Reject ''and ''Request Review ''actions.
<div class="image-green-border">[[File:7.16 Mobile App 34.png|320x560px]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">'''Agreement/Request Approve Action'''</div>
 To approve an Agreement/Request:

*'''Select '''the Agreement/Request that you need to approve.
*'''Add '''a Note. Adding a note is optional.
*'''Tap '''''APPROVE ''to confirm the approval. This opens the ''Agreement Details'' screen.
<div class="image-green-border">[[File:7.16 Mobile App 35.png|320x560px]]</div>
 

 

'''Agreement/Request Reject Action'''

To reject an Agreement/Request:

*'''Select '''the Agreement/Request that you need to reject.
*'''Add '''a Note. 
*'''Select '''a mandatory reject ''Reason Code''.
*'''Tap''' ''REJECT ''to confirm a rejection. This opens the ''Agreement Details'' screen.
<div class="image-green-border">[[File:7.16 Mobile App 36.png|320x560px]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">'''Agreement Request Review Action'''</div> <div class="image-green-border"> </div> <div class="image-green-border">To Request Review of an Agreement/Request:</div>
*'''Select '''the Agreement/Request that that needs to be reviewed.
*'''Tap '''the ''Request Review'' button. This opens the Agreement Request Review screen. 
*'''Select '''a user to review the Agreement.
*'''Tap '''''SEND''. This opens the ''Agreement Details'' screen.
<div class="image-green-border">[[File:7.16 Mobile App 37.png|320x560px]]</div>
 

'''Agreement Remove Me Action'''

To remove an Agreement/Request:

*'''Select '''the Agreement/Request that needs to be removed.
*'''Enter''' Notes for the particular Agreement.
*'''Tap''' ''SUBMIT''. 
*Notes can be viewed under the ''History'' tab or the ''Notes'' tab.
<div class="image-green-border"> </div>
 

== Requests ==

The ''Requests ''Tab allows you to manage your Requests using the mobile application. 

*Only authorized users can view this tab.
*The Attributes on this list can be modified by selecting the proper Attributes in ICI.
*Requests will be displayed based on their assigned status color.
<div class="image-green-border">[[File:7.16 Mobile App 38.png|320x560px]]</div>
*Requests can be filtered or searched in the following ways:
**Category Filter: Filters Agreements by category. For example, Agreements Expired.
**Faceted Search: Filters records by applying various Attributes, such as Created date, Value, Expiry date, and so on.
**Free Text search: Searches for Requests using free text.
**Saved Search: Provides a list of your own saved searches created on the Web.
*A ''No records found'' message is displayed if no Requests are available.
<div class="image-green-border">[[File:7.16 Mobile App 39.png|320x560px]]</div> <div class="image-green-border"> </div>
 

=== Request Details  ===

*'''Tap '''the Request to open the Details screen which displays the details of the Request, such as ''Summary'', ''Amendment'', ''Default'', and so on.
*The ''Summary ''displays details such as ''Created by'', ''Status'', ''Created Date'' and ''Business Status'' in a collapsed view.
*''Default ''displays all the Attributes in collapsed view.
*The ''Associations'' tab displays the Association details for that Request.
*The ''Notes'' tab displays a list of notes added for that Request. You can also add a note by tapping the ''Add Note'' button.
*A ''No records found'' message is displayed if no records are available for Associations or notes.
*The ''History ''tab displays ''All History'' for that Request.
<div class="image-green-border">[[File:7.16 Mobile App 40.png|320x560px]]</div> <div class="image-green-border"> </div>
 

=== Taking Action on Requests ===

The ICI mobile application supports the following actions for Requests:

*Approve 
*Reject
*Request Review
*Delegate
*Recall Delegate

 

== Settings ==

The ''Settings ''Tab allows you to manage the settings of the application or auto delegate tasks.

*The ''mobile Application'' has the following two options:
**Auto delegation
**Sign out
*'''Tap''' ''Auto delegation'' to add or edit a delegation.
*'''Tap''' ''Sign out'' to log out from the ICI Mobile application.
<div class="image-green-border">[[File:7.16 Mobile App 41.png|320x560px]]</div>
 

== Auto Delegation ==

*'''Tap '''''Auto delegation'' to view the ''Delegations ''screen. You can either add, edit or delete records as applicable.
<div class="image-green-border">[[File:7.16 Mobile App 42.png|320x560px]]</div>
To add a new Auto delegation:

*'''Tap''' the ''Add new delegation'' + button at the bottom of the screen to add a new delegation.
*'''Select''' the ''Start Date'' and ''End Date''.
*'''Select''' the task you want to delegate from the ''Select Delegation'' ''Task'' drop-down.
*'''Select''' a user from the ''Select User'' drop-down to whom you want to delegate the task. The ''Select role'' drop-down list is displayed when you select ''Agreement Approve'' tasks. 
*'''Tap''' ''Delegate ''to complete the auto delegation.
*'''Tap''' ''Cancel'' if you want to cancel the delegation.
<div class="image-green-border">[[File:7.16 Mobile App 43.png|320x560px]]</div> <div class="image-green-border"> </div>
 

== Notifications ==

The ''Notifications ''screen lists the notifications for your Agreements and Requests.

*Tap the Notifications [[File:Bell image.png|baseline|20px|RTENOTITLE]] icon on the Dashboard. This opens the Notifications screen.
*Here, you can view notifications such as number of Agreements created, approved, executed, expired, sent for approval or review, or the number of Contracts/Requests/Amendments created or submitted, and so on.
*By default, notifications are set to 15 days. 
<div class="image-green-border">[[File:7.16 Mobile App 44.png|320x560px|7.16 Mobile App 44.png]]</div>
*'''Tap '''the date range [[File:Tap image.png|RTENOTITLE]]icon to open the ''Select Days'' popup and change it to ''30'' ''Days'', ''60 Days'' or ''90 Days''. 
<div class="image-green-border">[[File:7.16 Mobile App 45.png|320x560px|7.16 Mobile App 45.png]]</div>
*'''Tap''' ''Cancel'' if you want to retain the default of 15 Days.
*On the ''Agreements ''tab, '''select '''the type of Agreements you want to view. This opens the ''Agreements Notifications'' screen.
*Details of the Agreement are displayed here, such as, who approved the Agreement or on what date the Agreement was approved.
<div class="image-green-border">[[File:7.16 Mobile App 46.png|320x560px|7.16 Mobile App 46.png]]</div>
*On the ''Requests'' tab, '''select '''the type of Requests you want to view. This opens the ''Requests Notifications'' screen.
<div class="image-green-border">[[File:7.16 Mobile App 47.png|320x560px|7.16 Mobile App 47.png]]</div>
*Details of the Contract Requests are displayed here, such as, who approved the Agreement or on what date the Agreement was approved.
<div class="image-green-border">[[File:7.16 Mobile App 48.png|320x560px|7.16 Mobile App 48.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">'''Related Topics: '''[[Agreement_Management|Agreement Management]]''' | '''[[Compliances|Compliance Management]]''' | '''[[Release_Notes|Release Notes]] |</div>

Self-Serve Tools

2022-06-09T10:26:27Z

IDT-1:

= Self-Serve Tools =

Self-Serve tools include tools and features of ICI that can be used out-of-the-box by authorized users. Besides serving ICI users with specific feature and performance goals, being self-sufficient is the primary goal of these tools. These tools are user-friendly and time-saving, enabling users to perform tasks by themselves instead of reaching out to Icertis Solutions Engineering, Database or Support teams based on the requirement. Sometimes, these changes were minor and of low complexity, but the turnaround time was substantial.

The ICI Self-Serve tools include:

*Search Sync Tool
*Translations Editor Tool
*Improved ICI Health Check Tool
*Configurations Key Editor Tool
*Promote to Production (P2P) Tool
*Import Solution Tool
<div class="image-caption"> </div> <div class="image-caption">'''<span style="color:#008000;">Prerequisites</span>'''</div>
*The ICI application, version 7.11 and above
*The user must have valid credentials to access ICI and the ''User Administration'' tile.

== Search Sync Tool ==

The Search Sync tool gets data from Icertis Search for a given instance’s Sys Id and synchronizes it if required. Using the fetched ES value, the tool validates if the Sys Id is the latest for the respective instance or if sync is required. This tool can be accessed by the Administrator from the Admin Task on the "Admin" tile.

If the key exists, the latest value from ES will be displayed. If the key does not exist, the system displays an error message indicating that the value could not be fetched for the provided Sys Id. The Sys Id can be provided as an input CSV file or as a comma-separated. Either comma-separated Sys Ids can be entered or a CSV file can be uploaded.

This helps to make the entity search more streamlined and efficient. Users can quickly refer to related agreements at the time of deals or audits.

'''Note''': Data can be fetched from only one instance at a time. A dedicated key must exist for ES sync to work with Sys ID.

Refer to Search Sync Tool on the [[Admin_Task|Admin Task]] page for more details.
<div class="image-caption"><span style="color:#008000;">'''''Icertis Search Sync'''''</span></div>
Users can now get data from Icertis search for a given instance’s ''SysId'' so that they can look up the value and identify whether it is the latest or if a sync is needed. If the key exists, the latest value from ES will be displayed. If the key does not exist, the system will display the error message “Could not fetch value for provided SysId”.
<div class="note-box">'''Note''': Data can be fetched from only one instance at a time.</div> <div class="image-green-border"> </div>
== Translations Editor Tool ==

The ICI platform is available in different languages and different languages label text are available for localization. However, to make any changes to the localization values, users had to reach out to the Solutions Engineering or Database teams. Sometimes, these changes were minor and of low complexity, but the turnaround time was substantial.

Hence, a self-service Translations Editor tool has been introduced that contains all strings that are localized. The Translations Editor tool supports adding localized values in different languages for Reason Codes as well.

Users can now download all keys and their localization values as an Excel file, modify multiple values, and upload the modified changes to ICI. Once the values are updated in ICI, the caches are updated automatically to avoid the cache flush and server restart. This has significantly enhanced productivity as the turnaround time to update the Resource Key values has been eradicated.

Using this tool, users can now:

*Search for a specific string using the search bar and update the Resource Key value for Language and Locale.
*Update multiple language strings by selecting and saving the Resource Key value.
*Download and upload the localization key values using Microsoft Excel.
*View the modified values in the ICI instance immediately.

To use the Translations Editor Tool:

Refer to Translation Editor in [[Admin_Task|Admin Task]] page for more details

 

== ICI Health Check Tool ==

The ICI platform hosted on Azure Cloud uses services such as Icertis Search, Redis along with internal components such as APIs and Task services. However, no services were used to provide an insight on the application health except for the ICI Health Check page that provided regular application health checks and application monitoring to be able to detect issues before they became full-fledged outages.

The ICI Health Check page has been further extended to cover additional parameters to help identify potential outages and diagnose issues. The health insights will provide information on how well the ICI Instance and its service is performing, its overall health, as well as its usefulness to users. Users will now be able to access a dashboard (without logging into ICI) that tracks application health alongside usage metrics and application crash data.

The health statuses are classified into three categories:

*''Warning ''- This is indicated with a yellow warning icon
*''Healthy ''- This is indicated with a green checkmark icon
*''Unhealthy ''- This is indicated with a red warning icon

The following details are displayed in the Health Check:

*'''Icertis '''''S'''earch Health''': This displays the Status (yellow/green/red), the Icertis Search version and the Uptime, and so on.''

*'''Redis Cache Health''': This displays the Redis version, Uptime In Days, CPU usage, Connections Received and Commands Processed, and so on.

*'''API Health''': This displays the API Response Time, Status and Issues and so on.

*'''Database Server Metrics''': This displays the CPU usage percentage, User Connections, Total Server Memory, Disk Read/Write IO/Sec and so on.

*'''IIS Server Metrics''': This displays % 404 HTTP Response Sent, % 500  HTTP Response Sent, percentage of CPU utilization per process, Requests/sec, and so on.
<div class="image-green-border">To view the Health Check, add "Health/ViewHealth" (without quotes) to your ICI URL. </div>
To check the health of your system:<br/> 1. Enter your domain name'''''/health/viewhealth''''' at the end of the URL of your ICI instance. The various tools and their health are displayed.
<div class="image-green-border">[[File:Self Serve Tool 7.1.png|720px|Self Serve Tool 7.1]]</div> <div class="image-green-border"><br/> 2. '''Click''' the + icon next to the tool to view details regarding its health. The details for each of the tools are displayed in 2 columns with the Keys and their respective values as shown below.</div>
'''Icertis Search Health'''<br/> The details for the Icertis Search Health include the status, node total, primary and relocating shards, version, heap percent, uptime, and so on. For example, the Status is green.
<div class="image-green-border">[[File:Health Check 2.png|720px|Health Check 2]]</div>
'''Redis Cache Health'''<br/> The details for the Redis Cache Health include the uptime in days. Connected or blocked clients, rejected connections, CPU usage, and so on. For example, the Uptime in Days is 28.
<div class="image-green-border">[[File:Health Check 3.png|720px|Health Check 3]]</div>
'''API Health'''<br/> The API Health provides the response time. For example, 94 ms.
<div class="image-green-border">[[File:Health Check 4.png|720px|Health Check 4]]</div>
'''Task Service Health    '''<br/> The Task Service Health provides the failed count for keys and when it was last successful. 
<div class="image-green-border">[[File:Health Check 5.png|720px|Health Check 5]]</div>
'''Database Server Metrics'''<br/> The details for the Database Server Metrics Health include the edition, SQL server resource pool stats, and so on.
<div class="image-green-border">[[File:Health Check 6.png|720px|Health Check 6]]</div>
'''IIS Server Metrics'''<br/> The details for the IIS Server Metrics Health include the total method requests/sec, number of seconds an IIS Worker process has been running, the percentage of CPU utilization per process, and so on.
<div class="image-green-border">[[File:Health Check 7.png|720px|Health Check 7]]</div>
 

== Configuration Key Editor Tool ==

The Configuration Key Editor tool facilitates a logged-in user (who has access to Azure subscription) to search and update configuration keys, as and when required. It has been introduced for easier instance management and improved productivity, thus reducing the dependency on the Engineering and DevOps teams.

It includes:

*The Config Editor
*The Redis Flush

The "Config Editor" is a self-service tool that allows teams to edit instance configurations without having to connect to the instance machines. Once the key values are changed, the cache is automatically updated to avoid the server restart. The tool only works for non-production environments. The production environment configuration changes are controlled by the Operations team, and the tool would not be available for the production environment.

The "Redis Flush" is a self-service tool that allows Administrators to flush the cache or look up a particular key for its value of Delete a Key. The tool can also be used to perform "Role Restart" on the instances to which the user has access.
<div class="note-box">'''Note:'''  The user must have access privileges to an Environment CName in Config Editor.</div> <div class="image-green-border"> </div> <div class="image-green-border">To use the Configuration Key Editor Tool:<br/> 1. Login to the ICI Tools portal (icmtools.icertis.com) with your ICI credentials.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Self Serve Tool 8.2.png|720px|Self Serve Tool 8.2]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Click '''the "Config Editor" tab on the "Home" page.</div> <div class="image-green-border"> </div> <div class="image-green-border">3. '''Select '''the environment from the Environment'' ''"CName" that you need to access for configuration. All the instances that have you have access to will be displayed. </div>
4. '''Click "'''Submit"'' ''after selecting the environment. The configuration JSON files for the selected environment are displayed for all available features, security details, database connections, and so on related to the selected instance.
<div class="image-green-border">[[File:Self Serve Tool 8.4.png|720px|Self Serve Tool 8.4]]</div>
5. '''Select''' a Config Key from the list to change its value as required. For example, the Config Key AgreementAutoRenewReminderNotificationPeriod has the reminder period set at 3 days may be changed to 2 days.
<div class="image-green-border">[[File:Self Serve Tool 8.5.png|720px|Self Serve Tool 8.5]]</div>
6. '''Click "'''Save and Role Restart" to save the new value of 2 days. The specific JSON file for the respective CName will be reset (i.e. perform a role restart). This means that the configuration is reset in the Icertis search and the server is restarted so that the new value is reflected on the instance.

7. '''Click''' "Download" to download the entire file so that you can edit it offline and then upload it directly to the instance.

 

 

 

== Promote Configurations (P2P) Tool ==

The Promote to Production (P2P) process of the ICI platform helps to move ICI Configuration from source (Config/UAT) environment to target environment, thus reducing the manual efforts to do so. P2P process enables to selectively move ICI configuration. The Promote Configuration Tool or P2P is designed to accomplish just that.

The tool already supported contract types, contract type attributes, clauses and templates (along with the documents), notification templates, rules, masterdata, users, user groups and security groups. The Icertis search sync is also supported by the tool.

With the 7.15 release, to provide a seamless P2P experience, enhancements have been made in ICI to support the following additional entities :

*Organizations (Orgs), Organization Groups (Org Groups)
*Users, User Groups, Security Groups
*Role Action Mapping
*Currencies
*Reasons
*SLA Matrix
*Notification Category
*Default Search Columns
*Application Settings
*Global/Admin Saved Searches
<div class="note-box">'''Note:''' Customers using ICI versions before 7.15 will need to upgrade to use this feature.</div>
Here is an overview of the P2P process:
<div class="image-green-border">[[File:P2P 1.png|720px|P2P 1]]</div>
 

 

=== <span style="color:#008000;">''Accessing P2P Tool''</span> ===

To access the P2P tool: 

'''Click '''"Configure"'' '''>'''''"P2P''' '''Configuration"'' ''tile or menu on the top navigation. The "Promote Configuration" page opens.
<div class="image-green-border">[[File:8.0-P2P-Menu-Purple.png|420px|8.0-P2P-Menu-Purple.png]]</div>
The Promote Configurations''displays the current status of P2P requests and their status.''

'''Note: '''Users cannot edit a request that is in the ''Completed'' state.
<div class="image-green-border"> </div>
=== <span style="color:#008000;">''Creating a P2P Request''</span> ===

To create a P2P Request:

1. '''Click'''  "Configure" ''> ''"Promote Configurations"''> ''"Create Request". The "Create Request" page opens.
<div class="image-green-border">[[File:8.0-P2P-1tab-Purple.PNG|920px|8.0-P2P-1tab-Purple.PNG]]</div>
2. '''Enter''' a "Request Name". 

3. '''Select''' a "Target" from the drop-down. 

4. '''Select''' the "P2P Request Start Date Time".

5. '''Select '''the time to trigger an email to the recipient from the "Intimation Email minutes before P2P Starts" drop-down list. For example, ''15 Min''.

6. '''Enter''' the intimation recipient Email Id in the "Notification Email – Intimation"'' ''field.

7. '''Enter''' the notification recipient Email Id in the "Notification Email – Success"'' ''field.

8. '''Enter''' the notification recipient email Id in the "Notification Email– Failure"'' ''field.

9. '''Enter''' the notification recipient email Id in the "Notification Email'' – ''Cancel" field.

10. '''Click''' "Next"''. ''The "Contract Type" tab opens.
<div class="note-box">'''Note: '''As stated in the disclaimer, while promoting configuration, the target environment will be down during contract type publish. This tool must be used responsibly under the project team’s approvals to avoid inconsistency and downtime.</div>
11. '''Select''' the "Contract Type"'' ''from the "Available Contract Types". 
<div class="image-green-border">[[File:8.0-P2P-2tab-Purple.png|920px|8.0-P2P-2tab-Purple.png]]</div>
12. '''Click '''the right arrow to move the selected contract type to the'' ''"Selected Contract Types".
<div class="image-green-border">13. '''Click''' "Next". The "Templates and Clauses" tab opens.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-P2P-3tab-Purple.png|920px|8.0-P2P-3tab-Purple.png]]</div>
14. '''Select''' a template from the "Available Templates" columns. 

15. '''Click '''the arrow key to move the selected template to the "Selected Templates" column.
<div class="image-green-border">16. '''Select''' a clause from the'' ''"Available Clauses" columns.</div>
17. '''Click '''the arrow key to move the selected clause to the "Selected Clauses" column.
<div class="image-green-border">18. '''Click '''"Next"''. ''The "Rules" tab opens.</div> <div class="image-green-border">[[File:8.0-P2P-4tab-Purple.png|420px|8.0-P2P-4tab-Purple.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">19. '''Select''' the "Contract Type" from the drop-down.</div>
20. '''Select''' the Rules that appear.

21. '''Click '''"Next". The "Notifications" tab opens.
<div class="image-green-border">[[File:8.0-P2P-5tab-Purple.png|920px|8.0-P2P-5tab-Purple.png]]</div>
22. '''Select '''the notifications from the grid.

24. '''Click''' "Next". The "Master Data & Core Seed Data" tab opens.
<div class="note-box">'''''Note''''': Users can use the ''P2P tool Master Data'' tab for the faster transition of Master Data to production than the Bulk utility tool option.</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-P2P-6tab-Purple.png|820px|8.0-P2P-6tab-Purple.png]]</div>
25. '''Click '''the arrow key to move the selected rule to the "Selected Master Data" column.

26. '''Select '''the seed data from the "Available Core Seed Data column". 

27. '''Click '''the arrow key to move the selected master data to the "Selected Core Seed Data"'' ''column.
<div class="image-green-border">28. '''Click "'''Next"''. ''The "Users & User groups" tab opens.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-P2P-7tab-Purple.png|920px|8.0-P2P-7tab-Purple.png]]</div>
31. '''Select''' the users on the "Select Users" pane. 

32. '''Click '''"Selected Users" from the top right of the pane to view the list of users that have been selected.
<div class="image-green-border">[[File:8.0-P2P-7.2tab-Purple.png|920px|8.0-P2P-7.2tab-Purple.png]]</div>
33. '''Click '''"Filter Users" to view the list of users by an attribute or click "Add Another Attribute"'' ''to filter users by additional attributes. For example, Email ID, Phone Number. 
<div class="image-green-border">34. '''Click '''the trash icon''' '''to remove an added user attribute.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-P2P-7.1tab-Purple.png|920px|8.0-P2P-7.1tab-Purple.png]]</div>
35. '''Click''''' ''"Next" if any or no user or user group is selected. The "Security Groups" tab opens.
<div class="image-green-border">[[File:8.0-P2P-8tab-Purple.png|920px|8.0-P2P-8tab-Purple.png]]</div>
36. '''Select '''the security group from the "Available Security Groups" columns.

37. '''Click '''the arrow key to move the selected security group to the "Selected Security Groups" column.

38. '''Select '''the KPI from the "Available KPI’s" columns.

39. '''Click '''the arrow key to move the selected KPI to the "Selected SaveSearchKPIs" column. 
<div class="image-green-border">40. '''Click''' "Next". The'' ''"Verify" tab opens.</div>
41. '''Verify''' details of the contract types, attributes, templates, clauses, ruleset information, notification templates, transactional master data, core seed data, user and user groups, save search KPI, and security groups that you have selected. You can expand all categories by Expand/Collapse ALL icon at the top right or can expand the individual category or tab information with arrows provided in the far right of each category.
<div class="image-green-border">[[File:8.0-P2P-9tab-Purple.png|920px|8.0-P2P-9tab-Purple.png]]</div>
42. '''Click '''"Create". The confirmation window opens indicating that downtime is required for this request.
<div class="image-green-border"> </div> <div class="note-box">'''''Note''''': The P2P tool verifies all the information entered by the user before creating a P2P request.</div>
43. '''Click '''"Yes" if you wish to proceed. The success message opens indicating that the P2P request created successfully.

The P2P request status changes to "ADDED".

On completion of the P2P request, the status changes to "Completed".
<div class="note-box">'''Note''': Users cannot edit a request that is in ''Completed'' state.</div> <div class="image-green-border"> </div> <div class="image-green-border">The Status column on Promote Configurations index page displays the InProgress percentage (calculated on the basis of weightage provided to each step). Once the task is complete, the status changes to Completed.</div> <div class="image-green-border"><br/> To view error details:</div> <div class="image-green-border">1. '''Navigate '''to Promote Configuration page from "Configure" > "Promote Configurations" > "Promote Configurations". The Promote Configuration index page listing all Requests created appears.</div> <div class="image-green-border"><br/> 2. '''Click '''the three dots in the "View" column on the far right.  </div> <div class="image-green-border">[[File:8.0-P2P-Index-Page-Purple.png|920px|8.0-P2P-Index-Page-Purple.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">The drawer displaying the “Request Error Details” and “Manual Work Pending” tabs are displayed.</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">During validation, all errors that are auto-fixable will be fixed, and the result will be displayed.</div> <div class="image-green-border"> </div> <div class="image-green-border">In case of any persisting errors, the details are displayed in the “Request Error Details” tab.</div>
*Request Error Details: This tab contains multiple columns providing more information about the P2P Request. 
**Warning: Displays if an error or warning is encountered when creating the P2P request.
**Validation Area: Displays the specific area where the validation error occurred.
**Error Message: Displays the error message for the P2P request including entity name and SysId.
**Error Description: Displays the detailed description of the error that has occurred when creating the P2P request. 
**Environments: Displays the environments where P2P request creation is not working as expected. For example, Source, Target. 
**Auto-Fix: Indicates if the error encountered when creating the P2P request can be fixed automatically. 
**Manual Step Actions: Displays the list of actions that users need to perform manually to fix the errors when creating the P2P Request. 
<div class="image-green-border">[[File:8.0-P2P-Index-Page-Error-Purple.png|920px|8.0-P2P-Index-Page-Error-Purple.png]]</div>
*Manual Work Pending: Displays the actions that must be taken manually after P2P request is completed. 
**Action: Displays the list of actions users must perform to fix the errors encountered when the P2P request is completed. For example, “Publish Required”, “Cache flush required” and so on. 
**The following details are displayed for an action where applicable. For example, if the action “Es Sync required” action is displayed, then the corresponding details are displayed in the three columns:
***Entity Name
***Entity Value
***SysId
<div class="note-box">'''Note''': <br/> Users can apply the fix automatically by clicking “Apply Fix”. This removes all the existing validation errors and ensures that the errors which are marked as auto fix get fixed automatically. <br/> This button appears only if at least one of the errors can be auto fixed, that is, at least one error displays the value “Yes” in the Auto Fix column. </div> <div class="image-green-border"> </div> <div class="image-green-border">'''To Resume P2P Request:'''</div> <div class="image-green-border"> </div> <div class="image-green-border">'''Click '''the View Details eye icon for the P2P request which you want to resume.</div> <div class="image-green-border"> </div> <div class="image-green-border">The “View Request” page is displayed.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-P2P-View-Request-Purple.png|920px|8.0-P2P-View-Request-Purple.png]]</div> <div class="image-green-border"><br/> If there are any errors encountered when creating the P2P Request, users can resume the P2P Request creation from the step where it failed by clicking “Resume” which will appear at that time.</div> <div class="image-green-border">You can edit with "Edit" or "Validate".</div>

== Import Solution Tool ==

ICI features an out-of-the-box solution for configuring ICI entities from the outset - the Import Solution tool. While saving valuable time and complexities associated with the initial configuration process, this tool provides a self-service, automated utility, and alleviates human intervention or any manual processing.

Using the Import Solution tool, ICI users can:

*Import configurations –
**From a source ICI instance to a target ICI Instance.
**Between multiple versions of ICI.
<div class="note-box">'''Note:'''</div> <div class="note-box">- On a target instance with no pre-existing configuration data.</div> <div class="note-box">- Support will be provided for up to 2 releases preceding the target ICI version. </div>
*These entities can be imported with this tool:
**Contract Types
**Templates
**Clauses
**Rules
**Notifications
**Masterdata Instances
**Seeded Masterdata entity instances
**Users & User Groups

=== Prerequisites for Import Solution to be implemented ===

==== Source instance setup ====

1.  Register and publish preconfigured import solutions, therefore availing source instances for utilization.<br/> 2.  Set up records for below seeded Masterdata contract types:

[[File:Import1.PNG|720px|Import1.PNG]]

3.  This configuration key can be used for the Source to communicate with the Import Solution engine – “Core.Tools.P2P.P2PDBConnectionString”. The value for this key should be the DB connection string of the Import Solution engine.
<div class="note-box">'''Note:''' For releases before 8.1, please reach out to the database team.</div>
==== Target instance setup ====

*This configuration key can be used for the Target to communicate with the Import Solution engine – “Core.Tools.ImportSolution.Configuration”. The value for this key should be the DB connection string of the Import Solution engine.
*“Manage” permissions will be required in the Security Groups for – “Admin Task” and “Promote Configuration”.

==== Source and Target mapping ====

The Source and Target instances need to be mapped in the Import Solution engine database. To do this, please reach out to the database team.

=== Using the Import Solution tool ===

To access the Import Solution tool and create an import configuration request:

1.  Click the “Admin” tile > “Admin Task”.<br/> 2.  Click “Import Solution”. The “Import Solution” page opens.
<div class="image-green-border">[[File:Import2.png|280px|Import2.png]]</div>
3.  Click “Create” on the Import Solution tool page. The “Create Import Configuration Request” page opens.
<div class="image-green-border">[[File:Import3.png|720px|Import3.png]]</div>
4.  Fill all required fields and click “Next”.
<div class="image-green-border">[[File:Import4.png|720px|Import4.png]]</div>
5.  Select and fill all necessary information across all the relevant tabs.

6.  Verify all information within the “Verify” tab.
<div class="image-green-border">[[File:Import5.png|720px|Import5.png]]</div>
7.  Click “Create”. The request to import the specified configuration will be created, and a confirmation message is displayed on the “Import Solution Request Progress” drawer.
<div class="image-green-border">[[File:Import6.png|720px|Import6.png]]</div>
 

 

 

'''Related Topics: '''[[Agreements|Agreement Management]] | [[Associations|Association Management]] | [[Compliances|Compliance Management]] | [[Templates|Template Management]] | [[Clauses|Clause Management]] | [[Configure|Configuration]] | [[Reports|Reports]] | [[Localizing_ICI|Localizing ICI]] |

Currencies

2022-06-09T10:24:17Z

IDT-1:

= Currencies =

== Searching a Currency ==

In ICI, you can use various options given below, including the dynamic search feature, to find the desired currency.

1. '''Click''' the "Confguration" tile and then '''click '''"Currencies". The "Currencies" page appears with existing list of currencies.
<div class="image-green-border">[[File:CurrenciesLandingPage.png|720px|CurrenciesLandingPage.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. A list of currencies is displayed. Use the "Refine Search" option to search for a specific currency.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:ListofCurrencies.png|720px|ListofCurrencies.png]]</div>
3. Select a search "Condition" from the drop-down list, Enter the value for the type of currency. List of currencies dpending on the selected search criteria is diaplyed in the right pane.

4. '''Click '''the "Clear All" button to remove all the filters at the same time.

== Creating a Currency ==

ICI allows you to create currencies that you can use while creating Contract Types.

To create a Currency:

1. '''Click''' "CREATE" on the "Currencies" page. The "Create Currency page opens.

 The "Create Currency" page opens and consists of following tabs:

*Details
*Verify
<div class="image-green-border">[[File:CreatingCurrency.png|500px|CreatingCurrency.png]]</div>
2. '''Click''' "Next" to go to next tab. The "Verify" section opens.

4. Verify the details and '''click''' "CREATE" to create a currency.

== Editing Currency ==

ICI allows you to edit currencies for your Contract Types.

To edit a currency:

1. '''Click''' the "Confguration" tile and then '''click '''"Currencies". The "Currencies" page appears with existing list of currencies.

2. '''Click''' the "View Details" icon next to the relevant currency. The Currency Details page opens.
<div class="image-green-border">[[File:ViewCurrencyDetails.png|720px|ViewCurrencyDetails.png]]</div>
2. '''Click '''the "Edit"button. The 'Edit Currency' page opens. Edit the necessary details.
<div class="image-green-border">[[File:EditingACurrency.png|720px|EditingACurrency.png]]</div>
3. '''Click '''"Next". The "Verify"page opens. Verify the details you have updated. 
<div class="image-green-border">[[File:EditingACurrency1.png|500px|EditingACurrency1.png]]</div>
4. C'''lick''' "Update" to save the modifications.
<div class="image-green-border">[[File:UpdatingACurrency.png|500px|UpdatingACurrency.png]]</div> <div class="image-green-border">'''Related Topics: '''[[Agreement_Management|Agreement Management]] | [[Managing_Organization|Managing Organization]] | [[Managing_Users|Managing Users]] | [[Managing_User_Groups|Managing User Groups]] | [[Managing_Security_Groups|Managing Security Groups]] | [[Application_Settings|Application Settings]] | [[Notification_Settings|Notification Settings]] | [[Reasons|Reasons]] | [[Search_Sync|Search Sync]] | [[Legacy_Upload|Legacy Upload]] |</div>

Reasons

2022-06-09T10:23:40Z

IDT-1:

= Reasons =

When you send an Agreement or Contract Type, Template or Clause, and so on for approval, the approver can reject it for various reasons.  From this page, users can add the reason codes for rejection, search and modify the existing ones in the system.

== Searching a Reason ==

In ICI, you can search for a specific reason for which an agreement or contract type is being rejected using various options given below, including the dynamic search feature.<br/> Users can search a reason code in a specific language for all entities through respective Index Page – Search Categories. The "Translations Editor" tool supports adding Localized values for the "Reason Code" for different languages in ICI.<br/>  

To search for a reason:<br/> 1. '''Click '''the "Configure" navigation menu on the top and '''click '''"Reasons" under it. 
<div class="image-green-border">[[File:8.0-Reasons-menu.png|220px|8.0-Reasons-menu.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> The "Reasons" index page opens.</div> <div class="image-green-border">[[File:8.0-Reasons-1-Index-page.png|720px|8.0-Reasons-1-Index-page.png]]</div> <div class="image-green-border"><br/> 2. '''Select '''the "Reason Code" in the left collapsible "Refine View" pane under " the Categories" drop-down used for filtering records. A list of all reason codes is displayed below the Search Reason Code field. Alternatively, you can type the search keyword in the search box below the "Categories" dropdown. For example, the "Legal" keyword.<br/> 3. '''Select '''the desired reason code values from the list displayed below the search text box.  For example, "Legal Approval Required" and "Date Changes Required" ('''Note: '''Use ctrl-key and select multiple reason codes from the list displayed).<br/> 4. '''Click '''"More Options" and '''enter'''''<b> </b>''a''' '''specific value in the "Custom keyword" field and '''click "'''Apply" to filter your search further. For example, "Approval". Only Reason Codes containing the "Legal" keyword and further  "Approval" within those are only displayed. </div> <div class="image-green-border">5. '''Click '''"Clear All" to clear all search keywords.</div> <div class="image-green-border"> </div> <div class="image-green-border">''[[File:8.0-Reasons-2-Index-page-search.png|220px|8.0-Reasons-2-Index-page-search.png]]''</div>
Alternatively, type the keywords in the "Refine Search here"'' ''field. A list of relevant reasons is displayed.

== Creating a Reason ==

Users can create "Reasons" to track a particular rejection involved in the clause, template, attributes, and so on.

To create a reason:<br/> 1. '''Click '''the "Configure" navigation menu on the top and '''click '''"Reasons" under it.  The "Reasons" index page opens. 
<div class="image-green-border">[[File:8.0-Reasons-Create-page-Highlighted.png|720px|8.0-Reasons-Create-page-Highlighted.png]]</div>
'''2. Click '''"Create" in the far top-right corner in the title bar. The "Create Reason" page opens with two numbered tabs.<br/> 3. '''Enter '''the reason code in the "Code" field on the "Details" tab''. ''<br/> 4.'' '''''Enter '''the reason heading in the "Heading" field.'' ''
<div class="image-green-border">'''[[File:8.0-Reasons-Create-page.png|480px|8.0-Reasons-Create-page.png]]'''</div> <div class="image-green-border"> </div>
4. '''Click '''"Next". The "Verify" page opens. Alternatively, you can click the number of the tab on the top in the numbered navigation bar to open the next page.<br/> 5. '''Verify '''the entered details and '''click '''"Create" to save the data or "Discard" to discard the data. The "Reason" is created.
<div class="image-green-border">''' [[File:8.0-Reasons-Create-page-Verify.png|480px|8.0-Reasons-Create-page-Verify.png]]'''</div>

== Editing a Reason ==

Users can edit the existing Reasons involved in rejecting a clause, template, attribute, and so on.

To edit a reason:<br/> 1. '''Click '''the "Configure" navigation menu on the top and '''click '''"Reasons" under it. The "Reasons" index page opens. <br/> 2. '''Click '''the "View Details" eye icon next for the "Reason"'' ''you want to open. For example, "Legal Approval Required". The "Reasons" Details page opens.
<div class="image-green-border">[[File:8.0-Reasons-Index-Eye.png|720px|8.0-Reasons-Index-Eye.png]]</div>
3.  '''Click "'''Edit" on the top right. The "Edit Reason"''page opens.''
<div class="image-green-border">[[File:8.0-Reasons-Edit-page-Highlighted.png|720px|8.0-Reasons-Edit-page-Highlighted.png]]</div>
5.  '''Modify '''the fields as required on the "Details" tab.<br/> 6.  '''Click "'''Next". The "Verify" tab opens.<br/> 7.  '''Verify '''the entered details and '''click '''"Update". The Reason is updated.
<div class="image-green-border">[[File:8.0-Reasons-Edit-page-Verify.png|420px|8.0-Reasons-Edit-page-Verify.png]]<br/>  </div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border"> </div>
 

 

'''Related Topics: '''[[Agreement_Management|Agreement Management]] | [[Managing_Organization|Managing Organization]] | [[Managing_Users|Managing Users]] | [[Managing_User_Groups|Managing User Groups]] | [[Managing_Security_Groups|Managing Security Groups]] | [[Application_Settings|Application Settings]] | [[Notification_Settings|Notification Settings]] | [[Currencies|Currencies]] | [[Search_Sync|Search Sync]] | [[Legacy_Upload|Legacy Upload]] 

Legacy Upload

2022-06-09T10:23:09Z

IDT-1:

= Legacy Upload  =

Organizations may have a large number of existing Agreements that are created outside of ICI platform. These are henceforth referred to as Legacy Agreements. Organizations may want to import these Agreements to ICI to leverage its vast capabilities and manage all Agreements within a single platform.

ICI legacy Migration tool helps in migrating these large volumes of legacy Contracts from the Customer system to ICI Application with accuracy and efficiency which helps in creating a central repository. This in turn helps in a shift from Paper base to digitalization.

The highlights of the ICI Legacy Migration Tool are:

*Uploading entities such as Agreements and their respective Teams, Notes, and Commitments in bulk.
*Uploading Associations, Masterdata, User Information, and Amendments in bulk.
*Bulk Clause and Template creation, with the power of Attribute/metadata tagging.
*Enhanced validations, including the ability to exclude the specified attributes from being validated.
*Ability to view logs and report success and failure statuses on legacy UI.
*Record level email notification trigger capability as per customer requirement.
*Reporting capabilities on the uploaded legacy records.
*Email Notifications for batch initiation and completion.
*Support of Peer Association & Linkage types, ensuring no manual work post legacy upload.
*Enabling legacy upload of Agreements with Status as Expired, Terminated.
*Support uploading of files from Subfolder from Task server and blob storage repository.
*Records can be uploaded bypassing the workflow state transitions to the desired state, thereby improving the upload speed.
*An administrator can select the date, time, priority, batch size, and memory impact so that a user can set the guardrails for prioritization of the queue. This benefits in improving the performance, having greater control over the system resources and setting up jobs in a predictable manner.
*Customer Support Engineers can detect the exact point of failure and take system-based or manual corrective action depending on the type of error and clear the queue if required.
*System Administrators can provision resources on-demand based on the priority and complexity of the batch. This will help efficient executions, increased resource utilization, reduced troubleshooting, and reduced complexity.
*System Administrators can update operations seamlessly without downtime and reduce the impact on end-users during the update process.

== Important Considerations  ==

*Only an Administrator can perform a Legacy Upload of the entities. 
*The absolute path where the Agreements and other entities documents are saved must be accessible by the task service of the ICI instance. This must be ensured while configuring the ICI instance. 
*The Data files created in Excel can only have a .xlsx extension. 
*For Agreements, only .pdf files are supported. For Associations, several file formats such as .pdf, .docx, .doc, .xlsx, .jpeg, .png and .zip are supported. 
*Contract types for the Agreements and other entities that you are trying to upload must be present in the Published state in ICI.
*To upload any Associations, ensure that the relevant contract type has been added in the Associations tab in the parent contract type.
*An attribute that will always have a unique value must be present in ICI so that the relevant value can be used as a Primary Key to map other entities with that Agreement. If such an attribute does not already exist, you must create it. The unique value attribute can be a backend attribute that may not be visible on the UI. However, the Agreement Code attribute, though unique, contains a system-generated value that is generated only after an Agreement has been created thus, cannot be used as a Primary Key for the contract type.
*When adding batches for uploading, it is advisable not to schedule too many batches at close intervals and configure schedules to line-up batches to be uploaded at different times to optimize the processing speed.
*Since this is only a provisioning tool, as such any sort of updates to uploaded records are not supported.

== Uploading Entities Using Legacy Upload ==

You can use the utility to upload the following entities: 

*Agreements with Team, Notes, and Commitment
*Amendments with Team, Notes, and Commitment
*Associated Documents (with or without workflow)
*Masterdata (with or without workflow)
*User Information (with or without Extended Attributes)
*Clauses (with or without Extended Attributes)
*Templates (with or without Extended Attributes)

The Legacy Upload tool follows a simple workflow to upload the aforementioned entities.

The workflow for the Legacy Upload process at a glance:
<div class="image-green-border">[[File:7.16 Legacy 1.png|720px|7.16 Legacy 1.png]]</div>
 

=== Creating a Contract Type Entity for Legacy Upload ===

To upload legacy records in ICI, there must be a relevant contract type configured in the ICI as per the specific entity type needed for legacy records.

If the contract type does not exist in ICI, you must create the contract type for the entity of legacy records. You must configure the details of legacy records as the attributes in the ICI contract type.

'''Configuring Contract Type with or without Approval Workflow'''

You can upload entities such as Associations, Masterdata with or without Approval Workflow using Legacy Upload.
<div class="note-box">'''Note:''' "Agreement" Contract Types have Approval Workflow mandatory.</div>
You can automatically attach the Approval workflow to an entity while processing the Legacy Upload batch. All you have to do is enable the approval workflow in the contract type by setting the Enable Approval Workflow attribute value to Yes.

For entities that have the Enable Approval Workflow attribute value set to No in their contract type, the approval workflow will not follow automatically. You can enable the workflow manually, whenever needed, by clicking the Resume WF under the three dots.

When an Entity that has been uploaded without workflow is viewed in ICI, it will not have any buttons visible on the UI.

To create a contract type:

1. '''Click '''the "Configure"''''' '''''> '' ''"Contract Types" navigation menu on the top of the page. The "Contract Types" index page opens.
<div class="image-green-border">[[File:8.0-Legacy Upload-CT-Menu.PNG|220px|8.0-Legacy Upload-CT-Menu.PNG]]</div> <div class="image-green-border"> </div>
2. '''Click''' "Create" on the far right in the title bar. The "Create Contract Type" page opens.
<div class="image-green-border">[[File:8.0-Legacy Upload-CT-Index.PNG|720px|8.0-Legacy Upload-CT-Index.PNG]]</div> <div class="image-green-border"> </div>
'''3. Click''' the Contract Type of the entity for which you want to upload legacy records. For example,  "Associated Documents" Contract Type.
<div class="image-green-border">[[File:8.0-Legacy Upload-CT-Create1.PNG|600px|8.0-Legacy Upload-CT-Create1.PNG]]</div> <div class="image-green-border"> </div>
'''4. Enter''' the "Contract Type Name" and other required details in the "Details" tab. '''Toggle''' the "Enable Approval Workflow" to "Yes" if you want to enable the workflow for approval for this contract type with the creation.
<div class="image-green-border">[[File:8.0-Legacy Upload-CT-Create-Details.PNG|520px|8.0-Legacy Upload-CT-Create-Details.PNG]]</div>
'''5. Click''' "Next". The "Attributes" tab opens.

'''6. Select''' and add the Attributes which are required for the legacy records you are uploading, to map them to the ICI Contract Type.

'''7. Click''' "Next" and enter the details on the Associations, Display Preference, and Team tabs to complete the contract type creation following the standard ICI workflow.

Refer to the "Creating Contract Type" for further details on how to configure contract types.
<div class="note-box">'''Note:''' You do not need to create a contract type for amendments as the required contract type is already available when the parent agreement records were created.</div>
 

'''Configuring Contract Type with Mandatory Associations'''

There may be cases where any associated documents are required before an Agreement can move to the Executed, Expired or Terminated state. In that case, you can defer the workflow for the Agreement while uploading, then upload the required Association with workflow attached, and then enable the workflow for the Agreement when needed.<br/> Whether an Association is mandatory or not can be seen in ICI in the following 2 ways:<br/> 1. If the "Is Mandatory" flag is set to Yes while adding an Association for a particular Agreement Contract Type, an Association is mandatory. 
<div class="image-green-border">[[File:8.0-Legacy Upload-2-CreateCT-Associations.PNG|620px|8.0-Legacy Upload-2-CreateCT-Associations.PNG]]</div>
2. If Prerequisite or Post requisite is selected in the Constraints drop-down list while creating an Associated Document Contract Type, an Association is mandatory.
<div class="image-green-border">[[File:8.0-Legacy Upload-3-CreateCT-Associations.PNG|620px|8.0-Legacy Upload-3-CreateCT-Associations.PNG]]</div>
== Creating a Batch for an Entity ==

Once the relevant contract type is present in the ICI, you can create a new batch to upload the legacy records in the ICI from the Legacy Upload page.

=== Creating a Batch for Agreements ===

1. '''Click''' the "Admin"'' ''main navigation menu on the top of the page.  The sub-menu tiles dropdown opens.

2. '''Click '''"Admin Task". The "Admin Task" page opens.
<div class="image-green-border">[[File:8.0-Legacy Upload-1-Admin-CreateLU.PNG|280px|8.0-Legacy Upload-1-Admin-CreateLU.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">3. '''Click''' the "Legacy Upload" option. The "Legacy Upload" page opens.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-Legacy Upload-2-Admin-CreateLU.PNG|420px|8.0-Legacy Upload-2-Admin-CreateLU.PNG]]</div>
4. '''Click''' "Create Batch" on the far right in the title bar. The "Create Batch" page’s "Details" tab opens.
<div class="image-green-border">[[File:8.0-Legacy Upload-1-Index.PNG|720px|8.0-Legacy Upload-1-Index.PNG]]</div> <div class="image-green-border"> </div>
5. '''Identify''' the entity for legacy records and select the "Legacy Upload Action" accordingly from the dropdown. For example, select "Create Agreement"'' ''when you are creating a batch of agreements.
<div class="image-green-border">[[File:8.0-Legacy Upload-1-CreateBatch-LU.PNG|520px|8.0-Legacy Upload-1-CreateBatch-LU.PNG]]</div>
6'''. Select''' the "Contract Type Name". The dropdown will show all agreement contract types configured in ICI. For example, ICMMSA

7. '''Click''' "Next". The "Attributes" tab opens. The "Available Attribute" section shows all attributes from the selected agreement contract type in the left column. The mandatory attributes like "Name" are already populated in the "Selected Attribute" list

8. '''Select''' the attributes for which you want to upload the legacy data in the current batch from the "Available Attribute" section and add to the "Selected Attribute" section using the action arrows. For example, select attributes Name, Contract Description, and Effective Date.
<div class="note-box">'''Note:''' Mandatory and Dependent attributes will be automatically included in the generated workbook.</div>
9'''. Click''' "Generate Workbook". The workbook template is generated in the Microsoft Excel format and downloaded at the pre-set download location on your system.
<div class="image-green-border">[[File:8.0-Legacy Upload-2-CreateBatch-Attributes.PNG|520px|8.0-Legacy Upload-2-CreateBatch-Attributes.PNG]]</div>
=== Creating a Batch for Amendments ===

The agreement contract type for uploading Amendments is already available in the ICI when the parent agreements were created or unloaded. You can create a set of agreements that you want to upload amendments to, using the Saved Search capability.

To create an amendment batch:

#'''Navigate '''to the "Create Batch" page as explained in the above section.
#'''Select''' the "Legacy Upload Action" from the dropdown. For example, "Create Amendment". The fields to select Saved Search and Contract Type name are displayed.
#'''Select''' a "Saved Search". For example, "All Executed Agreements".

You must create a saved search beforehand to group the agreement records to which you want to add the amendments through Legacy Upload. For example, here, configure the Saved Search for all Executed Agreements. The system would ignore all statuses other than Executed.

Refer to Saved Searches for more details on creating a saved search.
<ol start="4">
<li>'''Select''' the "Contract Type Name". The dropdown will show all agreement contract types from the selected Saved Search. For example, select "ICMMSA".</li>
<li>'''Click''' "Next" and complete the batch creation for Amendments following the same process as for the creation of the agreement batch.</li>
</ol>

=== Creating a Batch for Associations ===

Before you proceed to upload Associations using the Legacy Upload, ensure that the parent Agreements are already uploaded. Also, ensure that the Associated Document Contract Type has been added in the Associations tab in the parent Agreement Contract Type.

You can upload Associations with or without Approval Workflow using Legacy Upload in the ICI.

Associations can be mapped with their parent agreements using a Saved Search capability. A set of agreements can be created for which you want to upload peer associations by configuring a Saved Search beforehand. The auto-generated workbook will contain the details of the agreement from the selected saved search as the parent agreements. These details would help users to find the records in the ICI and map them with the Association agreement code in the workbook.

To create an Association batch:

#Navigate to the "Create Batch" page as explained in the "Creating a Batch for Agreement" section above.
#'''Select''' the "Legacy Upload Action" from the dropdown. For example, "Create Association". The fields to select a Saved Search and parent Contract Type are displayed.
#'''Select''' a "Saved Search" to pick a set of parent agreements.  
#'''Select''' the "Contract Type Name" for which you want to upload the legacy associations. This dropdown field displays the contract types from the selected Saved Search. For example, select "ICMAutomationBasicAgreement".

The "Association" field is displayed to select the associated document contract type for the legacy associations you are uploading in this batch.

This dropdown field displays all Associated Document Contract Types configured under the "Association" tab for the Contract Type that you have selected in the "Contract Type Name" field.
<ol start="5">
<li>'''Select''' the "Association" contract type. For example, "ICMAssociationCT1"''.''</li>
<li>'''Click''' "Next" and complete the batch creation for Association following the same process as for the creation of the agreement batch.</li>
</ol>

The auto-generated workbook will contain the pre-filled details for the selected agreement contract type from the selected saved search as parent agreements.
<div class="image-green-border">[[File:8.0-Legacy Upload-2-CreateBatch-Associations.PNG|520px|8.0-Legacy Upload-2-CreateBatch-Associations.PNG]]</div>
==== Creating a Batch for Peer Associations ====

You can upload associated documents as peer associations to agreements using Legacy Upload.

#'''Follow''' the same process explained in the section "Creating a Batch for Associations" till the "Association" field.
#'''Select''' the "Association". For example, ICMAutomationSupplierMaster.

When you select the peer Associated Document Contract Type in the "Association" field, the "Association" field will reflect this relationship for the selected parent Contract Type and Associated Document Contract Type combination.
<div class="note-box" style="margin-left: 40px;">'''Note: '''When the Self-Linkage is enabled for the selected parent contract type, you can select the same contract type to link as peer association in the Association field.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-Legacy Upload-2-CreateBatch-Peer-Associations.PNG|520px|8.0-Legacy Upload-2-CreateBatch-Peer-Associations.PNG]]</div> <ol start="3">
<li>'''Click''' "Generate Workbook". The workbook is auto-generated with the pre-filled details of parent records for the selected contract type from the selected saved search in the “Parent Agreement Name | Agreement Code | SysId” format.</li>
</ol>

The workbook for peer associations also contains the Linkage Type column with the values Parent, Child, and Peer. When there is the Linkage Type Masterdata configured in the ICI, the Linkage Type column will reflect the values from that masterdata.    

==== Creating a Batch for Peer Associations with Create Wizard Flow. ====

You can create associated documents as peer associations to agreements using Legacy Upload.

#'''Follow''' the same process explained in the section above for creating a batch for Associations till the "Association" field.
#'''Select''' the "Association" contract type. For example, ICMMasterServicesAgreement.

When you select the peer Associated Document Contract Type in the Association field, the Association field will reflect this relationship for the selected parent Contract Type and Associated Document Contract Type combination.
<div class="note-box" style="margin-left: 40px;">'''Note: '''When the Self-Linkage is enabled for the selected parent contract type, you can select the same contract type to link as peer association in the Association field.</div> <ol start="3">
<li>'''Click''' "Generate Workbook". The workbook is auto-generated with the pre-filled details of parent records for the selected contract type from the selected saved search in the “Parent Agreement Name | Agreement Code | SysId” format, along with the Peer Association attributes as system would create Peer association like agreement creation and it would get linked to the Parent Agreement.</li>
</ol>

The workbook for peer associations also contains the Linkage Type column with the values as Parent, Child, and Peer. When there is the Linkage Type Masterdata configured in the ICI, the Linkage Type column will reflect the values from that masterdata.

=== Creating a batch for Masterdata ===

You can upload Masterdata with or without Approval Workflow using Legacy Upload.

To create a batch for masterdata:

#Navigate to the "Create Batch" page as explained in the above section "Creating a Batch for Agreement".
#'''Select''' the "Legacy Upload Action" from the dropdown. For example, "Create Masterdata". The fields to select Saved Search and Contract Type name are displayed.
#'''Select''' the masterdata in the "Contract Type Name" field. The dropdown will show all masterdata contract types configured in ICI. For example, select "ICMRegionMasterdata".
#'''Click''' "Next" and complete the batch creation for Masterdata following the same process as for the creation of the agreement batch.
<div class="image-green-border">[[File:8.0-Legacy Upload-2-CreateBatch-MasterData.PNG|520px|8.0-Legacy Upload-2-CreateBatch-MasterData.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border"> </div>
=== Creating a batch for User information ===

You can provision the users in ICI using the Legacy Upload utility. User information is uploaded independently as it is not related to any other entities.

To create a User Provisioning batch:

1. '''Navigate '''to the "Create Batch" page as explained in above "Creating a batch for Agreements" section

2. '''Select''' the "Legacy Upload Action" from the dropdown. For example, "User Provisioning".

When the "Extended User Entity" masterdata is configured in the system, the "Next" button is displayed to select the attributes from the extended masterdata, else the "Generate Workbook" button is displayed.
<div class="image-green-border">[[File:8.0-Legacy Upload-2-CreateBatch-UserProvising.PNG|520px|8.0-Legacy Upload-2-CreateBatch-UserProvising.PNG]]</div>
3'''. Click''' "Next". The "Attributes" tab opens.

The "Available Attribute" section displays all attributes from the "Extended User Entity" masterdata contract type.

4. '''Select''' the attributes for which you want to upload the legacy data in the current batch from the "Available Attribute" section and add them to the "Selected Attribute" section using the action arrows.

5. '''Click''' "Generate Workbook". The workbook template is generated in the Microsoft  Excel format and downloaded at the pre-set download location on your system.

=== Creating a batch for Clauses ===

You can import bulk clauses into ICI with the help of Legacy Upload Tool. User can migrate their existing clause repository from their previous system with lot of easy, along with it the tool also supports attributes tagging capability. An XML specification document is also released which can be used for creating tags in the input document files of Clauses.

To create Clauses batch:

#'''Navigate '''to the "Create Batch" page as explained in the "Creating a Batch for Agreements" section above.
#'''Select''' the "Legacy Upload Action" from the dropdown. For example,"Clauses"''.''

When the "Extended Clause Entity" masterdata is configured in the system, the "Next" button is displayed to select the Clause Additional Attributes from the extended masterdata, else the "Generate Workbook" button is displayed.
<ol start="3">
<li>'''Click''' "Next". The "Attributes" tab opens. The "Available Attribute" section displays all attributes from the "Extended Clause Entity".</li>
<li>'''Select''' the attributes for which you want to upload the legacy data in the current batch from the "Available Attribute" section and add to the "Selected Attribute" section using the action arrows.</li>
<li>'''Click''' "Generate Workbook". The workbook template is generated in the Microsoft Excel format and downloaded at the pre-set download location on your system.</li>
</ol>

=== Creating a batch for Template ===

You can import bulk Templates into ICI with the help of Legacy Upload Tool. User upload relevant templates with capability of Attribute tagging in it. This helps in reducing the implementation duration and achieve faster efficiency. Along with the tool, an XML specification document is also released which can be used for creating tags in the input document files of templates.

To create Templates batch:

Follow the same steps as above with selecting "Template" in the "Legacy Upload Action".

== Accessing Legacy Upload Page ==

The Legacy Upload page displays the details of uploaded batches in a table format. The batch details include Actions, Status, Error details, Batch Passed count, Failed count and so on. User can filter and search legacy upload batch with column filter capability.

You can view the status of the batch by clicking the Refresh button in the top right hand corner to refresh the status of the batch. If you encounter any error while processing the batch, it is highlighted in red color and displayed under the Failed Count column. After the batch is uploaded, click the batch Name to view the history of the processes performed on a particular batch.

To access the Legacy Upload page:

Follow the steps explained in "Creating a Batch Agreement" above.
<div class="image-green-border">The "Legacy Upload" page opens.</div>
The page displays the complete statistics for all created and uploaded batches. The page also displays the options to "Create Batch" and "Upload Batch".
<div class="image-green-border">[[File:8.0-Legacy Upload-1-Index.PNG|720px|8.0-Legacy Upload-1-Index.PNG]]</div>
Some of the columns on the Legacy Upload page are explained below:

[[File:7.16 Legacy Table 1.JPG|720px|7.16 Legacy Table 1.JPG]]

== Preparing the workbook with legacy records data ==

Once the workbook is generated through the Create Batch process, you need to fill the legacy records data in the respective worksheets to prepare the workbook for uploading the batch.

=== Accessing the Workbook ===

#'''Click''' the arrow beside the file in the Download bar to display available actions.
#'''Click''' "Open". The pre-configured workbook for the selected contract type opens.
<div class="image-green-border">[[File:8.0-Legacy Upload-2-WorkBook1.PNG|420px|8.0-Legacy Upload-2-WorkBook1.PNG]]</div>
Alternatively, you can browse and open the downloaded Workbook from the pre-set download location on your system.
<ol start="3">
<li>'''Click''' "Enable Editing" to allow entering of data in the workbook.</li>
</ol>
<div class="image-green-border">[[File:7.16 Legacy 22.png|720px|7.16 Legacy 22.png]]</div> <ol start="4">
<li>'''Enter''' the legacy data in the appropriate worksheets.</li>
<li>'''Save''' and close the workbook.</li>
</ol>

=== Specifications of a workbook ===

*The Workbook is generated based on the selected contract type.
*The name of the workbook is constructed as the ICI name of the selected Contract Type Name amended with the date timestamp.
*The mapping sheet is configured automatically and is part of the workbook.
*The metadata of the workbook is also auto populated in the Information sheet to avoid any manual efforts.
*The column order in workbook sheet is maintained same as the sequence of attributes on the UI to maintain the consistency.
*Mandatory fields are highlighted in red.
*The lookup fields are provided that display the values from reference entities to avoid wrong data entry errors.
*All related worksheets for an entity, such as Team members, Notes, and Commitments, are available in a single workbook.
*The attributes necessary for processing are provided as lookup attributes to avoid errors due to manually entering values.
<div class="image-green-border">[[File:7.16 Legacy 23.png|720px|7.16 Legacy 23.png]]</div>
*The peer association worksheet also contains the Linkage Type column with the values as Parent, Child and Peer. When there is the Linkage Type Masterdata configured in the ICI, the Linkage Type column will reflect the values from that masterdata.
<div class="image-green-border">[[File:7.16 Legacy 24.png|720px|7.16 Legacy 24.png]]</div>
=== Preparing the Mapping Sheet ===

The mapping sheet is a part of the generated workbook. You need to provide below mentioned details required to process the Legacy Upload batch.

[[File:7.16 Legacy Table 2.JPG|720px|7.16 Legacy Table 2.JPG]]

Apart from these Batch processing details, you also need to provide the entity details.
<div class="note-box">'''Note: '''Ensure that you enter attribute’s ICI name, spelled exactly as they are present in ICI, in the Mapping sheet and do not mention attribute’s display name. The ICI names are case-sensitive.</div>
[[File:7.16 Legacy Table 3.JPG|720px|7.16 Legacy Table 3.JPG]]

The snapshot of the sample mapping sheet for Agreement is:
<div class="image-green-border">[[File:7.16 Legacy 25.png|720px|7.16 Legacy 25.png]]</div>
=== Preparing the datasheet for ICI entities ===

The datasheet in the auto-generated workbook contains details specific to the entity and contract type. Also, the data-sheet is named after the selected entity contract type. For example, the datasheet for the Masterdata- ICIStateMaster, is named as same as the contract type name which is ICIStateMaster.
<div class="note-box">'''Note:''' The datasheet reflects the attributes as they are present on the UI for creating the respective entity.</div>
==== Preparing the datasheet for Agreement, Amendment, Associated Documents and Masterdata ====

The datasheet for Entities- Agreement, Amendment, Associated Documents, and Masterdata, contains the attributes you selected from the contract type when creating the batch. These attributes will appear in the datasheet in the order of their selection.

The datasheet for these entities also contains the necessary backend attributes required for the processing which may or may not be visible on the UI such as Business Status, Org Unit, Type Of Paper, and File Name. The Type Of Paper attribute has the default value as Third Party. The datasheet for Amendment has additional attributes Is Amendment and Use Amendment Template.

The contract type datasheet for Amendment and Peer Association contains prefilled details for the parent agreements of the selected contract type from the selected saved search. The details comprise pipe-delimited values of Parent Agreement Name, Agreement Code and Sysid within a single column, which would help the system easily find parent records in the ICI.  

The snapshot of the sample auto-generated data sheet for Amendment is:
<div class="image-green-border">[[File:7.16 Legacy 26.png|720px|7.16 Legacy 26.png]]</div>
You can add the legacy records details in the respective columns to prepare the datasheet.
<div class="image-green-border">[[File:7.16 Legacy 27.png|720px|7.16 Legacy 27.png]]</div>
===== Linkage type support for peer associations =====

The datasheet for uploading peer associations also contains the Linkage Type column with the values Parent'', ''Child, and Peer. When there is the Linkage Type Masterdata configured in the ICI, the Linkage Type column will reflect the values from that masterdata.

After the successful batch upload for peer associations, the appropriate linkage-type relationship is automatically established for the legacy records based on their contract types.

*For the self-linkage type, the associations will be linked as peers to the agreements of the same contract type. For example, the SOW agreement instance will be linked to another instance of SOW with linkage type as a peer.
*For the two-way linkage-type, the base agreement and association will be linked as parent and child respectively. For example, when the user selects the linkage type as Child while uploading SOW legacy record, the linked MSA record will be automatically updated as a parent based on the two-way linkage-type configuration.
<div class="image-green-border">[[File:7.16 Legacy 24.png|720px|7.16 Legacy 24.png]]</div>
'''Adding Team members, Notes, and Commitments'''

You can also add Team members'', ''Notes'','' and Commitments if applicable to the legacy record using the same workbook by adding the details in the respective sheets at the same time when uploading the legacy records.

The worksheets for adding the details for Team members'', ''Notes, and Commitments are part of the workbook.

The snapshot of the auto-generated Team Members worksheet is:
<div class="image-green-border">[[File:7.16 Legacy 28.png|720px|7.16 Legacy 28.png]]</div>
The snapshot of the auto generated Notes worksheet is:
<div class="image-green-border">[[File:7.16 Legacy 29.png|720px|7.16 Legacy 29.png]]</div>
The snapshot of the auto generated Commitments worksheet is:
<div class="image-green-border">[[File:7.16 Legacy 30.png|720px|7.16 Legacy 30.png]]</div>
 
<div class="note-box">'''Note:''' Uploading the team, notes or commitments must be done at the first time when uploading the Agreements. Updating these entities later after Agreements are uploaded is not supported.</div>
==== Preparing the datasheet for User Provisioning, Clauses, and Templates ====

The datasheet for entities User Provisioning, Clauses, and Templates reflects all attributes from the selected entity contract type in the same display sequence as they appear on the UI for that entity.

In addition to contact type attributes, the datasheet for these entities also contains the user-selected attributes from the respective extended entity masterdata at the time of batch creation.

Here is the snapshot of the auto-generated User Information worksheet with the sample legacy record details that is ready for upload:
<div class="image-green-border">[[File:7.16 Legacy 31.png|720px|7.16 Legacy 31.png]]</div>
Here is the snapshot of the auto-generated Clauses worksheet with the sample legacy record details that are ready for upload:
<div class="image-green-border">[[File:7.16 Legacy 32.png|720px|7.16 Legacy 32.png]]</div>
Here is the snapshot of the auto-generated Templates worksheet with the sample legacy record details that are ready for upload:
<div class="image-green-border">[[File:7.16 Legacy 33.png|720px|7.16 Legacy 33.png]]</div>
===== Observations and assumptions for clauses batch =====

The following observations and assumptions need to be taken into consideration while bulk uploading clauses using the Legacy Upload tool:

*A Primary Clause and a Linked Primary Clause should not be a part of the same batch. The Primary Clause must be created first and then it should be used as a Linked Primary Clause.
*A clause with Is Alternate Clause value marked as TRUE and the clause that it is the Alternate of should not be part of the same batch.
*A clause with Is Dependent Clause value marked as TRUE and the clause which it Depends On should not be part of the same batch. 
*Tags must be on the same line in the template document. Tagging will not function if the tags are on separate lines. For example, if the closing tag is on the next line, tagging does not work.
*There should be no non-breaking spaces (ASCII value xA0) within XML tags. Ensure to replace them with regular spaces in XML tags. Using deactivated clause groups is allowed.
*Template Variables cannot be tagged in a clause. If tagged, the template variable will be treated as plain text and no exceptions are triggered.
*The user importing templates and clauses must have permissions on the respective tiles, otherwise, they will not be able to view them in Icertis Experience for Word.
*Only the creation of a clause is supported. Bulk edits and updating edited clause text in templates where the clause is referred are currently not supported.

===== Observations and Assumptions for templates batch =====

The following observations and assumptions need to be taken into consideration while uploading templates using the Legacy Upload tool:

*If tagging fails for a part of the batch, only the Passed count gets updated while the Failed count is not updated. However, the failure count can be inferred.
*The entire XML should be on the same line. Tagging will not function if the tags are split into separate lines.
*There should be no non-breaking spaces (ASCII value is xA0) within XML tags. Ensure to replace them with regular spaces in XML tags. 
*Primary and alternate templates cannot be a part of the same batch.
*Threading causes some issues. Further, if there has been an error in tagging, it is not possible to rollback or delete instances created using batch upload.
*Ensure each template is given a unique name. If two templates are uploaded with the same name, then one of the entries fails. However, the Error file does not show any corresponding error message.

===== Mandatory tags for clause document =====

The mandatory attribute tags are available in the XML format for tagging inside clauses and templates.

The below table provides the details for XML tags:

[[File:7.16 Legacy Table 4.JPG|720px|7.16 Legacy Table 4.JPG]]

 

[[File:7.16 Legacy Table 5.png|720px|7.16 Legacy Table 5.png]]

To further understand tag properties, refer to the below table:

[[File:7.16 Legacy Table 6.JPG|720px|7.16 Legacy Table 6.JPG]]

== Uploading the batch ==

1. '''Click''' "Upload Batch" on the "Legacy Upload" page. The "Upload Batch" drawer opens.
<div class="image-green-border">[[File:8.0-Legacy Upload-1-Index-Upload Batch.PNG|720px|8.0-Legacy Upload-1-Index-Upload Batch.PNG]]</div>
2. The "Upload Batch" drawer opens, where you can enter relevant details in the fields.
<div class="image-green-border">[[File:Upload Batch.png|550px|Upload Batch.png]]</div>
Details of the fields are given below:
<div class="image-green-border">[[File:LegacyUpload Fields.png|700px|LegacyUpload Fields.png]]</div> <div class="note-box">'''Note:''' For the '''"File Path"''' field, the system validates the data upon file selection. The errors found, if any, will be highlighted so that the user can make corrections. You can only upload Excel files, the Create button will be enabled only when you upload the correct file format.<br/> Do not select the check box for Defer Workflow while creating the batch for an entity with enabled approval workflow.</div>
3. '''Click "'''Create". The batch will be added to the queue for processing and the status will move to Schedule on the successful validation of the file.

If there are any errors encountered during validation, the batch will be created in the Draft state.
<div class="note-box">'''Note:''' <br/> The data will be picked up for processing when the task service runs on the backend every day. When the task is triggered, the status updates to Processing.<br/> The Task can be configured as per customer requirements from the ICM Tools. The data records in a batch are processed and uploaded based on the State they are in.</div>
 

=== Uploading Agreements with mandatory Associations ===

#In the case of mandatory associations for agreements, you can first upload the agreements batch with the deferred workflow by selecting the checkbox for "Defer Workflow" on the "Upload Batch" drawer. After the successful processing of the agreements batch, the "Status" of the batch will move to "Completed", "WFDeferred", indicating that the agreement will not follow the workflow automatically.
#Once the Agreements are successfully uploaded in the ICI with the deferred workflow, upload the mandatory Associations following the steps:
<ol style="list-style-type:upper-roman;">
<li>i. '''Search''' or '''create '''the contract type for Associations you want to upload. ii. '''Create''' a Batch for Associations as explained in the same section above. iii. '''Prepare''' the workbook by entering the legacy records data. iv. '''Upload''' the batch with the attached Workflow.</li>
</ol>
<ol start="3">
<li>Once the mandatory associations are successfully uploaded in the ICI, you can click on the "Resume WF" available under the three dots (...) in the last sticky column in the right for the batch which is in "Completed"'','' "WF Deferred" status.</li>
</ol>
<div class="image-green-border">[[File:8.0-Legacy Upload-1-index-ResumeWF.PNG|720px|8.0-Legacy Upload-1-index-ResumeWF.PNG]]</div>
After the successful processing, the agreements batch status moves to "Workflow Processed" with the attached workflow.
<div class="image-green-border">Uploading Peer association with the create Wizard flow along with Linkage Type.</div>
*In the case of Peer associations with create wizard flow, you can first upload the association batch with all the details input in the workbook on the Upload Batch window. System would process the Association by creating the instance on the ICI Application, the status of the batch would show as "Workflow Processed".
*Once the Peer Association are successfully uploaded in the ICI the system would automatically process with linking with its Parent agreement with linkage type defined in the workbook. Once the batch is processed the status of the batch would show as "Completed".

=== Uploading clauses and template batch ===

To upload the batch for clauses and templates, follow the same process as for uploading batch for other entities.

The ICI will auto initiate the tagging of attributes in clauses and templates upon the batch creation to avoid manual efforts.

=== Status changes for the processed batch ===

The entities which support uploading with or without attached approval workflow, are processed based on their approval workflow configuration by following the deferred workflow steps. The status of the batch processing for such entities goes from Completed, WF Differed to Workflow processed.

For entities that do not need approval workflow, the batch status will move to "Completed" on successful processing.

 

== Viewing the batch Activity Log ==

To access the processing logs for a specific batch:

#'''Click''' the batch name on the "Legacy Upload" page to view the activity log of a particular batch. The activity log shows the operations performed while processing the batch and also displays the errors if any in Red color.
#'''Click''' on the error message highlighted in Red to expand and view the details of the encountered error by clicking "View Details". A "Download" button will appear along with the details.
<div class="image-green-border">[[File:8.0-Legacy Upload-Activity-Log.PNG|720px|8.0-Legacy Upload-Activity-Log.PNG]]</div> <ol start="3">
<li>'''Click''' "Download" to download all the details of the specific record with the errors or warnings.</li>
</ol>
<div class="image-green-border">[[File:7.16 Legacy 40.png|720px|7.16 Legacy 40.png]]</div>
 

== Checking Integration Files ==

You can check the errors and warnings encountered during processing for failed records for the processed batch after the batch or workflow processing is complete.

To download integration files:

#'''Click''' the "Download Integration Files" option under the three dots (...) in the last column corresponding to the processed Batch that you want to review, on the "Legacy Upload" page. 
<div class="image-green-border">[[File:8.0-Legacy Upload-1-index-download.PNG|720px|8.0-Legacy Upload-1-index-download.PNG]]</div>
The "Download Integration Files" drawer opens offering below file options to download:

*"Download Status File" and "Download Error File" buttons at the bottom for batches in the "Completed" status
*"Download WorkFLow Status File" and "Download WorkFlow Error File" for batches in the "Workflow Processed" status
<ol start="2">
<li>'''Select''' "Download WorkFlow Error File". The error file is downloaded in the Excel format. The file contains the details about Errors and Warnings encountered while processing for the failed records along with the details of each failed record in each of the data worksheet in the uploaded workbook.</li>
</ol>
<div class="image-green-border">[[File:7.16 Legacy 43.png|720px|7.16 Legacy 43.png]]</div> <ol start="3">
<li>'''Select '''"Download WorkFlow Status File" to view the workflow processing status for all records in the batch file. The Excel file is downloaded on the pre-set download location on your system.</li>
</ol>
<div class="image-green-border">[[File:7.16 Legacy 44.png|720px|7.16 Legacy 44.png]]</div>
== Re-uploading of a batch ==

You can correct the errors in the data file and re-upload the batch of a specific batch that is in the draft state from the "Legacy Upload" page itself.

 To upload the batch in draft for processing

#'''Open''' the downloaded Integration file. It contains details on Integration Status, Validation Status, Errors, Warnings, Contract Type Name, Name (of the uploaded file), and so on.
#'''Check''' the message in the Errors column and correct that record accordingly in the batch workbook that you uploaded before, by referring to the entity code provided in the integration file.
#'''Click''' the "Upload Integration Files" under the three dots Actions column in the right for the batch in the "Draft" state for which you want to upload the workbook. The "Upload Integration File" drawer opens.
<div class="image-green-border">[[File:8.0-Legacy Upload-1-Index-3Upload-Integration.PNG|720px|8.0-Legacy Upload-1-Index-3Upload-Integration.PNG]]</div>
The Batch Name, Contract Type Name, and Defer Workflow will be pre-selected with respect to the batch you are uploading.
<ol start="4">
<li>'''Click''' "Select File" to browse and select the revised workbook from its location on your system.</li>
<li>'''Click''' "Upload". The batch will be added to the queue for processing.</li>
</ol>
<div class="image-green-border">[[File:8.0-Legacy Upload-4-Index-Upload-Integration.PNG|720px|8.0-Legacy Upload-4-Index-Upload-Integration.PNG]]</div>
 
<div class="note-box">'''Note: '''The data will be picked up for processing when the task service runs on the backend every day. When the task is triggered, the status updates to "Processing". After the processing is complete, the status changes to "Completed". The Task can be configured as per customer requirements from the ICM Tools.</div>
 

== Accessing Integrated batches report ==

You can view the consolidated status report for all the batches run for the current date. To access the report, click "Download Report" on the "Legacy Upload" page on the far right in the title bar on top beside Create and Upload Batch buttons.
<div class="image-green-border">[[File:8.0-Legacy Upload-2-Index.PNG|720px|8.0-Legacy Upload-2-Index.PNG]]</div>
The consolidated report will be downloaded on the pre-set default download location on your system.

The report contains the following details for the batches run on the particular date:
<div class="image-green-border">[[File:7.16 Legacy 48.png|720px|7.16 Legacy 48.png]]</div>
 

 

== Accessing Notifications ==

The user will get the notification on the batch initiation and completion informing the processing status of records by the Legacy Upload tool as success or failure. The notification template for the Legacy Upload Notification can be configured as per the requirements.

To access Legacy Upload Notification:

#'''Click''' Notifications bell icon on the top right of the page. The "Notifications Dashboard" opens.
#'''Select''' "Legacy Upload Notification Category". The respective notifications under the events for "Legacy Upload Batch Initiation" and "Legacy Upload Batch Completion" are displayed.
#'''Select''' the notification to view. The notification details are displayed in the right pane.

Refer "Notifications Dashboard" page for more information.

== Accessing the uploaded entities in the ICI ==

After you upload the legacy records into the ICI, you can view and access the records on the entity’s respective pages and tabs.

*You can view uploaded legacy Agreements from the "Agreements" index page. Click the "Agreements"'' ''main navigation menu on top'' ''to open the "Agreement" index page.
*Click the "View Details" eye icon beside the agreement to open its Details page. If you have added any Notes'', ''Team'', ''or Commitments, they will be displayed under the respective tabs in the left navigation pane.
*After the Amendments are successfully uploaded, you can view them under the "Amendments" tab in the previously uploaded parent Agreement on the left pane of the Agreement Details page.
*After the Associations are successfully uploaded, you can view them under the "Associations" tab in the previously uploaded Agreement. You can also access Associations from the "Associations" main navigation menu on top.

When an Association uploaded without workflow is viewed in ICI, it will not have any buttons visible on the UI.

*You can view uploaded legacy masterdata records on the Masterdata index page. '''Click''' "Configure" > "Masterdata" on the main navigation menu on top to open the Masterdata index page.
*You can view the user information under the "Users" sub-menu under the "Admin" on top.
*You can view uploaded legacy Templates on the "Templates" index page. Click the "Templates"  main navigation menu on top to open the "Templates" index page.
*You can view uploaded legacy Clauses on the Clauses index page. Click the "Clauses"'' ''main navigation menu on top. to open the "Clauses" index page.

'''Related Topics: '''[[Agreement_Management|Agreement Management]] | [[Managing_Organization|Managing Organization]] | [[Managing_Users|Managing Users]] | [[Managing_User_Groups|Managing User Groups]] | [[Managing_Security_Groups|Managing Security Groups]] | [[Application_Settings|Application Settings]] | [[Notification_Settings|Notification Settings]] | [[Currencies|Currencies]] | [[Reasons|Reasons]] | [[Search_Sync|Search Sync]] |

Admin Task

2022-06-09T10:22:32Z

IDT-1:

= Admin Task =

== Search Sync ==

The Search Sync tool gets data from Icertis Search for a given instance’s "Sys Id" and synchronizes it, if required. Using the fetched ES value, the tool validates if the Sys Id is the latest for the respective instance or if a sync is required. The Administrator can access this option from the "Admin Task" on the "Admin" tile.

If the key exists, the latest value from ES will be displayed. If the key does not exist, the system displays an error message indicating that the value could not be fetched for the provided Sys Id. The Sys Id can be provided as input CSV file or as comma separated. Either comma separated Sys Ids can be entered or a CSV file can be uploaded.

This helps to make the entity search more streamlined and efficient. Users can quickly refer to related agreements at the time of deals or audits.
<div class="note-box">'''Note''': Data can be fetched from only one instance at a time. A dedicated key must exist for ES sync to work with "Sys ID".</div>
You can search the documents that an Agreement is linked to.

To use the Search Sync Tool:

1. '''Click''' Admin tile on the Home page and then '''click''' "Admin Task".
<div class="image-green-border">[[File:Admin Task Menu Access.png|450px]]</div> <div class="image-green-border"> </div> <div class="image-green-border">The Admin Task page opens.</div>
2. '''Click''' "Search Sync"'' ''menu from the left pane.
<div class="image-green-border">[[File:Admin Task Landing Page.png|500px]]</div> <div class="image-green-border"><div class="image-green-border">
3. '''Select''' the “Entity Type” from the drop-down to sync data to the Icertis Search. For example, Agreement.

4. '''Select''' the “Contract Type” from the drop-down''.''

To get the “Sys Ids”'','' you can either use the “Upload CSV” feature to upload the .CSV Agreement or enter the Sys Id using comma separated values in the box.

[[File:Entity Type1.png|720px|Entity Type.png]]
</div> </div>
5. '''Click''' the “Upload CSV” button to upload the CSV document. The “Upload Document” window opens.

6. '''Click''' the “Select File” button to upload a CSV file and add a note, if required.
<div class="image-green-border">[[File:UploadSysID File1.png|720px|Upload Sys ID File.png]]</div> <div class="image-green-border"> </div>
7. '''Click''' the "Upload" button. The file is uploaded to the "File Path" displayed''.''

''   '' If the uploaded file format is incorrect, an alert message is displayed. The supported file formats will be also be displayed.
<div class="image-green-border">[[File:Search Sync File Error1.png|720px|Search Sync File Error1.png]]</div>
8. '''Click''' the "Sync" button. The "Sync Request Accepted" message is displayed. 
<div class="image-green-border">[[File:Search Sync Accepted.png|720px|Search Sync Accepted.png]]</div>
9. Users can now get data from ES for a given instance’s SysId and can check if it has the latest value or if sync is needed.

10. '''Select''' "Get ES Value".

11. Enter the SysId and '''click''' the "Go". If the key exists, the latest value from ES will be displayed. If the key does not exist, an error message, "Please enter valid SysId" is displayed.
<div class="image-green-border">[[File:8.0-Search-Sync-GET-ES.PNG|720px|8.0-Search-Sync-GET-ES.PNG]]</div>
 
<div class="note-box">'''Note''': Data can be fetched from only one instance at a time.</div>
== Legacy Upload ==

Organizations may have a large number of existing Agreements that are created outside of ICI platform. These are henceforth referred to as Legacy Agreements. Organizations may want to import these Agreements to ICI to leverage its vast capabilities and manage all Agreements within a single platform.<br/> The Legacy Upload feature enables ICI Administrator to easily upload in bulk the legacy agreements that were created outside of ICI. This feature enhances productivity by allowing you to upload a large volume of existing Agreements and other entities using Excel.

The highlights of this feature are : 

*Uploading Agreements, Teams, Notes and Commitments in bulk.
*Uploading Associations, Masterdata, User Information and Amendments in bulk.
*Scheduled batch processing for improved performance.
*Enhanced validations, including the ability to exclude the specified attributes from being validated. 
*Ability to view logs and reporting of success and failure statuses for validations and uploads.

You can use the utility to upload the following entities: 

*Agreements 
*Amendments
*Associated Documents (with or without workflow)
*Masterdata (with or without workflow)
*Team, Notes, and Commitment
*User details

Refer to the  [[Legacy_Upload|Legacy Upload]] page or link for more details.

== Translations Editor ==
<div class="image-green-border">
The ICI platform is available in different languages and different languages label text are available for localization. However, to make any changes to the localization values, users had to reach out to the Solutions Engineering or Database teams. Sometimes, these changes were minor and of low complexity, but the turnaround time was substantial.

Hence, a self-service "Translations Editor" tool has been introduced that contains all strings that are localized.

Users can now download all keys and their localization values as an Excel file, modify multiple values, and upload the modified changes to ICI. Once the values are updated in ICI, the caches are updated automatically to avoid the cache flush and server restart. This has significantly enhanced productivity as the turnaround time to update the Resource Key values has been eradicated.

Using this tool, users can now:

*Search for a specific string using the search bar and update the Resource Key value for Language and Locale.
*Update multiple language strings by selecting and saving the Resource Key value.
*Download and upload the localization key values using Microsoft Excel.
*View the modified values in the ICI instance immediately.
</div>
To use the Translations Editor Tool:

1. C'''lick''' Admin tile on the Home page and then '''click''' "Admin Task". The "Admin Task" page opens.

2. '''Select''' the "Translation Editor"task from the left pane''.''

Users can update translations in the following ways:

*For selective editing, select a language and a resource key to update the translations.
*For bulk editing and updation of multiple languages and resource keys, use the Download / Upload option to download an MS Excel sheet.

===== Selective Editing to Update Translations =====

For editing Resource Key values selectively:

1. From the "Select Language" drop-down, select a language in which you want to edit the labels. For example, français (French).
<div class="image-green-border">[[File:Select Language1.png|720px|Select Language.png]]</div>
The Resource Key and respective values of the selected language are displayed.
<div class="image-green-border">[[File:Resource Key List1.png|720px|Resource Key List.png]]</div>
2. '''Ente'''r a "ResourceKey" value in the "Search" field to edit. For example, default. All ResourceKey(s) with the "Par défaut (default)" values from the French language are displayed.
<div class="note-box">'''Note:''' ResourceKey is a unique key by which the application gets its label text for different languages.</div>
3. '''Click '''the "Edit this Resource Key for the Multiple Languages"'' ''icon [[File:Edit Resource Key Icon.png|20px|Edit Resource Key Icon.png]] in the "Actions" column on the right.
<div class="image-green-border">
You can change the key for a single language or for multiple languages as required. For example, change "Par défaut to défaut" in French or "Predeterminado" in Español (Spanish) to "Defecto".

[[File:Edit Resource Key1.png|600px|Edit Resource Key.png]]

4. '''Click''' the "Update" button.

5. After the "Resources Updated Successfully" message is displayed.

You can select the respective languages (French or Spanish) to verify that the resources have been successfully updated.
</div>
===== Bulk Editing in Multiple Languages =====

 For editing Resource Key values of multiple languages in bulk:

1. '''Click''' the "Download File" button. A Microsoft Excel file (named BulkActionWorkBookStringResource) that contains all the Resource keys and values for all supported languages in ICI is downloaded.
<div class="image-green-border">[[File:Translations Bulk Upload1.png|720px|Translations Bulk Upload1.png]]</div>
2. '''Open''' the downloaded Microsoft Excel file.

3. '''Click''' "Enable Editing". All ICI supported language Resource keys and their respective values are displayed.

4. '''Edit''' the ResouceKey of multiple languages as required.

5. '''Save''' the Excel file.

6. '''Click''' the "Upload File" button. The "Upload Translations" window opens.

7. '''Click "'''SelectFile". The "Open"''window opens.''

8. '''Select''' the updated Excel file.

9. '''Click''' "Open". A warning window opens indicating that this is a heavy operation and can potentially affect overall application performance.

10. '''Click''' "Ok". The "Upload Summary" displays the number ''of "''Records Uploaded", "Records Processed", and "Records Updated Successfully"''values.''

11. '''Click''' "Close". The label translations have been achieved for multiple languages in bulk.

== Data Management ==

Moving one step ahead in the self-service, ICI now allows performing data management activities for entities in all workflow stages.

The data management activities introduced with this release are update and delete operations for Agreements, Associated Documents, Contract Requests, User Information, Files and Attributes. These self-serve data management operations will empower administrative users to troubleshoot data inconsistency issues on their own.

However, users are advised to execute these operations cautiously as the data fix does not go through necessary business validations and are performed directly in the database itself. Furthermore, updating or deleting data through the data management tool cannot be undone and will not trigger any underlying rules, workflows, notifications, triggers, or integrations. Therefore, it is recommended to follow standard ICI workflows for any major or entity state modifications.
<div class="note-box">'''Note:''' The type of attributes such as Expressions, Conditional, Multi-select Lookup, Script, and System will remain non-editable and cannot be updated through the data management tool.</div>
By default, the Data Management utility is enabled and can be controlled through the technical configuration.

Administrators can perform the following actions from the Data Management page:

*Replace User
*Delete Entity
*Update Entity

A data management notification will be sent to a user who performs any data fix action along with primary owner, secondary owner and contract manager upon the data fix task completion with the details of the entity and modified data.

Please refer [[Notifications_Dashboard|"Notifications Dashboard"]] page for notification details.
<div class="note-box">'''Note:''' Data Management tools do not support updating data for any add-in applications. The validations will not be performed for any data fixed through Data Management tools.</div>
=== Replacing a user with multiple users ===

In ICI, administrators can replace user(s) with all associated records using the “Replace User” functionality. In practice, administrators may need to replace a user with more than one user. For example, if a user leaves the organization, the administrator may want to replace that user by dividing agreements associated with that user, in subsets, among multiple users. This would help the organization to balance the workload within its employees.

Administrators can now: 

*Replace the user with one or more users by selecting the entity and all/selective instances of that entity and create a saved search for an input to replace users.  
*Validate the replaced user role against the assigned role. 
*Get a notification on adding or completing a task.

This capability is available across ICI for contract requests, agreements, associations, masterdata, template and clause teams, user groups, and rules. A separate data management user interface is provided for these admin actions.
<div class="note-box">'''Note:''' Data Management tools do not support updating data for any add-in applications. The validations will not be performed for any data fixed through Data Management tools.</div>
To replace user:

1. '''Navigate''' to the "Data Management" page.

2. '''Select '''"Replace User" in the "Action" field. The fields to enter details such as user to be replaced, user to be assigned, replacement criteria, and entity are displayed.

3. '''Click '''Add User icon corresponding to the "Replace User" field. The "Search User" drawer opens.
<div class="image-green-border">[[File:Replace User 3.png|720px]]<br/> ''' '''<br/> 4''. '''''Search '''and '''select '''a user you want to replace.</div> <div class="image-green-border">[[File:Select User to Replace.png|720px]]</div> <div class="image-green-border"><br/> 5. '''Click '''"Add". The user will be entered in the "Replace User" field.</div>
6. '''Search '''and '''Add '''the "Assign To" user with whom you want to replace the user.
<div class="image-green-border">[[File:Assign Replace User.png|720px|Assign Replace User.png]]<br/>  <br/> 7. '''Select '''"Replace Based On" criteria from options:</div>
*Saved Search
*Contract Type
*All Instances For Selected Entities 

'''Saved Search'''<br/> Administrators can replace a user in selective instances of an entity with different users by selecting a relevant Saved Search configured for that entity and user.

For example, user John Watson is added to the Teams of agreements from India and US regions. He can be replaced by multiple users by splitting agreements under his name in subsets using Saved Searches, one for agreements for the India region and the other for agreements in the US region. A saved search "JonhWatson_India_Agreements" can be created for John Watson's’s India region agreements and assigned to a user Johne Doel.  A saved search "JonhWatson_US_Agreements" for his US region agreements can be created and assigned to another user, for example, Prajakta.
<div class="note-box">'''Note: '''You can create "Saved Search" for Agreements from the Agreement Index page. Filter the records from "Refine View" in the left and "Save View". Then can update the view if required by selecting it under "More Views" in the title bar.</div>
7.1 '''Select '''"Saved Search". The "Entity" and "Saved Search" fields are displayed.

      '''Select '''the Entity for which you want to replace the user in its instances "Team". For example, "Agreement Team".

      '''Select '''the "Saved Search". For example, "John_Watson_India_Agreements". Users need to create a saved search on the entity for which they want          to replace a user in its instances team.

      '''Click '''"Submit". The success message flashes displaying a "Replace User action is submitted successfully".''' '''

'''Contract Type'''<br/> This option replaces a user added in "Rules" actions configured on the selected "Contract Type" by the "Assign To" user.

7.2 '''Select '''"Contract Type". The "Entity" and "Contract Type" fields are displayed.

      '''Select '''the "Entity" as "Rules".

      '''Select '''"Contract Types". For example, "Standard Document Master".

      '''Click '''"Submit". The success message flashes displaying a "Replace User action is submitted successfully".
<div class="image-green-border">[[File:Replace User Contract Type.png|720px]]</div>
'''All Instances For Selected Entities'''

This option replaces a user in the Team of all instances of the selected entity by the "Assign To" user.

7.3 '''Select '''"All Instances For Selected Entities". The Entity field is displayed.

      '''Select ''''Entity". For example, "Agreement Team". 

      '''Click '''"Submit". The success message flashes displaying a "Replace User action is submitted successfully".
<div class="image-green-border">[[File:All Instances For Selected Entities.png|720px|All Instances For Selected Entities.png]]</div>
The task is submitted and will be scheduled and processed according to the "Time zone" set in "User Preferences". The audit details are captured and displayed in the Agreement History tab.

Users can access the notifications in the "Data Management" category from the "Notifications Dashboard" from the bell icon on the top right. The notification contains a link to view the summary of the Replace User task. 
<div class="image-green-border">[[File:Data Management Notifications Dashboard1.png|600px|Data Management Notifications Dashboard1.png]]</div>
=== Deleting an Entity ===

When you want to remove certain records as a part of data clearance process, Administrators can mark the entity instances as deleted for you using Data Management tools.
<div class="note-box">Note: Deleting data this way, through data management tools, will not trigger any rules, events or integrations configured on concerned entities.</div>
When the entity instance is deleted, its linked child records will also be marked as deleted as per the standard behavior and will not be accessible. Administrators can delete instances of agreement, amendment, contract request and associated document entities in any workflow states.

To delete an entity instance:

1. '''Navigate '''to the "Data Management" option as mentioned in the above section.

2. '''Select '''the "Delete Entity" in the "Action" field. The fields to select an entity and its instance to be deleted, are displayed.
<div class="image-green-border">3. '''Select '''the "Entity" which you want to delete. For example, "Agreement".</div>
4. '''Click '''the Search icon corresponding to the "Entity Instance" field to select an instance of that entity to be deleted. The Lookup Search "Select Agreement" drawer for the selected entity opens.
<div class="image-green-border">[[File:Select Instance Entity1.png|720px|8.0-Data-fix-tools-Deleting.PNG]]</div>
5. '''Choose '''an instance and '''click "'''Select".

6. '''Click "'''Submit". The confirmation window appears'''.'''

7. '''Click '''"Yes". The selected entity instance will no longer be accessible.
<div class="note-box">'''Note: '''When you delete an entity instance, its linked associations will also be marked as deleted as per the standard behavior.</div>

=== Updating an Entity ===

There may be a business requirement to update selective data as a data maintenance and management process without processing any underlying actions associated with the update. Also, there may be a case, where a user does not have required access privileges to modify specific data. In such cases, Administrators can update data for you using Data Management tools.
<div class="note-box">'''Note:''' Updating data through data management tools will not trigger any rules, events, workflows or integrations configured on concerned entities.</div>
Administrators can update instances of agreement, amendment, contract request, associated document, masterdata, user information and commitment entities. Business users can view the data modifications done for a specific record in the audit logs from the History tab on the entity details page.

To update entity:

1. '''Navigate '''to the "Data Management" page as mentioned in the above section. 

2. '''Select '''the "Update Entity" option in the "Action" field. The fields to select an entity, its instance, and attribute are displayed.

3. '''Select "'''Entity". For example, "Masterdata".

4. '''Click '''the Search icon corresponding to the "Entity Instance" field to select an instance of the entity that you want to update. The Lookup Search "Select MasterData" drawer for the selected entity opens.

5. '''Select '''an instance. All supported attributes from the selected entity are displayed in the Attribute dropdown field.

6. '''Select '''the "Attribute" whose value you want to modify. For example, "Name". The attribute’s value from the selected instance is displayed for a user to edit.
<div class="image-green-border">7. '''Edit '''the attribute value as per the requirements. For example, enter a value for Name''.''</div> <div class="image-green-border">''[[File:Select Attribute.png|720px|Select Attribute.png]]''</div>
8. '''Click '''"Submit". The confirmation window opens.

9. '''Click '''"Yes" to proceed. The attribute of the entity instance will be updated with the new value.
<div class="note-box">'''Note:''' The Commitment attributes such as Commitment Code, Recurring Commitment, Commitment Frequency, Commitment type, Business Owner, Start Date and End date cannot be updated using Data Management actions.</div> <div><div><div> </div> <div id="_com_1">'''Related Topics: '''''[[Agreement_Management|Agreement Management]] | [[Managing_Organization|Managing Organization]] | [[Managing_Users|Managing Users]] | [[Managing_User_Groups|Managing User Groups]] | [[Managing_Security_Groups|Managing Security Groups]] | [[Application_Settings|Application Settings]] | [[Notification_Settings|Notification Settings]] | [[Currencies|Currencies]] | [[Reasons|Reasons]] |[[Legacy_Upload|Legacy Upload ]]| [[Notifications_Dashboard|Notifications Dashboard]]''</div> </div> </div>

Notification Settings

2022-06-09T10:21:34Z

IDT-1:

= Notification Settings =

As an administrator, you can create various notification categories and subscriptions under "Notification Settings". You can place your subscription in the appropriate notification category. 

== Notification Category ==

The Notification Category is the one under which the notifications are triggered for various actions on UI or backend.

The categories are then visible to the respective users on the Notifications page, "Notifications Dashboard", by clicking the notification bell icon on the top right. A red dot will be displayed along with the notification bell icon which indicates that there are unread notifications for the user to go over.
<div class="image-green-border">[[File:Bell icon1.PNG|320px|Bell icon1.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-Notification Dashboard.PNG|720px|8.0-Notification Dashboard.PNG]]</div>
 Please refer to "Notifications Dashboard" for more detials.

 

=== Creating Notification Category ===

To create a notifications category:

1. '''Click''' the "Notification Settings" menu under the "Admin" navigation menu on the top.
<div class="image-green-border">[[File:8.0-Notification Settings-Menu1.PNG|420px|8.0-Notification Settings-Menu1.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Click '''"Category". The "Notification Category" index page opens. The existing categories are listed in a grid. The grid has sort and filter functionalities at the right of each column heading with arrow and filter icon respectively. The page also has pagination displayed at the bottom-right.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-Notification Settings-Category-Grid3.PNG|720px|8.0-Notification Settings-Category-Grid3.PNG]]</div>
3'''. Click '''"Create"'' ''on the far right in the title bar on top. The "Create Category" page opens with the "Details" tab.'' ''
<div class="image-green-border">4. '''Enter''' the appropriate "Category Name" and '''click '''"Create". The user is redirected to the "Notification Category" page with the created category listed on the top row.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-Notification Settings-Category-Cerate.PNG|520px|8.0-Notification Settings-Category-Cerate.PNG]]</div> <div class="image-green-border"> </div>
=== Editing Notification Category ===

As an administrator, you can create as well as edit various notification categories.

To edit a notification category:

1. C'''lick''' "Edit" on the three dots of the actions column in the last on the "Notification Category" index page. 
<div class="image-green-border">[[File:8.0-Notification Settings-Category-Index-page-Edit.PNG|720px|8.0-Notification Settings-Category-Index-page-Edit.PNG]]</div>
2. Update the existing category name in the "Category Name" field, and '''click''' "Update". The updated notification category name appears on the " Notifications Category" page.
<div class="image-green-border">[[File:8.0-Notification Settings-Category-Edit.PNG|520px|8.0-Notification Settings-Category-Edit.PNG]]</div>
 

=== Deleting Notification Category ===

To delete the Notification Category:

1. '''Navigate''' to the "Notification category" page.

2. '''Select '''the categories you want to delete.

3. '''Click '''"Delete" on the right above the grid.
<div class="image-green-border">[[File:8.0-Notification Settings-Category-Delete.PNG|720px|8.0-Notification Settings-Category-Delete.PNG]]</div>
 

== Subscription ==

=== Creating a Subscription ===

Using Subscriptions, you can create user notifications and assign appropriate recipients.

When creating a subscription:

*Define the entity or a task for which the notification is to be sent.
*Define the event for which it will be sent.

To create a subscription:
<div class="image-green-border">1.''' Click''' the "Subscription" menu of "Notification Settings". The "Subscriptions" page opens. On this page, you can see a list of all the existing Notification Templates and their details. </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-Notification Settings-Sub-Create.PNG|720px|8.0-Notification Settings-Sub-Create.PNG]]</div> <div class="image-green-border"> </div>
2. '''Click '''"Create" on the top at the far right''. ''The Create Subscription'' ''page opens.  

There are following tabs on this page:

*Details
*Template
*Recipient
*Verify
<div class="note-box">'''Note''': When creating or editing a subscription, the Administrator must make sure that he set his language preferences to English (United States). Otherwise, an information message is displayed. Subscriptions can be created in English only. If you need your subscription in various languages, you can provide the localized content to the ICI configuration team to add it to the database through scripts. </div>
'''Details'''

3. Enter the mandatory fields:

*'''Type''' an appropriate "Template Name" for the subscription.
*'''Select''' an "Entity Name" such as "Agreement".
*'''Select''' an "Event Name", such as "Agreement Approved".
*'''Select''' a "Category Name" such as "Agreement Notifications".
*'''Click''' "Next". The "Template" tab opens.
<div class="image-green-border">[[File:8.0-Notification Settings-Subscription-create-detail.PNG|520px|8.0-Notification Settings-Subscription-create-detail.PNG]]</div>
'''Template'''

4. On the "Template" tab, define a template for user notifications and email notifications:

*'''Type '''appropriate subject in the "Template Subject" textbox. All the notification emails using this template would have this content in the subject line.
*'''Type''' an appropriate message in the "Template Body"''.'' '''Click''' the "Attributes" list to tag respective attributes in the template body. You can also format the selected attributes by using menu options.
*'''Click''' "Next". The "Recipient" tab opens.
<div class="image-green-border">[[File:8.0-Notification Settings-Subscription-create-Template1.PNG|720px|8.0-Notification Settings-Subscription-create-Template1.PNG]]</div>
'''Recipient'''

5. To add recipients:

*'''Click '''"Add Recipients". The "Add Recipients" drawer slides from the right.
*'''Select''' "Select Roles" such as Approver, Internal Reviewer, etc.
*'''Select "'''Select Attributes" such as Created By, Modified by, etc. For more details see the "Configuring Email Type for Notification" below. 
*'''Select''' "Email Type" such as To, From, CC, BCC. For more details see the "Configuring Email Type for Notification" below. 
*'''Check '''the "Action User" if necessary.
*'''Select '''a desired user from the displayed grid or search a user using the "Refine View" filter left pane ('''Note:''' If "Refine View is collapsed, then expand to view it).
*'''Click''' "Add". The user name and role get added to the list.
<div class="image-green-border">[[File:8.0-Notification Settings-Add-Recipients.PNG|720px|8.0-Notification Settings-Add-Recipients.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">For example, two recipients are added, "First Approver" with Role "Approver" and "Vijay Soni" as role "Reviewer.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-Notification Settings-Subscription-create-Recipient.PNG|720px|8.0-Notification Settings-Subscription-create-Recipient.PNG]]</div> <div class="image-green-border"> </div> <div class="note-box">'''Note''': You can tag users in the Notifications Template using their usernames or Email IDs.</div>
* '''Click''' "Next". The "Verify" tab opens.

'''Verify'''

6. On this tab, verify all the information you entered for the Subscription. You can use the Collapse/Expand All icon on the top right to expand the data in all tabs or can expand or collapse individual tab data.

'''Click''' "Create" to create the Subscription. Notifications will be sent as and when the respective event occurs.
<div class="image-green-border">[[File:8.0-Notification Settings-Subscription-create-Verify.PNG|720px|8.0-Notification Settings-Subscription-create-Verify.PNG]]</div>
Notification can be sent in multiple languages. If there are multiple recipients with different language preferences for the respective event. The language is identified from the language set by the Internal User and External user with login privileges in their "Preferences". One single email is sent to all the selected recipients with the content in different languages. The recipients can simply scroll through the email and read the content drafted in their preferred language.

Refer "Create a Subscription" page for more details.

=== Editing a Subscription ===

To edit a subscription:

1. '''Click '''the three dots in the actions column in the far right of the "Subscriptions" grid.2. '''Click '''"Edit".
<div class="image-green-border">[[File:8.0-Notification Settings-Subscription-Edit0.PNG|720px|8.0-Notification Settings-Subscription-Edit0.PNG]]</div> <div class="image-green-border">The "Edit Subscription" page opens.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-Notification Settings-Subscription-Edit.PNG|420px|8.0-Notification Settings-Subscription-Edit.PNG]]</div> <div class="image-green-border"> </div>
=== Deleting a Subscription ===

To delete a Subscription:

1. '''Select '''the one or more subscriptions you want to delete.

2. '''Click '''"Delete Subscription" on the top right below the title bar. A confirmation popup appears.

3. '''Click '''"Yes" to proceed.

Subscription successfully deleted toast message flashes.
<div class="image-green-border">[[File:8.0-Notification Settings-Delete-Subscription .PNG|720px|8.0-Notification Settings-Delete-Subscription .PNG]]</div> <div class="image-green-border"> </div>
 

=== Enabling/Disabling Subscription ===

You can enable and disable a subscription in two ways:

*'''Click''' "Enable/Disable Subscription" on the top right in the bar below the title bar.
*'''Click''' Enable/Disable under the three dots menu in the actions column depending on the subscription is in enable or disable state.

Note: The state of the Subscription is shown by the check green icon and red icon for "Enable" and "Disable" states respectively.
<div class="image-green-border">[[File:8.0-Notification Settings-Sub-enable.PNG|720px|8.0-Notification Settings-Sub-enable.PNG]]</div> <div class="image-green-border"> </div>
=== Configuring Email Type for Notification ===

Users can configure the notifications to be sent to email addresses captured in the agreement instance and also set the recipient's email type (To, Cc and Bcc) and sender email type (Reply-To and From) for the received emails.

To configure the subscription:

1. '''Navigate '''to the "Recipients" tab as explained in the "Creating a Subscription" section.

2. '''Click '''"Add Recipients". The "Add Recipients"'' ''window opens. 
<div class="image-green-border">[[File:8.0-Notification Settings-Subscription-create-recipent1.PNG|420px|8.0-Notification Settings-Subscription-create-recipent1.PNG]]</div>
To add users provisioned in the system:

1. '''Search''' for the user using the "Refine Search here" search bar in the left collapsible pane of the "Refine View".

2. '''Select '''the checkbox corresponding to the user. For example, "Vijay".

3. '''Select''' "Email" Type. For example, "To".

4. '''Click''' "Add". The user will be added to the subscription.
<div class="image-green-border">To add user emails captured during runtime while creating the agreement instance:</div>
5. '''Choose '''the attribute in which you captured email addresses during agreement instance creation in the "Select Attributes" field. For example, "Created By"
<div class="note-box">'''Note''': The "Select Attributes" dropdown will show all attributes with data types as User and Email.</div>
6. '''Select '''"Email Type". For example, "Reply-To". When users reply to the email notifications, they will be sent to these configured email addresses. 
<div class="note-box">'''Note''': When users choose the "Reply All" option while replying to the email, the reply will be sent to all the recipients in To, Cc and the user emails configured with the "Reply-To" email type.</div> <div class="image-green-border"> </div> <div class="image-green-border">7. '''Click '''"Add". The details will be added to the subscription with the selected properties.</div>
8. '''Add '''more users as recipients to the subscription with other email types following the same process. For example, attribute "Customer Email" with email type as "CC".

9. '''Add '''a user with email type as "From".

The recipients will receive notifications from the user whose email address is set with the email type as From.
<div class="image-green-border"> </div> <div class="note-box">'''Notes''': 
*The sender email type "From"'' ''will, by default, be unavailable. 
*The "From" email type is configured through the technical configuration. 
*Users can not add more than one user with the "From"'' ''email Type to the subscription. If the role/attribute with multiple users is configured with the "From"'' ''email Type, the system will pick any one user randomly. Therefore, it is recommended to use a single user or user role/attribute that has a single user associated with it.
</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-Notification Settings-Add-Recipients1.PNG|720px|8.0-Notification Settings-Add-Recipients1.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">10. '''Click "'''Next". The "Verify" page opens. </div>
11. '''Verify '''the details and '''click''' "Create". The subscription is created.
<div class="image-green-border"> </div>

== Trigger Notification ==

Please refer to "Trigger Notification" for more details.

 

 

 

 

 

'''Related Topics: '''[[Trigger_Notification|Trigger Notification]] '''| '''[[Create_a_Subscription|Create a Subscription]] |''' '''[[Notifications_Dashboard|Notifications Dashboard]]'''| '''[[Agreement_Management|Agreement Management]] | [[Application_Settings|Application Settings]]   

Application Settings

2022-06-09T10:20:21Z

IDT-1:

= Application Settings =

The ICI Administrator can edit various application settings from this page. You can access it by clicking "Admin" and then "Application Settings" from the navigation menu on the top. 
<div class="image-green-border">[[File:8.0-Admin-Menu.PNG|280px|8.0-Admin-Menu.PNG]]</div>
On the "Application Settings" page:

*The configurable application settings are clearly visible upfront with the following three numbered tabs:

#Entity Color Configuration 
#User Theme
#Other Configuration 

*The tab number is highlighted with the theme color to quickly identify where the user is in the wizard settings. 
*The navigation bar containing the numbered tabs is made sticky to be visible even while scrolling the page.
*You can either click the number in the navigation bar or click “Next” from the sticky action buttons bar at the bottom of the page to go to the next tab in the settings.

To edit the Application Settings, complete the details in the three tabs: 

== Entity Color Configuration ==

On the "Entity Color Configuration" tab:

'''Select '''different colors to assign to the different'' ''states of an entity (for example, "Draft", "Expired") and'' '''''click '''"Next". This helps you quickly identify the entities with a specific state or status on the entity index page.  
<div class="image-green-border">[[File:8.0-ApplicationSettings-Tab1.PNG|520px|8.0-ApplicationSettings-Tab1.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">For example, you can quickly identify the “Waiting for approval” agreements on the Agreement details page (marked red in the "Status" column in the screenshot below) and can take further action.</div> <div class="image-green-border"> </div>
== User Theme ==
<div class="image-green-border">The "User Theme" tab helps in assigning default theme color throughout ICI to both internal and external users.</div> <div class="image-green-border"> </div> <div class="image-green-border">'''Select''' the themes mentioned below and '''click '''"Next":</div>
*'''Default User Theme:''' '''Select '''and apply the user theme for internal users. ONLY Users with adequate privileges can change the theme.
*'''External User Default Theme''':'' '''''Select '''and apply the user theme for external users who can access ICI. External users cannot change the theme from their login. 
<div class="image-green-border">[[File:8.0-ApplicationSettings-Tab2.PNG|520px|8.0-ApplicationSettings-Tab2.PNG]]</div>
== Other Configuration ==

The "Other Configuration" tab includes the following configurations:

*'''Allow Old Document Version Upload:''' '''Click '''"Yes" to allow uploading older versions of an Agreement. 
*'''Capture Broadcast Message in the Notes Section:''' '''Click '''"Yes" or "No" to enable or disable ''[[Broadcast|Broadcast]] ''messages from being displayed in the [[Notes|Notes''' '''section]]. 
<div class="image-green-border">[[File:8.0-Notes-Broadcast.PNG|720px|8.0-Notes-Broadcast.PNG]]</div>
*'''Show Activity Panel:''''' '''''Click '''"Yes" to show the activity panel icon on the top right of the page to view the recent activities. The screenshot below shows the "Activity" icon. 
<div class="image-green-border">[[File:8.0-ApplicationSettings-Activity-Panel.PNG|320px|8.0-ApplicationSettings-Activity-Panel.PNG]]</div>
*'''Corporate currency: Enter''' the currency to be used throughout the application by default.
*'''Search Keyword Highlight Color: Select '''the color in which the searched text or keyword will be highlighted.
<div class="image-green-border">[[File:Application-Settings-Search-color.PNG|720px]]</div> <div class="image-green-border"> </div>

=== Displaying an Announcement Banner ===

*'''Show Displaying Announcement Banner: Click '''"Yes" to display a fixed banner message on the top of the page to inform or alert users of a scheduled event or an announcement. For example, you can inform users that a maintenance activity is scheduled in 24 hours so that they can plan and save their work accordingly'''.'''
*'''Announcement Message: Enter''' the message to be displayed in the banner.

'''Click '''"Update" to save all the changes. A popup with a toast success message flashes at the bottom right. 
<div class="image-green-border">[[File:8.0-Application-Settings-Banner-correct.PNG|720px|8.0-Application-Settings-Banner-correct.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div>
 

 

 
<div class="image-green-border">'''Related Topics: '''[[Agreement_Management|Agreement Management]] | [[Agreement_Details_Page|Agreement Details Page]]|  [[Notification_Settings|Notification Settings]] | [[Currencies|Currencies]] | [[Reasons|Reasons]] | [[Search_Sync|Search Sync]] | [[Legacy_Upload|Legacy Upload]] | [[Broadcast|Broadcast]] | [[Notes|Notes]]</div>

Managing User Groups

2022-06-09T10:19:25Z

IDT-1:

= Managing User Groups =

== Search a User Group  ==

In ICI, you can search an existing user groups for multiple reasons such as:

*To know the details of the user groups
*To edit an existing user groups

You use multiple parameters to search a user groups.

Here is the process to search for an existing user groups

In ICI, you can use various options given below, including the dynamic search feature, to find the desired user group.

<br/> 1. '''Click''' the User Groups tile on the "Admin" page. The "User Groups" page that lists the existing user groups appears.
<div class="image-green-border">[[File:8.0-Managing-User-Groups-Menu.png|720px|8.0-Managing-User-Groups-Menu.png]]</div>
2. Search for a specific user group by using the "Refine View" collapsible left pane with the following options:

*'''Click''' the "Select Field" list under "Categories", and then select the appropriate item. Search results relevant to the item are displayed with a number in the bracket.<br/> The number denotes the number of user groups that meet the search criteria. You can further refine the search using "Custom Keyword" section.
<div class="image-green-border">[[File:8.0-Managing-User-Groups-Search.png|720px]]</div>
3. '''Click''' the box to select specific item. A list of user groups relevant to the item is displayed.

*To narrow your search further, type relevant keyword in the Custom Keyword box, and '''click''' Apply.

Alternatively, type the keywords in the box provided above the list of user groups. A list of relevant user groups is displayed.<br/>  

=== Enhancing your search ===

Narrow down your search by using any of the following methods:

{|
|-
! '''Field'''
! '''Action'''
|-
| "..."
| '''Type''' the search term in double quotation marks.<br/> It shows existing user groups that include the exact search term.
|-
| *...*
| '''Type''' the search term in star characters.<br/> It shows existing user groups that include the exact search term.
|-
| *...
| Add a Prefix * to the search term.<br/> It shows existing user groups that end with this term.
|-
| ...*
| Add a Suffix * to the search term.<br/> It shows existing user groups that start with this term.
|}

'''Viewing the saved search terms'''<br/> View your saved search terms with the following:

*In the More Searches box, select your saved search, and '''click''' the "Add to Favorites" icon to mark the search term as favorite.
*You can find your marked favorites below the tiles.

== Create a User Group ==

In ICI, you can create a group of users called a user group.

To create a user group:

1. '''Click''' "User Groups"''' '''under the "Admin" tile. The User Groups page opens.

2. '''Click''' "Create User Groups". The "Create User Groups" page opens.
<div class="image-green-border">[[File:8.0-Managing-User-Groups-Create1.png|400px|8.0-Managing-User-Groups-Create1.png]]</div>
3. On the "Details" tab: 

a. '''Type''' a name for the user group that you want to create in the Name box.

b. '''Type''' the description for the user group in the Description box, and then '''click''' Next. The Users tab appears.

4. '''Click''' the Add User icon in the Users tab'''. '''The "Add User" dialog box appears.

a. Select appropriate user as a part of the user group you are creating. Alternatively, in the Search User box, type the name of the required user, and '''click''' the Search icon.

Use the arrows to find the required user.

b. '''Click''' Add to add the user. The user that you have selected appears in the "Users tab.

5. '''Click''' Next. The Verify tab appears.

6. '''Verify''' the details you have entered On the Verify tab, and then '''click''' Save.

The user group that you have just created appears on the User Group page.

== View and Edit User Roles ==

Every user has a role in ICI. Administrator can edit the user role as and when required.

To view and edit a user role:

1. '''Click''' User Groups under the "Admin" tile and then '''click '''"User Groups" option.

2. On the User Groups page, '''click''' the User Roles option. The User Role page displays the user roles in the system.
<div class="image-green-border">3. '''Click''' Edit icon. The Edit dialog box appears, displaying the Role and Display Name.</div> <div class="image-green-border"> </div> <div class="note-box">'''Note''':  Every role must have a unique display name. If you type the same display name for two roles, the Please enter unique role display name message appears.</div>
4. '''Edit '''the display name, and '''click''' Save.
<div class="image-green-border">[[File:MUGP4.png|650px|MUGP4.png]]</div>

== Role-Action Mapping  ==

Using this feature, you can map system action ( Approve, Reject, Delete, and so on) to ICI user roles (Primary owner, Approver, Reviewer, and so on), for a specific agreement entity (Templates, Clauses, Requests, Agreements).

To view user role action mapping:

1. '''Click''' "User Groups"''' '''on the "Admin" tile or menu on the top.
<div class="image-green-border">[[File:8.0-Managing-User-Groups-RoleActionMapping1.png|400px|8.0-Managing-User-Groups-RoleActionMapping1.png]]</div>
2. '''Click''' "Role-Action Mapping". The "Role-Action Mapping" page opens.
<div class="image-green-border">[[File:8.0-Managing-User-Groups-RoleActionMapping2.png|720px|8.0-Managing-User-Groups-RoleActionMapping2.png]]</div>
3. In the Select Entity list, '''select''' one of the following entities for which you want to view the role-action mapping.

*Template
*Clause
*Associated Document
*Contract Request
*Agreement
*Contract Type

The role-action mapping table for the selected entity appears, displaying the following columns:

*State: Displays the state of the entity.
*System Action: Displays possible action that you can take on the state of the entity.
*Action Display Name: Displays the name of the button that will appear to a particular user in a given state.
*Roles: The user roles that have a will view the button (mentioned in the Action Display Name column).
<div class="image-green-border"> </div>
=== Editing the Role Action mapping ===

To edit the role-action mapping:

1. '''Select''' one of the following entities for which you want to edit the role-action mapping on the Role-Action Mapping page, in the Select Entity list.

*Template
*Clause
*Associated Document
*Contract Request
*Agreement
*Contract Type

The role-action mapping table for the selected entity appears.

2. '''Click''' the Edit icon. The Edit window appears.

3. '''Edit''' the role actions by doing either of the following.

*'''Edit''' the Action Display Name.
*'''Select''' user roles in the left pane; and '''click''' the relative arrow to add them to the right pane.
<div class="image-green-border">[[File:MUGP6.png|650px|MUGP6.png]]</div>
4. '''Click''' Save. The new role appears under the Role column for the selected entity.
<div class="note-box">'''Note''': Role-action mapping cannot be edited for Approve or Reject actions in the Waiting for Approval state as the approvers for these actions are either added by the primary owner or by a rule. However you can edit the Action Display Name.</div>
=== Role Action Mapping to Download Supporting Documents for Contract Requests ===

To configure this capability to download supporting documents for Contract Requests using Role-Action Mapping: <br/> 1. '''Click''' the "Admin" tile on the Dashboard.<br/> 2. '''Click''' the User Groups tile.<br/> 3. '''Click''' the Role-Action Mapping tile.<br/> 4. '''Select''' Contract Request from theSelect Entity drop-down.<br/> 5. '''Click''' the Edit button next to the Contract Request whose Role you want to define.

6. '''Select''' the Role from the list on the left hand side and '''click '''the arrow button to move it to the right hand side. For example, Observer.''' '''

7. '''Enter''' the Action Display Name. For example, Download All.

8. '''Click''' the Save button'''. '''The action and role for the user will be displayed in the Action Display Name and Roles column respectively. For example, Download All and Observer.

== Attribute Group Privileges ==

In ICI, user can also manage the Attribute group privileges through the UI. This is required when you want to restrict an Attribute Group access for any specific role. By default all the users can access the Contract or Agreement, so it gives the privilege to restrict the access of the specific roles for selected Attributes group in selected states.

For example, Agreement Attribute section has different number of Attribute groups, now if the User (Legal Team Manager) is restricted to access Finance group in Draft state, the user will not be able to see Finance group when logged in, in selected state. Other than Draft state the user will be able to see Finance group in other states.

To restrict the access of any specific group of Attribute, for any user, in the Agreement:

1. '''Click''' the Admin tile on My Dashboard, and then '''click''' User Groups tile.

2. '''Click''' Attribute Group Privileges tile. The Attribute Group Privileges page opens.

3. '''Select '''the appropriate Contract Type name in the Select Contract Type field.
<div class="image-green-border">4. '''Click''' Add, An Add dialog box appears which consists of following fields:</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:MUGP10.PNG|650px|MUGP10.PNG]]</div> <div class="image-green-border"> </div>
*Contract Type: will display the same name which was selected earlier.
*Attribute Group: '''select''' the group of Contract/Agreement for which you want the access of the specific user role to be restricted.
*Select States:'''select''' one or more states of the Agreement in which you want the access of the specific user role to be restricted.
*Select Roles: '''select''' one or more roles for whom the access will be restricted.

5. '''Click''' Save. The Mapping added successfully message is displayed. The added mapping will be displayed in the table on Attribute Group Privileges page.

6. You can also copy the privileges of one Contract Type to other. '''Select '''the Contract Type name and '''click '''Copy. The Copy dialog box appears.  It consists of Attribute Group field to select the attribute group, so that all the Contract types consisting of that specific attribute group should get listed under Copy To.

7. '''Move''' the Contract Types you want to get copied in other box.

8. '''Click '''Save.

 

== Ability to configure and control access privileges based on the custom user role ==

ICI now provides the capability to define new roles for agreements and amendments as per business requirements and control their access using existing ICI functionalities (such as Role Action Mapping, Attribute Group Privileges and Security Groups). The custom roles are added to the ICI through technical configuration.

With custom roles, users can:

*Control navigation pane access for agreement and associated documents.  
*Control group access privileges and team actions.
*Configure event rule and notification rule.
<div class="note-box">Note: The custom roles do not support the workflow actions dependent upon other action requests (For example, Approve and Reject for Send for Approval action).</div>

== SLA Matrix ==

The SLA Matrix tile in the User Groups section of the User Administration tile captures the Due Date and Time for a task to be fulfilled so that they can comply with the Service Level Agreement (SLA) requirements of the organization. For most organizations, the Due Date is critical for completion of tasks by a set date and mandatory for Approvers/Action users, this feature is imperative for tasks making the users aware of deadlines and close tasks accordingly. 

From the SLA Matrix tile, you can:

*Define SLAs for an Entity
*Drive Notifications for Pending and Overdue Tasks 

In ICI, tasks are generated for Approval, Deviation Approval, Internal Signature, External Signature, Internal Review, External Review, Contract Request Submitted, so the Administrator can configure SLA for these actions only based on Contract type. This functionality of determining the Due Date and Time for overdue tasks is available for the following entities that can be selected from the Select Entity Name drop-down list: 

*Agreement
*Associated Document
*Clause
*Contract Request
*Contract Type
*Template
*Masterdata
*User Information
<div class="image-green-border">[[File:MUGP7.png|650px|MUGP7.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">The SLA Matrix tile displays the following columns on selecting an Entity from the Select Entity Name drop-down which contains a list of entities for which you have created a record: </div>
*Entity Name: displays the entities for which an SLA has been defined for the selected entity. For example, Agreement.
*System Action: displays the action for which an SLA has been defined for the selected entity. For example, Approval, Internal Signature, Deviation Approval, etc.
*SLA: displays the period of the SLA. 
<div class="note-box">'''Note''': By default, the SLA is calculated in days, but it can be configured to be calculated in hours.</div>
*First Reminder Starts: displays when the first reminder for the SLA will be sent before the due date.

Each of the columns can be filtered and sorted as required.

The Service Level Agreement (SLA) for a particular entity can be calculated from the SLA Matrix tile in the User Administration section. You can define SLAs (due dates applicable to tasks) so that users are aware of time to take these tasks to closure.<br/> To define an SLA for an entity: <br/> 1. '''Click '''the "Admin" tile.<br/> 2. '''Click''' the SLA Matrix tile.<br/> 3. '''Click''' the Define SLA button. This opens the Define SLA window.

On the Define SLA window:

*'''Select''' the Entity Name from the drop-down list that has a list of all entities and Contract Types in ICI.
*From the Select Action drop-down, '''select''' an action to define an SLA for the selected entity. The available options are Termination Review, Review, Approval, Deviation Approval, External Signature, Internal Signature and Contract Request Submitted. You can select one or more action as per your requirement. For example, Review and Approve.
*'''Enter''' the SLA (days). For example, 5 days.
*'''Note: '''By default, the SLA is calculated in days, however, it can be configured to be calculated in hours.
*'''Enter''' when you want the First Reminder Starts (days) to be sent before the due date. The Scheduler Task is run on a daily basis till the task is completed. For example, 2 days.
<div class="image-green-border">[[File:MUGP8.png|720px|MUGP8.png]]</div>
*'''Click '''Save to define your SLA. The SLA for your selected entity will be added to the list of records on the SLA Matrix page.

Based on the SLA defined for a particular entity, the Task Grid will display it with the Due Date so that the user can easily identify the tasks that are pending action. 

The Due Date of the task will be displayed in red for tasks that are overdue or the due date is prior to today. On the other hand, if the due date is ahead of today, then it will be displayed in black. Actual due date calculation is for new tasks, delegated tasks and reassigned tasks. The due date is auto calculated based on the SLA during task creation. When multiple SLA’s are available, ICI considers the lower level first. The field Is Overdue filters tasks so that you can check for ones that are overdue. If ICI does not find a Due Date or Time, then those fields do not display any value. 

Clicking the Notifications tile on the Dashboard opens the Notifications Dashboard. You can create an SLA Reminder in the Notifications Dashboard. This can be customized as per your requirements. In the example below, the SLA Reminder is created for overdue tasks and pending tasks. <br/> The user gets an email notification daily for overdue and pending tasks defined in the SLA till the task is completed. The ICI user interface will also display the list of tasks overdue or pending in the respective sections – Task Overdue Notification and Task Pending Notification. 
<div class="image-green-border">[[File:MUGP9.png|720px|MUGP9.png]]</div>
You can set up a reminder for pending tasks by entering the days when you want the first reminder till the task is completed to ensure compliance with the organization’s needs. 

If the First Reminder Starts is 2 days, then the reminder notification for that task will be sent 2 days prior to the due date. For example, you enter that the First Reminder Starts as 2 days on December 07, 2018, then the first reminder and notification for actions pending will first be sent on December 05, 2018 till December 07, 2018 and will be listed in the Tasks Pending Notifications section. On December 08, 2018, when the due date is crossed, then a reminder and the overdue notification will be sent daily till the task is fulfilled and the task will then be listed in the Task Overdue Notification section. This notification will be sent daily till it is fulfilled.  

You can delete a single record from the Grid list. To delete a record from the list:

1.''' Select''' an entity to delete from the Select Entity drop-down list. <br/> 2. '''Click''' the Delete icon next to the entity you want to delete. This opens a window to confirm you want to delete the record.

3. '''Click''' Ok if you want to delete the record. An SLA Mapping Deleted Successfully! message is displayed.

You can edit a single record from the Grid list.

To edit a record from the list:<br/> 1. '''Select''' an entity to edit from the Select Entity drop-down list.<br/> 2. '''Click''' the Edit icon next to the entity you want to edit. This opens the Edit SLA window. The Entity Name and the Select Action fields are auto populated.

3. '''Edit''' the values in the SLA (days) or/and First Reminder Starts (days) fields.
<div class="image-green-border">4.''' Click''' Update. An SLA Updated Successfully! message is displayed.</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="note-box">'''Note: '''You can create records for multiple actions, but you can add and delete a record only for individual actions.</div>
 

 

 

'''Related Topics: '''[[Agreement_Management|Agreement Management]] | [[Managing_Organization|Managing Organization]] | [[Managing_Users|Managing Users]] | [[Managing_Security_Groups|Managing Security Groups]] | [[Application_Settings|Application Settings]] | [[Notification_Settings|Notification Settings]] | [[Currencies|Currencies]] | [[Reasons|Reasons]] | [[Search_Sync|Search Sync]] | [[Legacy_Upload|Legacy Upload]] |

Managing Users

2022-06-09T10:17:19Z

IDT-1:

= Managing Users =

Depending upon how ICI is configured in your organization, there are two ways to create a new user in ICI.   

1. Using the "Create User" tile on the UI

2. Adding the users in the Active Directory through technical configuration.

The user administrators can set the preferences as default for users according to their locations or offices they work in, while creating or editing a user. This reduces the end user’s efforts of setting up the ICI account with required parameters after first log-in and presents the system with appropriate and specific pre-settings.   

<br/> Administrator can: 

*Set and manage preferences for single user through single user update and for multiple users through bulk process.
*View preference settings modifications details in the history tab for audit. 
*Search users based on parameters related to preference settings.

With the pre-set preferences by Administrators, standard ICI users can: 

*Access the ICI system with appropriate details as default after first login. 
*Override the default preference settings as per individual preferences

 

== Create a New User  ==

1. '''Click''' the Users tile on the "Admin" page. The Users page opens. This page displays the list of users and their details such as Name, Email ID, Organization Unit. You can also see the User’s Culture Code (Preferred language). ICI identifies user language from the value they have selected for language in Preferences. On this page, you can view the User Details or replace a user.
<div class="image-green-border">2. '''Click''' the Create User tile on the Users page. The Create User page opens.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Muser1.png|600px|Muser1.png]]</div>
The page consists of  the following tabs:

*Details
*Preferences
*Team

'''Enter''' the information in each tab as follows and '''click''' Next to go to the next tab.

The Details tab is divided into two areas:

*Personal Details
*Work Details

'''Personal Details'''

{|
|-
! '''Field'''
! style="text-align: left;" | '''                                                               Action'''
|-
| First Name
| '''Type''' the first name of the user.
|-
| '''Last Name'''
| '''Type''' the last name of the user.
|-
| '''Email Address'''
| '''Type''' the e-mail address of the user.
|-
| '''Organization Unit'''
| '''Click''' the Organization Structure icon and '''select''' the organization unit of the user.
 

|-
| '''Type of user'''
| '''Select''' whether the user is Internal or External. Internal users appear while you create internal approver rule and external users appear while you create external approver rule.
|-
| '''Is Administrator'''
| '''Select''' Yes if you want to set the user as an administrator.
 

|-
| '''Supervisor User'''
| '''Click''' the Add User icon to add supervisor. In the Select User dialog box, select supervisor user, and then '''click''' Add. Alternatively, in the Search User box, type the name of the desired user, and then click the Magnifying glass icon. Use the scroll arrows to scroll through users.
|}

'''Note''': The Select User dialog box displays the supervisors that are in the selected organization unit. Only active ICI users are displayed.

The user receives email notifications of access expiry in the following events:

{|
|-
! '''Field'''
! '''Action'''
|-
| '''Hierarchy Level'''
| '''Type''' or '''select''' a positive integer number. The number depends on your organization hierarchy. For example, for some organizations, hierarchy level one may be the top level while for some organizations hierarchy level 10 may be the top level.
|-
| '''Is Authorized Signatory'''
| Select '''Yes''' if you want the user to be authorized signatory for agreement. The user appears as internal or external signatory as follows:
*'''Internal Signatory''': If the user type is Internal.
*'''External Signatory''': If the user type is external.

 

|-
| '''Assign User Group'''
| '''Click''' the Add User icon to assign user group. In the Assign User Groups dialog box, '''select''' user group. '''Click''' Add.
|-
| '''Assign Security Group'''
| '''Click''' the Add User to assign security group. In the Assign Security Groups dialog box, '''click''' to select security group, and then '''click''' Add.
|-
| '''Access Expiry Date'''
| '''Select''' the expiry date for the user. After this date the user access to ICI is disabled.
'''Note''': If you are an administrator, you can change the access expiry date to a future date allowing the user to access ICI till the newly specified date.

|}

'''Work Details'''

Configure the attributes to display in the Work Details area as per the requirement of your organization. You can create these attributes in the Contract Type - Masterdata which is pre-configured according to the requirements of your organization.<br/> The list of attributes in the Masterdata type must have the attribute named User with the data type as User.<br/> Rest of the attributes vary as per the organizational requirements.

3. '''Click''' Next. The Preferences tab opens.

The Preferences tab contains User Settings and Locale Settings, through which Administrators can set the default preferences for a user. For example, Language as English (United States).<br/> The details are pre-populated based on the Type of User selected on the Details tab. The Theme color is pre-selected as per the Default User Theme or External User Default Theme set in User Theme of Application Settings for the selected Type of User.
<div class="image-green-border">[[File:MU123.PNG|600px|MU123.PNG]]</div>
When the user sets the individual preferences, the settings will override the default preferences settings and will reflect in this Preferences tab for Edit User wizard.

4. '''Edit''' the details as required.

5. '''Click''' Next. The Team tab opens.

6. '''Select '''the appropriate user as an Approver, and then '''click''' Add.

7. '''Click''' Create. The Users page appears that displays the user you have created.

== Editing an Existing User ==

You can modify the existing user account information whenever required.

'''To edit a user:'''

<br/> 1. On the "Admin" page, '''click''' the Users tile. The Users page opens displaying a list of existing users .

2. '''Click''' the View Record iocn next to the desired user. The User Details page appears. The page displays the following tabs:

*'''Details''': Displays personal and work details of the user.
*'''OrgGroups''': Displays the Organization Group the user is assigned to.
*'''Security Groups''': Displays the Security groups the user is assigned to.
*'''User Groups''': Displays the user groups the user is assigned to.
*'''History''': Displays the history of all the changes done in the user details with date/time of change.

3. '''Click''' Edit''' '''to open the Edit User page.

4. On the Details tab, edit the user information, if any, and '''click''' Next to open the Team tab.

5. On the Team tab, add or remove the team members, and then '''click''' Next to open the Org Groups tab

6. On the Org Groups tab, '''click''' the Add icon next to Organization Group. The Select Org Groups dialog box appears. List of already selected organization groups appears in the dialog box.

7. Under Select Org Groups, '''click''' to select a group. Alternatively, in the Search box, '''type''' the name of the group, and '''click''' the Search icon.

<br/> You can select new organization groups and remove those that user doesn't need to be a part of.

8. '''Click''' Add. The selected user appears in the Org Groups tab.

9. '''Click''' Update. The user information gets updated.  

== Provisioning a User  ==

Provision a user feature is used to enable an existing user to login to the system. The provisioned user can perform tasks as per the privileges assigned by the administrator.<br/> With ICI, you can provision users from the available list of users that are present in active directory.

To provision users: 

1. '''Click '''the User Administration tile. 
<div class="image-green-border">2. '''Click '''the Users tile. The User Administration page opens. Alternatively, go to the User Groups tile to select a user group. </div> <div class="image-green-border"> </div> <div class="image-green-border">3. '''Click '''the Provision Users tile. The Users page opens and a list of users are displayed. </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Muser 3.png|600px|Muser 3.png]]</div>
4. '''Select '''a user from the Active Directory Users list and move to the Selected Users list by clicking the right arrow. For example, src buyer 01 
<div class="image-green-border">[[File:Muser 4.png|600px|Muser 4.png]]</div>
5. '''Select '''the user from the Selected Users list to view or enter the Personal Details and Work Details, Preferences of the user on the right hand side. For example, selecting AE User13 in the selected Users list will display the personal details such as First Name,Last Name, Email Address, and so on of user src buyer 01
<div class="image-green-border">[[File:Muser 5.png|600px|Muser 5.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">6. '''Click''' the Organization Structure icon next to the Organization Unit field to view the organization unit details for the user. The Select Organization Unit window opens.</div>
7. '''Select''' the Organization Unit for the user AE User13 from the organization chart. For example, AutoProducts.
<div class="image-green-border">[[File:Muser 6.png|800px|Muser 6.png]]</div>
8. '''Click''' OK to go back to the Provision User page. The value (/Icertis/autoproducts) for the user AE User13 is now visible in the Organization Unit field.
<div class="image-green-border">9. '''Toggle '''the Is Administrator button on the Personal Details tab to Yes if you want to add the user as an Administrator.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Muser 7.png|800px|Muser 7.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">10. '''Click '''Next. The Preferences tab opens. The details are pre-populated based on the Type of User selected on the Details tab.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Muser 8.png|800px|Muser 8.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">11. '''Set '''or edit the details for User Settings and Locale Settings. For example, Language as English (United States). </div> <div class="image-green-border"> </div> <div class="image-green-border">ICI supports localization to better connect with global customers by translating values in local languages using its Translations Editor tool.</div> <div class="image-green-border"> </div> <div class="image-green-border">The ICI UI will display localized values in the selected language across ICI for: *Alias Master *Status and Business Status *Type of paper *Signature Type and Signature Sequence *Choice and Multi-choice attributes *Contract Type Description *Default text in the search field *Notification Category and Events *Reason Codes *Association entities assembled as a file, table or saved search as a table in a single as well as bilingual template. </div> <div class="image-green-border"> </div> <div class="image-green-border">The localization covers data types such as Masterdata Lookup (String Attributes), Choice/Multi-choice, Date and Time format, Percentage, Number, Boolean and Currency attributes format in Icertis Experience for Word. Additional localization support is now provided for attribute groups and extension attributes on ICI Web.</div> <div class="image-green-border"><br/> The UI elements will be displayed in English if there are no local values available in preferred language for that specific element in the ICI system.</div> <div class="image-green-border"><br/> When the localization is not defined, the attribute values for association entities will be displayed in a language depending on specified business criteria. Refer to the [[Localizing_ICI|Localization support across ICI for]] more details on the business scenarios.</div> <div class="image-green-border"><br/> The details are pre-populated based on the Type of User selected on the Details tab.</div> <div class="image-green-border"> </div> <div class="image-green-border">12. '''Click''' Next. The Work Details tab opens. You can view or enter the official details of the user such as Department Name, Department Head, Department Code, and so on.</div>
13.'''Click''' Save. The User src buyer01  saved in ICI successfully message is displayed.

14. '''Click''' OK. The Users page opens. You can now view the record for the user on the Users Index page.
<div class="image-green-border">[[File:Muser 9.png|700x100px|Muser 9.png]]</div>
15. '''Click''' View Record on the Users Index page to view the details or verify the team of the user src buyer 01.
<div class="image-green-border">[[File:Muser 10.png|650px|Muser 10.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div>
16. '''Select''' the Send for Approval button to get an approval for the user . The User Detail page opens.

17. '''Click''' the Provision button to provision user  in ICI. The Add Note window opens.

18. '''Click''' the Add button after adding a note. The User Details page opens displaying the record for the user  with the status as Provisioned.
<div class="image-green-border"> </div>
== Replacing a User ==

ICI has a provision to replace User A with User B for a specific role.

This may be necessary in several scenarios, such as User A was incorrectly assigned initially, an account may be delinquent for an extended period of time, or the owner is busy.

All tasks and actions that would otherwise have gone to User A (per his/her role), will now go to User B instead. Though User A is replaced by User B, they both will receive the notifications for the replacement happening.

For example, John has the roles of primary owner and approver. If he is replaced by Mary for the primary owner role, all tasks/actions for that role will be sent to Mary going forward. John will not receive any notifications at all. However, he will continue to have all the privileges of an approver and get all notifications for that role.

The replacement of the user can be reversed anytime when required. The replace user functionality is available in Agreements and Amendments, Requests and Associated Documents only. However, the replacement can happen in any state, as long as the Replace User  icon is available.

The replacement can be done by any user with the following roles having the replace user privilege:

*Primary owner
*Contract admin
*Secondary owner
*Contributor
*Observer
*Business owner

These roles cannot replace user:

*Approver
*Deviation Approver
*Internal Signatory
*External Signatory
*Reviewer 
*External Reviewer
*Contract Requester
*External User

To Replace a User:

1. '''Click '''the Replace User button next to the record for the user that you want to deprovision. For example, Alon Carlton. You can search a user on the Replace User window.
<div class="image-green-border">[[File:Muser 11.png|720px|Muser 11.png]]</div>
2. '''Select''' an Action(s). For example, Agreement Team, Template Team, and so on.

3. '''Select''' the user that you want to replace. For example, Alan Carlton.

4. '''Click '''the Replace User button. A popup Information Message is displayed indicating that the User replace request is submitted and check back after you receive a notification email.
<div class="image-green-border">5. '''Click '''OK. </div>
6. When you receive the notification email, the user will be replaced.
<div class="image-green-border">[[File:Muser 12.png|600px|Muser 12.png]]</div>
== Deprovisioning a User  ==

It is imperative to replace the user in ICI before deprovisioning.

To deprovision a user: 

1. '''Click '''View Record on the Users Index page to select a provisioned user or verify the team of the user AE User 8.

2. '''Click''' the Deprovision button. A popup Information Message opens indicating that it is necessary to initiate the Replace User activity to replace the de-provisioned user in ICI.
<div class="image-green-border">[[File:Muser 13.png|600px|Muser 13.png]]</div>
3. '''Click''' OK. The Add Note window opens. You can add a note to indicate the reason for deprovisioning the user or the user group.

4. '''Select''' a Reason Code from the drop-down list.

5. '''Click''' Add to add the note. The Users page opens.
<div class="image-green-border">[[File:Muser 14.png|600px|Muser 14.png]]</div>
6. '''Click '''the Deprovision button. The user is now deprovisioned.

 

== Set preferences for user using Bulk actions  ==

Administrators can set the default preferences for users in bulk through User Provisioning and Import Users from Active Directory while creating users and through Update User action while updating existing users in Bulk Actions. 
<div class="image-green-border"> </div> <div class="image-green-border">'''To set default preference while creating users:'''</div> <div class="image-green-border"> </div> <div class="image-green-border">1. '''Click '''Bulk Actions > Create New on the Home page. The Details tab of the Create page for Bulk Action Management opens.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Muser 15.png|700px|Muser 15.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Select''' the Bulk Upload Action. For example, Import Users from Active Directory.</div> <div class="image-green-border"> </div> <div class="image-green-border">3. '''Click '''Generate Workbook.</div> <div class="image-green-border">                                                                                                                                  </div> <div class="image-green-border">                                                                                                                                                                                                                                                                 </div> <div class="image-green-border">        [[File:Muser 16.png|600px|Muser 16.png]]<br/>  <br/>   </div> <div class="image-green-border">The Add Batch page opens with the generated Excel workbook. For example, UserInformation_20201216171853.xlsx. </div> <div class="image-green-border">                                                                                                                                                                     </div> <div class="image-green-border">4. '''Open''' the workbook. The workbook will contain all user attributes along with all the Preferences setting attributes</div> <div class="image-green-border">     </div> <div class="image-green-border">    .  [[File:7.15 573339 6.png|600px|7.15 573339 6.png]]</div> <div class="image-green-border">       </div> <div class="image-green-border"> </div> <div class="image-green-border">5. '''Enter''' or Select the details from the drop-down to set the preferences. <br/>      When no preferences values are selected, the default preferences are set for that user.</div> <div class="image-green-border"> </div> <div class="image-green-border">6. '''Complete '''the user import action by following Upload the workbook and Add Batch Bulk Actions workflow steps. <br/>          </div> <div class="image-green-border">The users will be added to the ICI with the pre-set default Preferences.<br/> <br/> '''  To set default preference while updating existing users:'''</div> <div class="image-green-border"> </div> <div class="image-green-border">1. '''Click''' Bulk Actions > Update Existing on the Home page. The Details tab of the Update page for Bulk Action Management opens. </div> <div class="image-green-border">[[File:Muser 17.png|720px|Muser 17.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Select '''the Bulk Upload Action. For example, Update User.</div> <div class="image-green-border"><br/> 3. '''Select '''the Saved Search. For example, typeofuser. Administrators needs to create a saved search for the set of users they want to update.</div> <div class="image-green-border"> </div> <div class="image-green-border">4. '''Click '''Generate Workbook</div> <div class="image-green-border"> </div> <div class="image-green-border">. [[File:Muser 18.png|600px|Muser 18.png]]<br/>  <br/> The Add Batch page opens with the generated Excel workbook. For example, UserInformation_20210111111315.xlsx.</div> <div class="image-green-border"> </div> <div class="image-green-border">5. '''Open '''the workbook. The workbook will contain all user attributes along with all the Preferences setting attributes pre-populated with respective existing values.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:7.15 573339 10.png|720px|7.15 573339 10.png]][[File:7.15 573339 11.png|720px|7.15 573339 11.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">6. '''Edit''' the details as required to set the preferences for users.</div> <div class="image-green-border"> </div> <div class="image-green-border">When no preferences values are selected, the default preferences will be set for that user.</div> <div class="image-green-border"> </div> <div class="image-green-border">7. '''Complete '''the Update User action by following Upload the workbook and Add Batch Bulk Actions workflow steps. <br/> The users will be updated in the ICI with the set Preferences as default.</div>
== Adding a Secondary Owner  ==

=== Adding a Secondary Owner using the ICI User Interface ===

The Secondary Owner can be a user or a user group. The user group can either be Administrator group or a combination of an Administrator and Non-Administrator user.

To add a Secondary Owner using the ICI UI:

1. '''Click''' View Record on the Users Index page to select a provisioned user or verify the team of the user AE User 8.
<div class="image-green-border">[[File:Muser 19.png|600px|Muser 19.png]]</div>
2. '''Click '''the Add  icon next to Team. A window opens to select a role for the searched user.

3. '''Enter''' the details of the user in the Search User field. For example, AE User 8

4. '''Click''' the Select Role arrow and a drop-down with a list of roles is displayed.

5. '''Select''' Secondary Owner from the drop-down.
<div class="image-green-border">[[File:Muser 20.PNG|600px|Muser 20.PNG]]</div>
  6. '''Click''' Add to add the selected user as a Secondary Owner to the Team. The User AE User13 will now be displayed as a Secondary Owner on the User Index and the User Details pages.

 

== Adding a Secondary Owner using Excel Add-in   ==
<div class="image-green-border"> </div> <div class="image-green-border">You can also use Excel Add-in to add users or user groups as Secondary Owners using the configuration displayed in the user Team.</div> <div class="image-green-border"> </div> <div class="image-green-border">To verify that the Secondary Owner has got the privileges to update the user details:</div> <div class="image-green-border"> </div> <div class="image-green-border">1. '''Select''' the Entity on the ribbon.</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Select''' the Action for which you want to populate the Excel Workbook.</div> <div class="image-green-border"> </div> <div class="image-green-border">3. '''Click''' Populate Workbook on the Excel Add-in. This opens a popup indicating that it will populate the Workbook for the selected action.</div> <div class="image-green-border"> </div> <div class="image-green-border">4. '''Click''' Yes. The Workbook will be populated with the user information such as Name, Last Name, Email Id, External UPN, Organization Unit, Secondary Owner and so on.</div> <div class="image-green-border"> </div> <div class="note-box">'''Note''': The Secondary Owner displays the users that are Administrators and user groups that have at least 1 user as an Administrator. You can also add multiple users by using the multi-choice option.</div>
 
<div class="image-green-border">[[File:Add ScondaryOwner using Excel-Add-in-7.8.png|720px|RTENOTITLE]]</div>
5. '''Click''' Validate to validate the user information. The Validation Successful message is displayed.

6. '''Click''' OK. The Progress Status popup is displayed showing the progress of the user creation process.

7. The User Created Successfully message is displayed on creation of the user.

8. '''Click''' OK.

9. Go to the Users page on ICI. The user provisioned using Excel Add-in is displayed in the grid with a status Created.

10. '''Click''' the View Record button for the user. The User Detail page opens.

11. Go to the Team tab. The user provisioned using Excel Add-in is displayed as a Secondary Owner.

== Adding a Secondary Owner using Legacy Upload  ==

1. '''Click''' the User Administration tile on the Dashboard.

2. '''Click''' the Admin Task tile. The Admin Task page opens.

3. '''Select '''theLegacy Upload task from the list. The Legacy Upload page opens.

4. To provision a user using the legacy upload option, the following files are required:

*A Mapping file : The users that are going to be provisioned using the data file are entered in the mapping file. It contains information such as the Contract Type Name, User Information such asEmail ID (Primary Key), and so on. It also contains the path from where the data file will pick up information.
*A Data file – Includes user information such as Name, Last name, Email ID (of the user that will be provisioned using Legacy Upload, and so on.

Let's consider an example, 

1. Create a batch with automationuser5 as the user, and Admin as a user group.

2. Create a batch file and upload the mapping file fist.

3. Upload the data file. The batch file is scheduled. It will be Executed when the batch is run from ICI.

4. Go to Legacy Upload and see how to upload the document. 

== User entity supporting the Secondary Owner role  ==

The Secondary Owner has now been extended to User Entity for a user or user groups. This makes it easier for the Administrator to make the required changes for a user or user groups, instead of having to login multiple times to do so.

You need to configure actions for User Information entity and Secondary Owner via Role Action Mapping on the user interface.

The Secondary Owner can be added to the User Entity:

*Through a configuration key
*From the ICI user interface
*Using Excel Add- in
*Using Legacy Upload
<div class="image-green-border">[[File:Muser 20.PNG|600px|Muser 20.PNG]]</div> <div class="image-green-border"> </div>

== Managing Technical Admin Users ==
<div class="image-green-border">Technical Administrators can be configured/added for performing required technical configurations in the System Configuration Portal.</div> <div class="image-green-border"><br/> When a new ICI admin user logs in, they should be able to setup other internal users as technical admin users of the System Configuration portal.</div> <div class="image-green-border"> </div> <div class="note-box">'''Note:''' Only the ICI Admin user should be able to setup other internal provisioned users as the Technical Admin user.</div> <div class="image-green-border"><br/> The ICI Admin can either create a new Security group, as required, or use an existing security group. Thereafter, the authorization of technical admin users will depend on Security Groups Privilege corresponding to the “Self Service” privilege entity, and on roles assigned to specific users.</div> <div class="image-green-border"><br/> The “Self Service” privilege can be configured in the backend and it will be visible to users under the Security Group Privilege tab. The "Manage" access option can be selected to grant access to the System Configuration Portal for technical admin users.</div> <div class="image-green-border"> </div> <div class="note-box">'''Note:''' The user who gets Technical Admin privileges can be any internal provisioned user on that instance (even a non admin user).</div> <div class="image-green-border"> </div> <div class="image-green-border">To set up the System Configurations for Technical Admin Users:</div> <div class="image-green-border"> </div> <div class="image-green-border">1.  From ICI menu tiles, '''click '''“Admin” > “Security Groups”.<br/> 2.  '''Click '''the “Privileges” tab, the “Privileges” tab opens with the list of all the privilege attributes, with options to see/select access type as “View”, “Manage” or “None”.<br/> 3.  “Create” or “Edit” a Security Group.<br/> 4.  Locate the privilege “Self Service”, '''click '''the “Manage” access type radio button. With this access, the “System Configurations” tile option under the “Configure” tile gets activated and visible to the user.<br/> 5.  '''Click '''“Save” for a new security group or “Update” in case of editing a Security Group.</div> <div class="image-green-border"> </div> <div class="note-box">'''Note:''' The default access for “Self Service” will be set to “None”.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Technical User1.png|720px|Technical User1.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">Now, in order to access the “System Configurations” tile option for technical users:</div> <div class="image-green-border"> </div> <div class="image-green-border">6.  Add, provision or edit User Details.<br/> 7.  Add desired technical roles/s in the “Technical Roles” field to assign/authorize required technical roles/s to the user.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Technical User2.png|520px|Technical User2.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">8.  “Save” or “Update” the User Details.</div> <div class="image-green-border"><br/> The newly added user with Technical Role can now carry out System Configurations.</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border"> </div>
'''Related Topics: '''[[Agreement_Management|Agreement Management]] | [[Managing_Organization|Managing Organization]] | [[Managing_User_Groups|Managing User Groups]] | [[Managing_Security_Groups|Managing Security Groups]] | [[Application_Settings|Application Settings]] | [[Notification_Settings|Notification Settings]] | [[Currencies|Currencies]] | [[Reasons|Reasons]] | [[Search_Sync|Search Sync]] | [[Legacy_Upload|Legacy Upload]] 

Managing Organization

2022-06-09T10:16:21Z

IDT-1:

= Managing Organization =

As an Administrator, you can manage the organization's information and the organization's structure having organization units and groups.

The Organization Management is done with the following three sub-menus under the "Admin" navigation menu on the top:
<div class="image-green-border">[[File:8.0-Org-Menu.png|220px|8.0-Org-Menu.png]]</div>
== Manage Organization ==

In the "Manage Organization" sub-menu you can view and update your organization information.

=== Viewing the Organization Information ===

'''Click''' the "Manage Organization" sub-menu on the "Admin" navigation menu on the top. The "Organization Details" page opens.
<div class="image-green-border">[[File:8.0-Org-Manage1.png|920px|8.0-Org-Manage1.png]]</div> <div class="image-green-border"> </div>
=== Updating the Organization Information ===

'''Click''' "Edit"'' ''on the top right in the title bar''.'' The "Edit Organization" page opens.

*The “Edit Organization” page has a navigation bar with numbered tabs depicting the workflow of the edit wizard. The tab number is highlighted with the theme color to easily identify your active tab in the wizard workflow.
*The numbered navigation bar is made sticky to be visible while scrolling the page.
* You can either click the number on the bar or click “Next” on the sticky action buttons at the bottom of the page to navigate to the desired page in the wizard workflow.
*The “Update” button appears on the last page, “Verify”, where the user can verify the changes and update the organization details.
*After updating the details, the user is redirected to the “Organization Details” page displaying the new changes.
<div class="image-green-border">[[File:8.0-Org-Manage-edit.png|520px|8.0-Org-Manage-edit.png]]</div>
== Organization Structure ==

An Organization Structure is made up of multiple Organization Units. The structure has a hierarchy of Organization Units with a parent-child relationship.

The Organization is the parent or root node of all Organization Units. 

=== Viewing Organization Structure ===

'''Click''' the "Org Structure" sub-menu on the "Admin" navigation menu on the top. The "Organization Structure" page opens displaying a hierarchical organization structure with a horizontal and vertical scroll.

*Every user is assigned to one Organization Unit (Org Unit) called the user’s primary or default Org Unit.
*Org Units are like directories or folders in the file system. The user’s primary org unit is the home directory.
*When a user creates an Agreement, it is by default stored in the user’s primary org unit, however, the user can change the agreement’s storage location, if required.
<div class="image-green-border">[[File:8.0-Org-Structure.png|920px|8.0-Org-Structure.png]]</div> <div class="image-green-border"> </div>
=== Adding an Organization Unit ===

In ICI, you can create a new Organization Unit or add a sub-unit or sub-node to the parent Organization unit.

To add an Organization Unit:

1. '''Navigate to '''the "Organization Structure" page.

2. '''Type '''the name of the Organization Unit you want to add to the main branch in "Org Unit Name". For example, HR and then '''click '''the "Add". The Org Unit is added under the main branch. You can now drag and drop it under any sub-branch as per your business requirements. 

OR 

'''Select '''the parent organization unit from anywhere in the hierarchy and then add the new unit under the same.

3. After adding or removing multiple units '''click''' “Save” to save or “Discard” to discard the changes.

For example in the screenshot below we are adding the "Customization" org unit under the "Development" parent unit.
<div class="image-green-border">[[File:8.0-Org-Struct4.png|920px|8.0-Org-Struct4.png]]</div>
=== Updating an Organization Unit ===

You can also edit the organization unit details.

To edit an organization unit:

1. '''Click''' the organization unit that you want to edit. The "Organization Unit Details" drawer slides from the right. 

2. '''Edit''' the Org Unit'' ''"Name" and "Description", if required, and then '''click''' Save to save the modifications.

For example, in the screenshot below we are modifying the "Customization" child unit we added under "Development" parent.
<div class="image-green-border">[[File:8.0-Org-Struct4-Edit.png|920px|8.0-Org-Struct4-Edit.png]]</div>
 

== Organization Group ==

You can group various organization units and create an organized group. You can assign these organization groups to the users so that they can become a part of the group. The users in a particular organization group can have access to the information in various units based on their hierarchy.

=== Viewing an Organization Group  ===

1. '''Click '''"Org Groups" under the "Admin" navigation menu on the top. The "Org Groups" index page opens listing all organization groups in a grid view by default.

2. '''Click '''"List View" in the far right above the records grid to change the view to list.

3. Once the Organization Group is created, it is listed on top of the "Org Groups" page. '''Click '''on the column heading to sort the records as per your business requirements. 

4. '''Drag '''the column width from the headings to adjust the width of the columns. If the column text is long fit the column width 3 dots appear at the end of the text depicting its truncation. '''Click '''on the "Wrap Text" icon in the right of the column heading to wrap the text if it is long to fit the visible column width. You can also view the text by hovering over it. 

4. '''Click''' the eye icon or the 3 dots in the last Actions column in the grid to view the details of the Organization Group.
<div class="image-green-border">[[File:8.0-Org-Group-Index-without-refine-view.png|720px|8.0-Org-Group-Index-without-refine-view.png]]</div>
=== Searching an Organization Group ===

In ICI, you can search organization groups using multiple parameters like all organizations containing a particular keyword.

To search an Organization Group:
<div class="image-green-border">'''Type '''search keywords or '''Apply '''various filters on the collapsible "Refine View" left pane on the index page.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-Org-Group-Index-refine-view.png|720px|8.0-Org-Group-Index-refine-view.png]]</div> <div class="image-green-border"><div class="image-green-border"> </div> <div class="image-green-border">'''Enhancing your search'''</div>
You can further narrow your search by using any of the following methods:

{|
|-
| '''Search Term'''
| '''Result'''
|-
| "..."
| '''Type''' the search term in double quotation marks.<br/> It shows existing organization groups that include the exact search term.
|-
| *...*
| '''Type''' the search term in star characters.<br/> It shows existing organization groups that include the exact search term.
|-
| *...
| Prefix * to the search term.<br/> It shows existing organization groups that end with this term.
|-
| ...*
|
Suffix * to the search term.<br/> It shows existing organization groups that start with this term.

 

|}
</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Click '''"Save View" on the right top of the grid to save your filtered view. A drawer slides from the right. Enter the "View Name" and other details and save.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-Org-Group-Refine-View1.png|720px|8.0-Org-Group-Refine-View1.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">3. The saved view will be listed under the "More views" dropdown in the left of the title bar. </div> <div class="image-green-border"> </div> <div class="image-green-border">'''Viewing the saved search terms'''</div>
View your saved search terms with the following:

*In the "More Views" dropdown to the left on the title bar, select your saved search, and '''click''' the "Pin Favorite" icon at the right to mark the search as favorite.
*You can find your marked favorites listed in a line on the title bar beside "More Views".
<div class="image-green-border">[[File:8.0-Org-Group-Index-More-view.png|420px|8.0-Org-Group-Index-More-view.png]]</div>
=== Creating an Organization Group ===

To create an organization group:

1. '''Click''' "Org Groups"''' '''on the "Admin" navigation menu on the top. The "Org Groups" page opens.

2. '''Click''' "Create"'' ''in the far right of the title bar''' '''on the "Org Groups" page. The "Create Org Group" page opens.
<div class="image-green-border">[[File:8.0-Org-Group-create.png|420px|8.0-Org-Group-create.png]]</div>
3. '''Type '''the name for the organization group that you want to create in the "Name" box.

4. '''Enter '''the description for the organization group in the "Description" box. 

4. '''Click '''"Next"''. ''The "Organization Units"'' ''tab opens.'' ''

5. '''Click '''the "Add Organization Unit" to'' ''select one or more Organization Units to add to the group. The "Select Organization Unit" drawer slides from the right displaying the Organization Structure hierarchy with Organization Units.
<div class="image-green-border">[[File:8.0-Org-Group-create-AddOrgUnit.png|720px|RTENOTITLE]]</div>
6. '''Select''' the appropriate organization units for which you want to create the organization group.

7. '''Click''' "Select". The selected unit appears in the "Organization Units" tab with the "Remove" button to remove the unit.
<div class="image-green-border">[[File:8.0-Org-Group-create-AddOrgUnit1.png|720px|8.0-Org-Group-create-AddOrgUnit1.png]]</div>
8. '''Click''' "Next" to open the "Verify''"'' tab.

9. '''Verify '''the details you entered and '''click '''"Create". All tab attributes are grouped under collapsible accordions on the right. A “Collapse All” sticky accordion button is on the right top to collapse all groups.

The organization group that you just created appears on the "Org Groups"'' ''index page. 
<div class="image-green-border">[[File:8.0-Org-Group-create-Verify.png|720px|8.0-Org-Group-create-Verify.png]]</div> <div class="image-green-border"> </div>

=== Updating an Organization Group ===

1. '''Navigate''' to the "Org Groups" index page:

2. '''Click '''the eye icon for the Organization Group you want to edit or update. The "Org Group" Details page opens.
<div class="image-green-border">[[File:8.0-Org-Group-Edit.png|720px|8.0-Org-Group-Edit.png]]</div> <div class="image-green-border"> </div>
3. '''Edit '''the information wherever necessary on the "Details"'' ''and the "Organization Units"'' ''tabs.
<div class="image-green-border">[[File:8.0-Org-Group-Edit1.png|420px|8.0-Org-Group-Edit1.png]]</div>
4. '''Click''' "Next" to open the "Verify" tab.

5. '''Verify''' the information you have edited, and choose one of the following:

*'''Click''' "Previous" to go back and make changes to the information entered.
*'''Click''' "Update" to update (that is save) the information you entered or edited.

 

 

 

 

 

'''Related Topics: '''[[Agreement_Management|Agreement Management]] | [[Managing_Users|Managing Users]] | [[Managing_User_Groups|Managing User Groups]] | [[Managing_Security_Groups|Managing_Security_Groups]] | [[Application_Settings|Application_Settings]] | [[Notification_Settings|Notification Settings]] | [[Currencies|Currencies]] | [[Reasons|Reasons]] | [[Search_Sync|Search Sync]] | [[Legacy_Upload|Legacy Upload]] 

Negotiate AI

2022-06-09T10:14:46Z

IDT-1:

 

 

= Negotiate AI =

As Legal people are more comfortable using MS Word to make and edit Agreements as compared to ICI, the Negotiate AI feature has been added in this release to help bridge this gap. This enables real-time negotiation and provides assistance at the time of the Agreement review by looking up similar Agreements or similar Clause text. This feature is available in ICI through a technical configuration.

You can now use Negotiate AI to work with Own Paper, Third Party and Legacy Contracts by:

*Selecting a Discovered Clause text and Attributes in the opened MS Word document of the Agreements and finding similar Clause text in ICI.
*Updating the Discovered Clause text and Attributes in the opened Word document of the Agreements and saving them to ICI.

'''Note''':

*NegotiateAI supports the following versions:
**Microsoft Office 2016 Desktop for Windows (versions higher than build 16.0.4390.1000 (64-bit))
**Microsoft Office on Windows (connected to Office 365 version): Version 1602 (Build 6741.0000) or later

*ICI supports discovery of String, Number, Boolean, Text Area, Currency, Choice, Email, Lookup Cascade, Date, Percentage and User attributes as well as validations for mandatory and invalid attribute values for all the supported data types, eligibility of contract types for AI discovery, etc.'' ''In this release, we have extended the discovery support to URL datatype and provided support for multi-choice, multi-choice lookup datatypes on the "Attributes Discovery" page. We have also added an option in the discovered clauses menu of NegotiateAI to find clauses similar to discovered clauses in the ICI repository.

== Prerequisites ==

*The plugin Icertis Experience for Word must be installed.
*All the Discovery features should be present in the plugin Icertis Experience for Word when authoring an agreement, either using own or third party paper.

To use Negotiate AI:

1. '''Login '''to ICI. 
<div class="image-green-border">[[File:Negotiate AI 2.png|720px|Negotiate AI 2]]</div>
2. '''Open '''the agreement document.
<div class="image-green-border">[[File:7.16 Enhancements in NegotiateAI 1.1.png|720px|7.16 Enhancements in NegotiateAI 1.1.png]]</div>
3. '''Click''' "Icertis Experience for Word"''.''
<div class="image-green-border">4. The Negotiate AI in the "Icertis Experience for Word" opens.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:7.16 Enhancements in NegotiateAI 2.png|720px|7.16 Enhancements in NegotiateAI 2.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">5. '''Click '''the "Discover Attributes/Clauses" button.</div>
6. '''Select''' the "Category" and "Agreement Type".
<div class="image-green-border">[[File:7.16 Enhancements in NegotiateAI 3.png|720px|7.16 Enhancements in NegotiateAI 3.png]]</div> <div class="image-green-border"> </div> <div class="note-box">'''Note: '''All Contract Types with the ''Clause Discovery Type'' attribute irrespective of the value entered for the attribute'', ''i.e. ''Discover AI'' or ''None'' are listed in the ''Agreement Type'' drop-down.</div>
7. '''Click "'''Discover". The "Discovery in Progress" message is displayed while the Clauses are being discovered from the Clause Library and the Attributes are being identified to tag them to the Imported Agreements automatically.
<div class="image-green-border">[[File:7.16-Enhancements in NegotiateAI 4.png|720px|7.16-Enhancements in NegotiateAI 4.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="note-box">'''Note''': Depending on the size of the Agreement, the discovery process may take some time.</div>
8. The "Review Agreement Discovery Now" message appears.
<div class="image-green-border">[[File:7.16-Enhancements in NegotiateAI 5.png|720px|7.16-Enhancements in NegotiateAI 5.png]]</div>
== Agreement Clauses ==

9. '''Click '''the "Show" button to review and select from the detected clauses.

*The green color dots on the left-hand side indicate the confidence level of the match based on the clauses present in the Clause Library.
*'''Click '''the green dots to display the actions that can be taken on the clauses, such as "Select Matched Clause", "Ignore Clause" and "Remove Identification".
<div class="image-green-border">[[File:7.16 Enhancements in NegotiateAI 6.png|720px|7.16 Enhancements in NegotiateAI 6.png]]</div>
10. '''Click '''the clause to see the location on the document.
<div class="image-green-border">[[File:7.16-Enhancements in NegotiateAI 7.png|720px|7.16-Enhancements in NegotiateAI 7.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">11. The following actions can be taken on selected Clause:</div>
*'''Click''' "Confirm" to confirm that the clause matches with what is available in the Clause Library. This Clause then appears under the "Confirm" tab.
*'''Click''' "Review Later" if you are unsure and want to review a clause later.
*'''Click''' "Replace Clause" if you want to replace the clause with another one.
*'''Click''' "Compare" to compare the clause based on the match from the Clause Library.
*'''Check '''the "Track Deviation" box if you want to track the deviations.
*'''Sort''' the Search by: 
**Document Order
**Category Order'' ''
<div class="image-green-border">[[File:7.16-Enhancements in NegotiateAI 8.png|720px|7.16-Enhancements in NegotiateAI 8.png]]</div>
12. '''Click''' "Save" to save your work in the "Draft" status. The same changes will reflect on the ICI UI. A new agreement is created, and the clauses will be displayed on the "Clauses" tab on the agreement Details page.
<div class="image-green-border">[[File:7.16-Enhancements in NegotiateAI 9.png|720px|7.16-Enhancements in NegotiateAI 9.png]]</div>
13. '''Click''' "Finish". The remaining workflow continues as expected.
<div class="note-box">'''Note:''' Before taking any action on the clauses and clicking ''Finish'', you will first need to click ''Publish'' from the ''Agreement Attributes'' section to enable tagging of the clauses in ICI format in the agreement document.</div>
== Agreement Attributes ==

14. '''Click '''the "Show"''' '''button to review and select from the detected attributes. 
<div class="image-green-border">[[File:7.16-Enhancements in NegotiateAI 10.png|720px|7.16-Enhancements in NegotiateAI 10.png]]</div>
All the discovered attributes (such as Contract Value, Effective Date, Expiry Date and so on) are displayed as shown in the screenshot below. The "Contract Value" is present with the supported currencies. The grouping of attributes is based on the grouping preferences applied at the time of Contract Type creation.
<div class="image-green-border">[[File:7.16 Enhancements in NegotiateAI 11.png|720px|7.16 Enhancements in NegotiateAI 11.png]]</div>
*The green color dots on the left-hand side indicate the confidence level of each attribute.
*Click the green dots to display the actions that can be taken, such as Select Matched Attribute'', ''Ignore Attribute and Identify Attribute.

15. '''Edit''' the attributes as required. For example, you can select an "External Signatory" or change the "Effective Date/Expiry Date"''.''
<div class="image-green-border">16. '''Click "'''Publish". This checks for any validation error in mandatory and invalid attribute values, as shown in the screenshot below:</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:7.16-Enhancements in NegotiateAI 12.png|720px|7.16-Enhancements in NegotiateAI 12.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border"><div class="note-box">'''Note''': Clicking ''Publish'' saves all the changes in ICI. You can continue working on the agreement until you click the ''Finish ''button in the next step.</div> </div>
17. '''Click '''"Finish". All the confirmed attribute values are saved and tagged in ICI format in the agreement document, and the latest version of the agreement is created in ICI in the Versions tab.

== Similar Agreements  ==

18. '''Click''' "View Similar Agreements" if you want to view similar Agreements from ICI that may have been created for other customers or that are of the same Contract Value.
<div class="image-green-border">[[File:7.16-Enhancements in NegotiateAI 13.png|720px|7.16-Enhancements in NegotiateAI 13.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">19. '''Set '''the "Apply Filter" to ON to find similar Agreements.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:7.16-Enhancements in NegotiateAI 14.png|720px|7.16-Enhancements in NegotiateAI 14.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">20. '''Choose '''the Contract Type from the "Choose Contract Type" drop-down to further refine your search.</div>
21. '''Click '''"Proceed" if you want to find similar Agreements.
<div class="image-green-border">It may take some time to find similar data if there are many Agreements. You can see the percentage indicating how much the Agreements match.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:7.16-Enhancements in NegotiateAI 15.png|720px|7.16-Enhancements in NegotiateAI 15.png]]</div>
== Agreement Similarity ==

While negotiating a particular Clause, the contract negotiator would like to quickly find similar Clauses in contracts that have already been executed to be able to make informed decisions. This also applies to the Agreement as a whole where the negotiator can refer to historical data from similar Agreements.

The following options are provided within the Add-in so that the user can:

*Select a Clause/text and find similar Clauses from the ICI repository and compare them with the selected one
*Select similar Agreements present in the ICI repository
*Choose a filter to narrow down the Similarity search (for Clauses and Agreements) within particular type of Agreements

=== Creating a Rule and building your own repository ===

To create a Rule and build your own repository of ICI contracts within which similar Clauses (or Agreements) can be extracted:

#'''Click''' the "Configure"'' ''tile on the Dashboard.
#'''Click''' the "Rules" tile.
#'''Click''' "Select Contract Type". For example, "Testing Negotiate AI".
#'''Select''' the Rule that you want to edit.
#'''Enter '''the "Rule Name"''.'' For example, "Rule to index similarity". 
#'''Enter''' the "Rule Description". The Contract Type, Rule Type and Event are auto populated.
#'''Click''' "Next". The "Edit Rule" page opens.
#'''Click''' "Update".
#The Rule updated successfully message is displayed. '''Click''' "OK".

=== Finding Similar Clauses (or Agreements) ===

Let’s consider an example of finding similar Clauses. You can follow the same method to find similar Agreements.

1. '''Open''' the Agreement Document. The Negotiate AI in the Icertis Experience for Word opens.

2. '''Click '''"View Similar Clauses".
<div class="image-green-border">[[File:7.16-Enhancements in NegotiateAI 16.png|720px|7.16-Enhancements in NegotiateAI 16.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="note-box">'''Note: '''Similar Clauses (or Agreements) will be displayed based on the user authorization on the contract.</div>
3. '''Select''' a Clause in the Agreement Document and apply the "Similarity Filter" to search for similar Clauses in it.
<div class="image-green-border">[[File:7.9 Negotiate AI 6.png|720px|7.9 Negotiate AI 6]]</div>
4. It will be displayed in the "Current Selection" section.

5. '''Click '''"Proceed". Clauses that are similar to the selected one will be displayed.

6. '''Click''' Compare to get a comparison of the Clauses.
<div class="image-green-border">[[File:7.9 Negotiate AI 7.png|720px|7.9 Negotiate AI 7]]</div>
7. The "Discovery complete message" is displayed when similar Clauses are discovered.

8. '''Click''' "Show" to view the discovered Clauses in the "Review Agreement Discovery Now" section. A list of all discovered Clauses will be displayed in the All tab of the Agreement Clauses pane.
<div class="image-green-border">[[File:7.9 Negotiate AI 8.png|720px|7.9 Negotiate AI 8]]</div> <div class="image-green-border"> </div> <div class="note-box">'''Note:''' Both tagged and non-tagged clauses/text within the agreement document will be displayed in the list.</div>
9. '''Click''' "Sort" By if you want to sort the Clauses by Document Order or Category Order''.''

10. '''Select '''a Clause and '''click "'''Select Matched Clause" if it matches your search criteria. For example."Preamble" The selected Clauses will then appear in the Confirmed tab. You can ignore a Clause or Remove Identification if it does not match your search criteria. These will then be displayed in the respective tabs.
<div class="image-green-border">[[File:7.9 Negotiate AI 9.png|720px|7.9 Negotiate AI 9]]</div>
11. '''Click''' "Save". The "Clause Matching Library" pane opens.
<div class="image-green-border">[[File:7.9 Negotiate AI 10.png|720px|7.9 Negotiate AI 10]]</div>
You can compare, confirm, replace or review Clauses later. You can also track deviation on the Clauses.
<div class="image-green-border">[[File:7.9 Negotiate AI 11.png|720px|7.9 Negotiate AI 11]]</div>
12. '''Click''' "Select from Library" if you want to select the Clause from the ICI repository.

13. You can edit the Attributes here from the "Agreement Metadata" pane.
<div class="image-green-border">[[File:7.9 Negotiate AI 12.png|720px|7.9 Negotiate AI 12]]</div>
== Discovering Attributes and Clauses using Icertis Experience for Word ==

When you initiate the discovery process using the Icertis Experience for Word, the system triggers the discovery of attributes and clauses for both - own and third party type of paper. However, only non-tagged attributes and clauses are discovered.

To discover attributes and clauses:

1. '''Download''' the latest agreement in Word format from the Versions tab on the agreement Details page.

2. '''Open''' the agreement using the Icertis Experience for Word.

3. '''Click''' the "Discovered Attributes/Clauses" button.

The discovery is triggered but ICI-tagged attributes and clauses are not discovered. All other attributes and clauses are discovered and displayed, as shown in the screenshots for Clauses and Attributes below:

'''Clauses:'''
<div class="image-green-border">'''[[File:7.10 Discover AI Obligation AI Support for Own Paper 14.png|720px|7.10 Discover AI Obligation AI Support for Own Paper 14.png]]'''</div> <div class="image-green-border"> </div> <div class="image-green-border">'''Attributes:'''</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:7.10 Discover AI Obligation AI Support for Own Paper 15.png|720px|7.10 Discover AI Obligation AI Support for Own Paper 15.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">'''Note:'''</div>
*If you create an agreement that does not have the "Clause Discovery Type" attribute, an error message is displayed as shown in the screenshot below:
<div class="image-green-border">[[File:7.10 Discover AI Obligation AI Support for Own Paper 16.PNG|720px|7.10 Discover AI Obligation AI Support for Own Paper 16.PNG]]</div>
*If a latest agreement version is present in ICI, but you open the previous version using Icertis Experience for Word, ICI automatically detects the latest version, as shown in the screenshot below:
<ul style="list-style-type: circle; margin-left: 40px;">
<li>Clicking ''Yes'' will automatically download and open the latest version.</li>
<li>Clicking ''No ''will let you continue working on the previous version. After you confirm the attributes and clauses and '''click "'''Finish", this version will be saved as the latest one in ICI.</li>
</ul>
<div class="image-green-border">[[File:7.10 Discover AI Obligation AI Support for Own Paper 17.png|720px|7.10 Discover AI Obligation AI Support for Own Paper 17.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"><div class="note-box">'''Note: '''The automatic download and opening of the latest agreement version is supported only in Microsoft Office 365 Word version. In the Office Desktop version, the below error message is displayed:</div> </div> <div> </div> <div class="image-green-border"> [[File:7.10 Discover AI Obligation AI Support for Own Paper 18.png|720px|7.10 Discover AI Obligation AI Support for Own Paper 18.png]]</div> <div class="image-green-border"> </div>
== AI powered playbook in WordAI ==

With this release, ICI is introducing a legal playbook in the WordAI app that uses artificial intelligence to identify exceptions in the contract and actions taken on them, as well as assess the risk when these exceptions are accepted by the negotiators to be able to take corrective actions and mitigate risks. 

Earlier, negotiators had to manually review each clause to find deviations or track how the negotiations have proceeded through multiple exchanges over a period of time and detect the risks of the agreement.  <br/> Now, ICI supports digitization of the legal playbook using masterdata that allows users to define and parameterize multiple playbook positions (data types) for standard library clauses or contract types, define rules for playbook exceptions, and assign risk scores for each playbook exception. 

The exceptions are identified by the WordAI app using the discovery process allowing users to review and take corrective actions. Based on the actions taken, a risk assessment is done and a risk report is then available which displays the cumulative risk scores across different versions.

Negotiators can now:

*Define the structure and setup the playbook by configuring a masterdata in ICI.
*Define the parameters and rules to raise playbook exceptions for supported datatypes (number, currency, percentage and string). For example, define the range for limitation of liability and raise an exception if it is out of range.
*Use Artificial Inteligence to identify and highlight the playbook exceptions in the document.
*Review all discovered exceptions that are listed down on the page and take corrective actions as required.
*Assess the risk for each revised contract version when exceptions are accepted using risk assessment scores.
*Review the version-wise cumulative risk using a risk report.

By default, the playbook is disabled and can be enabled by setting parameters in configuration key.

=== Digitization of legal playbook in ICI using masterdata ===

The playbook masterdata is the repository where users can define the clause wise playbook exceptions and their defining parameters.<br/> Users can configure a masterdata and define multiple playbook positions for a standard library clause in context of the contract type in which the clause is used. Users can also specify parameters and criteria for playbook positions to raise exceptions.

The Legal playbook masterdata can include details about:

*Sections or clause
*Context: what to look for in the document
*Standard position: position of the exception in a document
*Rationale: the rational reasoning for exception
*Alternate languages
*Walk away position
*Escalations

 

==== Seeded playbook Attributes ====

ICI provides set of seeded global attributes using which users can create and execute legal playbook exceptions on ICI clauses.

The attributes are:

[[File:7.14 Playbook Attributes.png|720px|7.14 Playbook Attributes.png]]
<div class="image-green-border"> </div>
==== Configuring playbook Masterdata contract types ====

Users can configure a playbook masterdata with the seeded global attributes to define criteria to capture exceptions in the document.

To create masterdata:

1. '''Click '''Configure > Contract Type > Create from the homepage. The "Select Contract Type" page opens.
<div class="image-green-border">[[File:MSCRM 1.png|720px|MSCRM 1.png]]</div>
2. '''Select "'''Masterdata". 
<div class="image-green-border">[[File:Nego AI 1.PNG|520px|Nego AI 1.PNG]]</div>
3. '''Click '''"Next". The "Create Contract Type" page opens.

4. '''Enter "'''Contract Type Name". For example, "ContractPlaybook".
<div class="note-box">'''Note''': The masterdata contract type name provided in the ''Contract Type Name'' field should be same as the technical name set up for masterdata in the ICI technical configuration file.</div>
5. '''Enter "'''Description".
<div class="image-green-border">[[File:Nego AI 2.PNG|720px|Nego AI 2.PNG]]</div>
6. '''Click "'''Next". The Attributes page opens.

7. '''Select '''a seeded playbook attribute in the ''Available Attribute'' column. For example, ''Clause Library Clause Code''.

8. '''Move '''the attribute to the ''Selected Attribute'' column using action arrows.

9. '''Edit '''attribute properties as required.

10. '''Click '''''Save''. The ''Attribute updated successfully'' message is displayed.
<div class="image-green-border">[[File:Nego AI 3.PNG|720px|Nego AI 3.PNG]]</div>
11. '''Add '''all the mandatory attributes for legal playbook following steps from number 7 to 10.

12. '''Click '''''Next''. The ''Display Preference'' tab opens.

13. '''Enter '''the details on the ''Display Preference'' and ''Team ''tab.

14. '''Click '''''Next''. The ''Verify'' page opens.

15. '''Verify '''the details and click ''Create''. The masterdata is created.

16. '''Approve '''the masterdata following the ICI approval workflow.

 

==== Creating masterdata instance ====

Users can add multiple playbook exceptions by creating playbook masterdata instances. Users can associate the playbook exception with the standard library clause.

To create masterdata instance:

1. '''Click '''Configure > Masterdata > Create Masterdata on the Home page. The Create Masterdata page opens.
<div class="image-green-border">[[File:SF 7.png|720px|SF 7.png]]</div>
2. '''Select '''the ''Masterdata''. For example, ''ContractPlaybook''.

3. '''Click '''''Next''. The ''Attributes ''page opens.
<div class="image-green-border">[[File:Nego AI 4.PNG|520px|Nego AI 4.PNG]]</div>
4. '''Enter '''the details in the configured attributes.
<div class="image-green-border">[[File:Nego AI 5.PNG|720px|Nego AI 5.PNG]]</div>
5. '''Click '''''Create''. The masterdata instance is created.

 

==== Accessing playbook from within the clause on ICI instance ====

Users can access the playbook and view all exception details related to a clause on the ICI instance when the playbook is enable on the instance through technical configuration and the clause is associated with the masterdata instance.

To view a clause:

1. '''Click '''''Clauses'' on the ''Home ''page. The ''Clause ''index page opens.

2. '''Click '''''View Record'' icon corresponding the clause you want to access. The clause ''Details ''page opens.

3. '''Select '''''Playbook ''tab. the overview of the exception opens.

4. '''Click '''''View Record'' icon corresponding to the exception to view its masterdata instance.

Users can create and associate multiple exceptions (masterdata instances) with a clause.
<div class="image-green-border">[[File:Nego AI 17.PNG|720px|Nego AI 17.PNG]]</div> <div class="image-green-border"> </div>
=== Configuring risk associations for playbook exceptions ===

The risk assessment is performed for the agreement by assessing playbook exceptions and risk scores of those exceptions in the agreement whenever a new version is uploaded in ICI. The risk association will be created for each agreement version for every playbook exception. The risk associations are created for the agreement by configuring the event rule.

Risk Assessment contract type is an associated document contract type. Users should configure the risk Assessment with the set of required attributes as:

*Agreement Code
*Name
*Contract Name
*Risk Criteria
*Risk Type
*Clause Library Clause Code
*Clause Library Clause Name
*Risk Description
*Risk Assessment
*Contract Version
*Assessment Date

To add the association to the contract type:

1. '''Click '''''Configure > Contract Type > Create'' on the ''Home ''page. The ''Select Contract Type'' page opens.
<div class="image-green-border">[[File:MSCRM 1.png|720px|MSCRM 1.png]]</div>
2. '''Click '''''Associated Document''. 

3. '''Click '''''Next''. The ''Create Contract Type'' page opens.
<div class="image-green-border">[[File:Nego AI 6.PNG|520px|Nego AI 6.PNG]]</div>
4. '''Enter '''''Contract Type Name''. For example, ''ContractRiskAssessment''. 
<div class="note-box">'''Note''': The risk assessment associated document contract type name provided in the ''Contract Type Name'' field should be same as the technical name set up for risk assessment in the ICI technical configuration file.</div>
5. '''Enter '''''Description''.

6. '''Set '''''Yes/No'' for remaining fields as per requirements.

7. '''Click '''''Next''. The ''Attributes ''page opens.
<div class="image-green-border">[[File:Nego AI 7.PNG|620px|Nego AI 7.PNG]]</div>
8. '''Search '''for the seeded global attributes configured for playbook in the ''Available Attribute'' pane. For example, ''Clause Library Clause Code''.

9. '''Add '''the attribute to the ''Selected Attribute'' pane using action arrows.

10. '''Edit '''the ''Attribute ''properties if required.

11. '''Click '''''Save''. The ''Attribute ''updated successfully message is displayed.

12. '''Add '''all the required attributes following steps from number 7 to 10.
<div class="image-green-border">[[File:Nego AI 8.PNG|620px|Nego AI 8.PNG]]</div>
13. '''Click '''''Next''. The ''Display Preference'' tab opens.

14. '''Enter '''the details on the ''Display Preference'' and Team tab.

15. '''Click '''''Next''. The ''Verify ''page opens.

16. '''Verify''' the details and click ''Create''. The associated document contract type is created.

17. '''Approve '''the contract type following the ICI approval workflow.

 

=== Associating risks with agreement contract type ===

Users can associate the Risk Assessment contract type to the agreement at contract type level to enable the playbook risk assessment. Once configured, risk association will be available on the left navigation pane in the Association tab.

To edit the contract type and add associations:

1.    '''Click '''''Configure > Contract Types'' on the ''Home ''page. The contract type index page opens.

2.    '''Click '''''View Record'' icon corresponding to the agreement contract type you want to enable playbook for. For example, ''Master Service Agreement''. The contract type ''Details ''page opens.
<div class="image-green-border">[[File:Nego AI 9.PNG|720px|Nego AI 9.PNG]]</div>
3.    '''Click '''''Edit''. The ''Edit ''masterdata - ''Details ''tab opens.
<div class="image-green-border">[[File:Nego AI 10.png|720px|Nego AI 10.png]]</div>
4.    '''Click '''''Next''. The ''Attributes ''tab opens.

5.    '''Click '''''Next''. The ''Association ''tab opens.

6.    '''Click '''''Add Association'' icon. The ''Add Association'' section opens.

7.    '''Enter '''the ''Association Name''. For example, ''ContractRiskAssessment''. 

The ''Relation Type'' will be displayed according to the current agreement and the selected association contract type. For example, ''ParentChild''.

8.    '''Select '''the ''Associated Contract Type''. For example, ''ContractRiskAssessment''.

9.    '''Toggle '''the ''Allow Multiple Instance'' field to ''Yes''.

10.    '''Click '''''Save''. The association will be added to the agreement contract type.
<div class="image-green-border">[[File:Nego AI 11.PNG|720px|Nego AI 11.PNG]]</div>
11.    '''Click '''''Next''. The ''Display Preference'' tab opens.

12.    '''Enter '''the details on the ''Display Preference'' and ''Team ''tab.

13.    '''Click '''''Next''. The ''Verify ''page opens.

14.    '''Verify '''the details and click ''Create''. The agreement contract type is updated.

15.    '''Approve '''the contract type following the ICI approval workflow.

 

 

=== Configuring event rule for associating risks ===

Users can configure event rule to calculate risk scores and create risk associations for agreements whenever a new version of the document is uploaded in the ICI.

Users can also configure event rules to define conditions to raise playbook exceptions using the ICI AI discovery process’s AITriggerDiscovery event. For example, raise exception when specific attributes are present in the clause.

To configure a rule:

1. '''Click '''''Configure > Rule > Create Rule'' on the ''Home ''page. The ''Create Rule'' page opens.

2. '''Select '''the ''Contract Type''. For example, ''Automation Basic Agreement''.

3. '''Enter '''the ''Rule Name''. For example, ''Trigger Risk Associations''.

4. '''Select '''the ''Rule Type''. For example, ''Event Rule''. The ''Event ''field is displayed.

5. '''Select '''the ''Event''. For example, ''Agreement Document Uploaded''.
<div class="image-green-border">[[File:Nego AI 12.PNG|520px|Nego AI 12.PNG]]</div>
6. '''Click '''''Next''. The ''Build ''tab opens. 

7. '''Click '''the ''Add Rule'' button. 

8. '''Click '''''Add Condition''. The section to add rule conditions opens. For example, ''Master Services Agreement Created Date Is After'' current date.

9. '''Select '''''Additional Actions'' option in the ''Select Action'' drop-down. 

10. '''Select '''''AITriggerPlaybookRiskAssessment'' option in the next drop-down.
<div class="note-box">'''Note''': The ''AITriggerPlaybookRiskAssessment ''trigger is only available for users with AI license once enabled through technical configuration.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Nego AI 13.PNG|720px|Nego AI 13.PNG]]</div>
11. '''Select '''''No ''in ''Stop Processing More Rules'' field. The further evaluation of ''Rules'' within a ''Ruleset ''continues.

12. '''Click '''''Validate''. The page to validate the rule by entering attributes values of the selected ''Contract Type'' opens.

13. '''Click '''''Next''. The rule ''Summary ''tab opens.

14. '''Click '''''Create''. The ''Rule ''created successfully message appears. The ''Rule ''is displayed in the list of ''Rules ''of the specific ''Contract Type''.

The risk will be calculated for each uploaded agreement version and risk association will be created for the agreement upon satisfying the rule conditions.

=== Configuring  Playbook from Icertis Experience for Word ===
<div class="image-green-border"> </div> <div class="image-green-border">To create a Playbook masterdata:</div> <div class="image-green-border"> </div> <div class="image-green-border">1. '''Expand '''the ''Playbook ''on the ''Dashboard''. </div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Click '''''Create''. </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:7.16-Playbook from Icertis Experience for Word-1.png|720px|7.16-Playbook from Icertis Experience for Word-1.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">The ''Create Masterdata ''page of the ICI UI instance opens in a separate window within the Icertis Experience for Word.</div> <div class="image-green-border">[[File:7.15 727318 01.png|720px|7.15 727318 01.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">3. '''Enter '''the details and click ''Save''. For example, ''Jurisdiction other than Delaware''. The ''Playbook ''masterdata is created.</div> <div class="image-green-border"> </div> <div class="image-green-border">To view existing Playbook:</div> <div class="image-green-border"> </div> <div class="image-green-border">1. '''Click '''''View All Playbook ''on the ''Dashboard''. The Playbook page opens.</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Select '''''Contract Type''. For example, ''Master Services Agreement''. All playbook masterdata configured for the selected contract type are displayed.</div> <div class="image-green-border">[[File:7.16-Playbook Word Add-in 3.png|720px|7.16-Playbook Word Add-in 3.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">3. '''Click '''the playbook name. For example, Limitations of Liability. The ''Playbook Exception Details'' page opens.</div> <div class="image-green-border">[[File:7.16-Playbook Word Add-in 4.png|720px|7.16-Playbook Word Add-in 4.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">4. '''Click '''''Edit''. The ''Edit Masterdata'' page of the ICI UI instance for the selected playbook opens in a separate window within the ''Icertis Experience for Word''.</div> <div class="image-green-border">[[File:7.15 727318 05.png|720px|7.15 727318 05.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">5. '''Edit '''the details as required and click ''Update''. The playbook will be updated and will reflect on the ''Playbook Exception Details'' page in ''Icertis Experience for Word''.<br/>  </div> <div class="image-green-border"> </div>
 

==== Discovering playbook exceptions using AI ====

When users initiate the discovery process using the Icertis Experience for Word, the AI Discovery process in negotiate AI finds out text in the document which conflicts with legal playbook and lists down all exceptions. Users can review the exception details and take corrective actions on identified exceptions. Users can also select random text in the document and find out whether that complies with playbook. 

Discover Attributes and Clauses action is available on the dashboard for agreements with third party paper. The Edit Agreement page opens directly for agreements created with own paper type.

To perform the playbook check using Icertis Experience for Word:

1. '''Click '''''Discover Attributes and Clauses''. The ''Select Contract Type'' page opens.
<div class="image-green-border">[[File:7.16-Discovering playbook exceptions using AI0.png|720px|7.16-Discovering playbook exceptions using AI0.png]]</div>
2. '''Select '''the ''Category and Agreement Type''. For example, ''Master Services Agreement''.
<div class="note-box">'''Note''': All Contract Types with the Clause Discovery Type attribute irrespective of the value entered for the attribute, i.e. Discover AI or None are listed in the Agreement Type drop-down.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:7.16-Discovering playbook exceptions using AI1.png|720px|7.16-Discovering playbook exceptions using AI1.png]]</div>
3. '''Click '''''Discover''. All discovered clauses are displayed on the on ''Library > Clauses > AI Discovered tab''.
<div class="note-box">'''Note''': Depending on the size of the agreement, the discovery process may take some time.</div>
*The separate tabs for AI Discovered, Library, Playbook Exceptions, Agreement and Parent clauses are available.
*The blue bars next to the clause category names indicate the discovery Confidence Level (High, Medium, and Low) of the discovered clauses.
*Users can sort the search results by Document Order or Category Order.
*Clauses discovered with exceptions are associated with Fix Exception button.
<div class="image-green-border">[[File:7.16-Discovering playbook exceptions using AI3.png|720px|7.16-Discovering playbook exceptions using AI3.png]]</div>
4. '''Click '''''Playbook Exceptions'' tab to view only those clauses in the document discovered with exceptions.
<div class="image-green-border">[[File:7.16-Discovering playbook exceptions using AI4.png|720px|7.16-Discovering playbook exceptions using AI4.png]]</div> <div class="image-green-border"> </div>
5. '''Click '''the ''Fix Exception'' button corresponding to the clause you want to take action on its discovered playbook exception. The cursor control points to the clause in the document and ''Playbook Exception Details'' page opens. The exception details page displays all masterdata attributes defined for the playbook record.
<div class="image-green-border">[[File:7.16-Discovering playbook exceptions using AI5.jpg|720px|7.16-Discovering playbook exceptions using AI5.jpg]]</div>
Users can take the appropriate action on the clause in the document to handle the exception by following the standard playbook position and other details.
<div class="note-box">'''Note''': When a clause has a value in the ''Language Recommendation For Exception'' attribute, users can replace the clause text where the exception has occurred in the document with the recommended language text.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:7.16-Discovering playbook exceptions using AI 6.png|720px|7.16-Discovering playbook exceptions using AI 6.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">6. '''Click '''''Add Deviation ''if you want to initiate a deviation approval process for the discovered playbook exception.</div> <div class="image-green-border">[[File:7.16-Discovering playbook exceptions using AI7.png|720px|7.16-Discovering playbook exceptions using AI7.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">The ''Add Deviation'' page opens.<br/> The playbook exception text will be pre-selected in the selected text field. For example, ''Each representative and any…..misconduct of Icertis''.</div> <div class="image-green-border"> </div> <div class="image-green-border">8. '''Select '''standard clause from the drop down. For example, ''Limitations of liability fallback''. The standard clause text is displayed in the ''Standard clause'' text field. </div> <div class="image-green-border"> </div> <div class="image-green-border">9. '''Click '''''Add Deviation''. The deviation for the selected standard clause will be added.</div> <div class="image-green-border">[[File:7.16-Discovering playbook exceptions using AI8.png|720px|7.16-Discovering playbook exceptions using AI8.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">The ''Playbook Exception Details'' page opens again and the message ''Deviation for the Selected clause has been added successfully'' is displayed.</div> <div class="image-green-border">[[File:7.16-Discovering playbook exceptions using AI9.png|720px|7.16-Discovering playbook exceptions using AI9.png]]</div>
Users can also perform the playbook exception check on any section of the document by selecting text.

10. '''Select '''the text in the document. For example, subtext in ''Payment Terms'' clause.

11. '''Click '''''Agreement operation/actions'' icon. The drop down with available actions open.

12. '''Click '''''Find Playbook Exceptions''. The exception listing page opens displaying exceptions, if found, for the selected text.
<div class="image-green-border">[[File:7.16-Discovering playbook exceptions using AI10.png|720px|7.16-Discovering playbook exceptions using AI10.png]]</div> <div class="image-green-border"> </div>
13. '''Click '''the ''Fix Exception'' button corresponding to the clause you want to take action on its discovered playbook exception. For example, ''Payment Terms''. The ''Playbook Exception Details'' page opens for the selected clause with all configured playbook exceptions for the selected text are displayed.
<div class="image-green-border">[[File:7.16-Discovering playbook exceptions using AI11.png|720px|7.16-Discovering playbook exceptions using AI11.png]]</div>
Users can take corrective action on the clause.

14. '''Click '''Expand icon. 
<div class="image-green-border">[[File:7.16-Discovering playbook exceptions using AI12.png|720px|7.16-Discovering playbook exceptions using AI12.png]]</div>
The ''Playbook Exceptions Details'' page opens in a separate resizable window. 
<div class="image-green-border">[[File:7.15 727318 10.png|720px|7.15 727318 10.png]]</div>
Users can perform all actions available on Playbook Exception Details page on the separate window as well.

15. '''Click '''''Review Complete''. The ''Exception has successfully marked as complete message'' is displayed. 
<div class="image-green-border">[[File:7.16-Playbook Word Add-in 9.png|720px|7.16-Playbook Word Add-in 9.png]]</div>
The clause will then be marked with green tick mark indicating that the exception is handled. The Fix Exception button will not be available for the clause anymore on the AI Discovered and Playbook Exception tabs.
<div class="image-green-border">[[File:7.16-Playbook Word Add-in 10.png|720px|7.16-Playbook Word Add-in 10.png]]<br/>  <br/> 16. '''Click '''''Publish'' to share the updates. </div>
17. '''Click '''''Save''. The Agreement is uploaded to ICI Web instance.

 

 

==== View Playbooks configured for a contract type  ====

1. '''Click '''''Agreement operation/actions ''three dots action icon on the ''Edit Agreement'' page. The available actions open in a drop down.

2. '''Select '''''View All Playbook Provisions''.
<div class="image-green-border"> </div> <div class="image-green-border">[[File:7.16-Playbook Word Add-in 11.png|720px|7.16-Playbook Word Add-in 11.png]]</div>
The ''All Playbook Provisions'' page opens displaying the playbook masterdata configured for the selected/current contract type. 
<div class="image-green-border"> </div> <div class="image-green-border">[[File:7.16-Playbook Word Add-in 12.png|720px|7.16-Playbook Word Add-in 12.png]]</div>
Users can search playbook by a clause or masterdata name in a ''Search Playbook'' provisions, clauses field. Click on the Playbook name to open the ''Playbook Exception Details'' page.

 

 

 

=== Playbook Risk Assessment Report ===

The Risk Assessment Report is an agreement level report that is now available on the Reports tab of the agreement Details page. It is a trend line chart report that depicts the agreement’s aggregate risk score by their version. ICI's AI algorithm identifies the playbook exceptions for an each version. The risks are calculated based on playbook exceptions and a risk assessment association instance for every exception is created along with its risk score.

The risk report:

*Uses the Report Description field to calculate the version wise aggregate risk score
*Includes details such as Serial No., Risk Assessment instance Id and name, Contract Version, Clause Name, Risk Type, Risk Assessment score and Assessment Date
*Includes a hyperlink to the Risk Assessment association instance in the Record ID column that directs the user to the Risk Assessment page
*Renders with sorted result
*Access is controlled through Security Groups
*Can also be exported to Excel<br/>  

To access the Risk Assessment Report:<br/> 1.   '''Click '''''Agreement Management'' > ''Agreements'' on the ''Home ''page. The ''Agreement ''index page opens.<br/> 2.  '''Click '''''View Record'' icon corresponding to the agreement you want to open. For example, ''ICMMasterServicesAgreement_264''. The agreement ''Details ''page opens.
<div class="image-green-border">[[File:Nego AI 14.png|720px|Nego AI 14.png]]</div> <div class="image-green-border"> </div>
3.  '''Expand '''the ''Reports ''tab on the left navigation pane. The list of all available reports opens.
<div class="image-green-border">[[File:Nego AI 15.png|720px|Nego AI 15.png]]</div> <div class="image-green-border"> </div>
4.  '''Click '''''Risk Assessment'' ''Report''. The ''Risk Assessment Reports'' page opens.

The ''Contract Version 1'' has three instances of risk assessment associations for three playbook exceptions for the ''Limitations of Liability'' clause. Each risk association has the risk assessment score as nine. Therefore, the total risk for ''Contract Version 1'' is calculated as ''27''. The total risk for ''Contract Version 2 ''is calculated as ''9''. Similarly, risks scores for each contract version with all exceptions are calculated and represented graphically on the ''Risk Assessment Report'' page.
<div class="image-green-border">[[File:7.14 Playbook risk report 3.png|720px|7.14 Playbook risk report 3.png]]</div> <div class="image-green-border"> </div>
5.  '''Click '''the risk assessment hyperlink in the ''Record ID'' column. The risk assessment association ''Details ''page opens on the ICI instance.
<div class="image-green-border">[[File:Nego AI 16.PNG|720px|Nego AI 16.PNG]]</div>
 

 

 

{|
|-
|  
{|
|-
|     '''Related Topics:''' [[Agreement_Management|Create Agreement]] | [[Managing_US_Federal_Contracts_using_ICI|Managing US Federal Contracts using ICI]]  | [[Contract_Digitalization|Contract Digitalization]] | [[Discover_AI|DiscoverAI]] | [[Obligation_AI|ObligationAI]] | [[Visualize_AI|VisualizeAI]]
|}

|}

{|
|-
|  
|}

Discover AI

2022-06-09T10:12:15Z

IDT-1:

 

= DiscoverAI =

== Contract Highlights ==

Whenever contracts are sent to CXOs, legal or finance teams for their approval or signatures, they are interested to know if a certain language is present or absent in the contract. This helps them to understand the nuances of the contracts, viewpoints of various stakeholders, etc. and they can quickly take an informed decision.

With this release,

*The "DiscoverAI" model can find the terms in documents and highlight them for business decision makers. Configurators can now specify the important words by the business so that the "DiscoverAI" model can find matching as well as similar terms in documents and highlight them for the intended audience.
*In case no phrases are specified, then ICI will identify the important sections in the contract based on learnings from historical data. The identified sections will also be ranked in order of importance.
*A configurator can also specify the maximum number of highlights to be extracted from the agreements. The AI algorithm would rank the findings and present only the top ranked highlights to the user.
*Configurators can configure the event to generate the contract highlight, for example agreement updated, etc. Using this configuration, when the specified event occurs, ICI will identify the important sections of the contract based on historical data and phrases specified by the configurator

To configure generating contract highlights from an agreement:

#'''Create''' an "Agreement Contract Type" using "Third Party Paper". You can use an existing "Agreement Contract Type" as well.
<div class="image-green-border">[[File:Discover 1.PNG|620px|Discover 1.PNG]]</div> <ol start="2">
<li>'''Click''' "Next", the "Attributes" page opens.</li>
<li>To be able to generate contract highlights from an Agreement, '''include''' the following attributes in the ''Agreement Contract Type'':</li>
</ol>
<ul style="margin-left: 40px;">
<li>'''Contract Highlight Terms''': The "Data Type" must be selected as "String". In the "Default Value" attribute, '''enter''' the different terms or keywords expected in the highlight, separated by a pipe symbol. For example, Legal|Confidentiality|Liability|NoOfRecords:10.</li>
<li>'''Contract Highlights''': Here the "Data Type RichTextArea" must be selected.</li>
</ul>
<div class="image-green-border">[[File:Discover 2.PNG|620px|Discover 2.PNG]]</div> <ol start="4">
<li>'''Create''' an "Associated Document Contract Type", for example, "ICILegalHighlights" to generate contract highlights for your legal department.</li>
</ol>
<div class="note-box">'''Note''': ''Allow Document Assembly'' must be set to ''Yes''.</div>
 
<div class="image-green-border">[[File:Discover 3.PNG|620px|Discover 3.PNG]]</div> <ol start="5">
<li>To add contract highlights in an "Associated Document", '''include''' the following attributes in the "Associated Document Contract Type".</li>
</ol>

*'''Contract Highlight Terms''': The "Data Type" must be selected as "String". In the "Default Value" attribute, '''enter''' the different terms or keywords expected in the highlight, separated by a pipe symbol. For example, Legal|Confidentiality|Liability|NoOfRecords:10.
*'''Contract Highlights''': Here the "Data Type RichTextArea" must be selected.

To add the created "Associated Document Contract Type" to the "Agreement Contract Type":
<ol start="6">
<li>On the "Contract Types" page, '''click''' the "Agreement Contract Type" created earlier. The "Details" page for that contract type opens.</li>
<li>'''Click''' the "Edit" button. The "Edit Contract Type" wizard opens.</li>
<li>'''Navigate''' to the "Association" tab by clicking "Next".</li>
<li>'''Click '''the plus icon next to "Association".</li>
<li>'''Create '''an "Association" for the "Associated Document Contract Type".</li>
</ol>
<div class="image-green-border">[[File:Discover 4.PNG|520px|Discover 4.PNG]]</div>
*'''Select''' the created "Associated Document Contract Type". You can set the "Allow Multiple Instance" option to "Yes", to allow different contract highlight associated documents to be created for different departments, such as legal or finance.
<ol start="11">
<li>'''Create''' a template for the "Associated Document".</li>
</ol>
<div class="image-green-border">[[File:Discover 5.PNG|520px|Discover 5.PNG]]</div> <div class="image-green-border"> </div> <div class="note-box">'''Note''': Both the contract highlights attributes (''Contract Highlight Terms'' and ''Contract Highlights'') must  be tagged within the template.</div> <ol start="12">
<li>'''Create''' a "Template Selection Rule" for the "Associated Document".</li>
</ol>
<div class="image-green-border">[[File:Discover 6.PNG|420px|Discover 6.PNG]]</div> <ol start="13">
<li>'''Create''' an "Event Rule" with the action "AITriggerContractHighlights".</li>
</ol>
<div class="note-box">'''Note''': The ''Event'' selected must be any other than ''Agreement Created'', for example ''Agreement Published''.</div> <div class="image-green-border">[[File:Discover 6.PNG|420px|Discover 6.PNG]]</div> <ol start="14">
<li>To get the contract highlights in the "Associated Document", you need to '''create''' an "Association" with the "Parent Agreement".</li>
</ol>
<div class="image-green-border">[[File:Discover 7.PNG|420px|Discover 7.PNG]]</div> <ol start="15">
<li>'''Click''' "Next". The "Meta Data" page opens.</li>
<li>'''Enter''' the keywords in the Contract Highlight Terms. For example, CEO|Liabilities | Amount |Penalty |obligation| regulation| price| jurisdiction|NoOfRecords:10.</li>
<li>'''Add''' ''NoOfRecords:n'' where 'n' denotes the number of contract highlights to be extracted. The default is ''NoOfRecords:20'', if the value of n is not specified in the keywords.</li>
<li>When an Agreement created using the selected Agreement Contract Type is published, the configured contract highlights will be extracted and compiled in the Associated Document.</li>
</ol>
<div class="note-box">'''Note''': There are no changes to the existing Agreement workflow while configuring and generating the contract highlights.</div>
= Table Discovery =

Along with clauses and metadata, ICI also extracts tables (including information such as SLAs, price list, etc.) in Agreements and displays them on the ''Tables ''tab (on the ''Details'' page). ICI tries to match the discovered table(s) with the Associated Contract Types of the Agreement. If a strong match is found, then the table is tagged with that Associated Contract Type, and the table columns are also matched with the Attributes of that Associated Contract Type.

You can then take relevant action such as creating new instances of the Associations. Automatically recognizing table data inside the Agreements saves a lot of manual labor of identifying and tagging the data correctly.

The table discovery allows you to:

*Identify and discover the table(s) in the Agreement Document
*Update the data in the discovered table as required
*Create new instances of the Associations for the uploaded Agreement
<div class="note-box">'''Note:''' Both .docx and .pdf formats are supported.</div>
The table discovery in PDF agreements works well with:

*Tables with well-defined borders in text PDFs and high-quality scanned PDFs
*Tables that may be slightly skewed or tilted
*Table cells with light-colored backgrounds

The table discovery in PDF agreements may not work well with:

*Tables in low-quality scanned PDFs and those without borders
*Tables without well-defined borders or characters overlapping the table border, etc., due to certain OCR limitations
*Certain non-table elements, such as flowcharts and diagrams
*Tables with merged columns and rows
*Nested tables, which may be discovered as multiple tables

 

== Discovering Tables in an Agreement ==

To discover tables in an Agreement:

1. '''Create''' an Agreement ("Third Party Type Of Paper"). 
<div class="image-green-border">[[File:Discover 8.PNG|520px|Discover 8.PNG]]</div>
<br/> 2. '''Ensure''' that the Clause Discovery functionality is turned On and the Contract Type is enabled for table discovery.
<div class="image-green-border">[[File:Discover 9.png|520px|Discover 9.png]]</div>
<br/> 3. '''Create and Publish''' the Agreement. ICI automatically queues the Agreement for table discovery.
<div class="note-box">'''Note:''' To enable discovery, the hooks must be enabled.</div>
 

=== Viewing Discovered Tables in an Agreement ===

You can view all the discovered tables in an Agreement, so that you can review them and take actions as needed (based on whether they meet the criteria for creating an associated document or not).

1. '''Click''' the Tables tab on the uploaded Agreement Details page.<br/> 2. ICI displays a list of the Discovered Tables for that Agreement Document.
<div class="image-green-border">[[File:Discover 10.png|920px|Discover 10.png]]</div> <div class="image-green-border"> </div>
=== Editing Table Data ===

1. '''Click''' the Edit Table Name icon next the table that you want to edit. For example, Table 2.
<div class="image-green-border">[[File:Discover 11.png|620px|Discover 11.png]]</div>
2. '''Toggle '''the Has Header button to Yes if you want the table to have a header.
<div class="image-green-border">[[File:Discover 12.png|620px|Discover 12.png]]</div>
3. '''Click''' inside the header box to add the header name. For example, Customer Name, Results, etc.
<div class="image-green-border">[[File:Discover 13.PNG|620px|Discover 13.PNG]]</div>
4. '''Click '''inside each of the boxes to add data in the columns. For example, MSA Effective date, 2/06/18, etc.

5. '''Click "'''Save Changes" to save changes if you want to review or edit them later. The Table data saved message is displayed.
<div class="image-green-border">[[File:Discover 14.PNG|320px|Discover 14.PNG]]</div>
6. '''Select '''the Association for which you want to create this data from the Select Association drop-down. For example, "Import Export".
<div class="image-green-border">[[File:Discover 15.png|620px|Discover 15.png]]</div>
7. A validation message is displayed to check if you want to save the updated data. '''Click '''"Save" to update the data in the table, else '''click''' "Discard".
<div class="image-green-border">[[File:Discover 17.PNG|320px|Discover 17.PNG]]</div>
8. '''Select''' the checkbox for the rows and columns that you want to update.
<div class="image-green-border">[[File:Discover 16.PNG|520px|Discover 16.PNG]]</div>
9. '''Click '''"Finish". A validation message is displayed informing you that you will not be able to make any changes to the table data after this.

10. '''Click '''"Yes" if you are sure that you want to update the table and proceed.

11. A message is displayed indicating that the table data is saved and the Associations are being created. '''Click '''"Yes" if you are sure that you want to update the table and proceed, else '''click '''No.

12. You can view the associations on the Associations tab.

13. '''Click '''View Record to view the details of the individual records.

14. You can take further action as needed. For example, send it for Approval.

 

=== Selecting the Type of Table to be able to create Associations for it ===

You can create Associated Documents using the data in the discovered tables. You are basically discovering the Associated Document type and the columns associated with that document type.

To do so:

1.''' Click''' the Tables tab on the uploaded Agreement Details page.<br/> 2. In the Discovered Tables window when matching data is present, the exact Associations with that table are discovered. For example, the "Import Export" are discovered. These are associated and the names of the header are also discovered. 
<div class="image-green-border">[[File:Discover 18.png|620px|Discover 18.png]]</div>
3. You can select whether the table should have a header or not by enabling the Has Header flag to "Yes". <br/> By doing this, the first row of the table will be marked as the header and Associations will not be created for it. If there are 2 rows other than the header, then 2 Associations will be created. A green tick mark will be displayed next to them which means that they are successfully created in the Tables tab. <br/> 4. In the Discovered Tables window, make changes in the table as required. For example, '''select''' 3 rows and columns.

 

=== Saving the changes of the Table Discovery for the Agreement ===

You can save the interim progress of the Table Discovery for an Agreement, so that you can review it later by:

1. '''Click''' "Save Changes". The Table data saved message is displayed.
<div class="image-green-border">[[File:Discover 19.png|720px|Discover 19.png]]</div>
=== Finishing the Table Identification for an Agreement ===

You can complete the Table identification for an Agreement, so that the identified tables become part of the Agreement. <br/> 1.''' Click''' "Finish"''. ''A message will be displayed indicating that you will not be able to make any changes to the table data.
<div class="image-green-border">[[File:Discover 20.PNG|320px|Discover 20.PNG]]</div>
<br/> 2. '''Click '''"Yes" if you are certain that you want to make the changes, else you can save changes and review them later. <br/> 3. '''Click'''''the Associations tab to see the Associations that are discovered, as shown in the screenshot below:'' 
<div class="image-green-border">[[File:Discover 22.png|720px|Discover 22.png]]</div>
4. '''Click '''the Supplier association to view the details and send for approval.<br/> 5. '''Click''' "Export to Excel" if you want to export the table that has been discovered. 

'''Note:'''

*Once the Associations are created, you cannot make any changes to the table. The table is disabled and the status changes to ''Review Completed''.
*It is not necessary to match every table to one of the association contract type. You can still make changes to such tables and download them using ‘Export to excel’ functionality.

 

= DiscoverAI - Support for Own Paper =

ICI already leverages the DiscoverAI app to discover attributes, clauses, tables and obligations in agreements created using third party paper type.

Now, ICI has extended the support to discover attributes, clauses, tables and obligations in agreements created using own paper type, and tagging the attributes and clauses to the original agreement document. This helps convert unstructured documents into structured agreements, making it easier to manage and also increase compliance.

'''Note:'''

*Tagging is supported only in Word documents.
*The attributes and clauses that have been confirmed in ICI (even on the web UI) are tagged back in the agreement document.

 

== Discovering Attributes, Clauses, Tables and Obligations ==

To discover attributes, clauses, tables and obligations using own type of paper:

1. '''Create '''an agreement using Own Type of Paper.
<div class="image-green-border">[[File:Discover 23.PNG|520px|Discover 23.PNG]]</div>
2. '''Click '''"Next". The Attributes page opens.

3. '''Select''' the seeded AI model- DiscoverAI Standard in the AI Model.
<div class="image-green-border">[[File:Discover 24.png|620px|Discover 24.png]]</div>
4. '''Click''' "Next"''. ''The "Select Template" page opens.

5. '''Select''' a template or '''upload''' a file.

6. '''Click''' "Next".
<div class="image-green-border">7. '''Click''' "Create and Publish". The agreement Details page opens.</div>
All non-tagged attributes, clauses, tables (if present in the agreement document) and obligations are discovered based on the  DiscoverAI Standard model configuration .
<div class="image-green-border">[[File:Discover 25.PNG|620px|Discover 25.PNG]]</div> <div class="image-green-border"> </div> <div class="note-box">'''Note:''' It may take some time for the discovery process to complete. Click the individual entities below the ''AI Discovery'' tab to view the discovered attributes, clauses, tables and obligations.</div>
 

 

 

== Tagging Discovered Attributes ==

1. '''Click''' the "Attributes" tab.

2. '''Click''' "Edit" to edit the attributes. You can also modify the discovered attribute values by clicking the View potential matching values icon and then '''Click '''"Update".
<div class="image-green-border">[[File:Discover 27.png|620px|Discover 27.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">
The AI model will learn and recommend values when:

*The discovered attribute value is incomplete, and the user selects the complete value, such as selecting the complete address line if the system has discovered only partial address
*Manual corrections are made to incorrectly identified attribute values, such as correction in vendor name
*A different attribute value is selected using the Keep selected text option

The newly learnt values will, from thereon, be presented as default to the user and any changes will continue to be learnt and recommended by the AI model.
</div> <div class="image-green-border">3. '''Click''' the "Versions" tab.</div> <div class="note-box">'''Note: '''There will be now be 2 versions of the agreement.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Discover 28.PNG|620px|Discover 28.PNG]]</div> <div class="image-green-border"> </div> <div class="note-box">'''Note:''' '''Click''' ''Save Draft'' in Step 2 to save the selected attribute values; this will not create a new version.</div>
4. '''Download''' the latest version of the agreement in Word format. The discovered attributes are tagged as ICI attributes in the agreement document, as shown in the screenshot below:
<div class="image-green-border">[[File:7.10 Discover AI Obligation AI Support for Own Paper 8.png|720px|7.10 Discover AI Obligation AI Support for Own Paper 8.png]]</div> <div class="image-green-border"> </div> <div class="note-box">'''Note:''' If you create a new agreement and upload the Word document that was downloaded in Step 5, the discovery will trigger, but the attributes that were already confirmed and tagged to the agreement are not discovered. However, they will be displayed, as shown in the screenshot below:</div>
 

 

== Tagging Discovered Clauses ==

1. '''Click''' the ''Clauses'' tab. The discovered clauses are displayed.
<div class="image-green-border">[[File:Discover 30.PNG|720px|Discover 30.PNG]]</div>
2. '''Take '''actions (such as ''Confirm, Confirm with Deviation, Ignore, Review Later'') on the discovered clauses.

3. '''Click''' ''Finish ''to complete the review process, as shown in the screenshot below:

4. '''Click''' the ''Versions'' tab. A new version of the agreement is created in both Word and PDF formats. 
<div class="image-green-border">[[File:Discover 28.PNG|720px|Discover 28.PNG]]</div>
5. '''Download''' the latest version. The confirmed clauses are tagged as ICI clauses in the agreement document.
<div class="image-green-border">[[File:7.10 Discover AI Obligation AI Support for Own Paper 13.png|720px|7.10 Discover AI Obligation AI Support for Own Paper 13.png]]</div>
'''Note''':

*If you create a new agreement and upload the Word document that was downloaded in Step 5, the discovery will be triggered, however the clauses that were already confirmed and tagged as ICI clauses are not displayed.
*Only when the agreement is published, the clauses that you confirm on clicking ''Finish'' will be saved as ICI clauses and displayed in the ''Agreement Clauses'' tab on the ''Details'' page.
*A new agreement version is created each time you save the discovered attributes and confirm the clauses by clicking ''Finish''.

 

 

= Inbuilt Discovery of Attributes and Clauses =

Previously, discovering attributes and clauses in customers’ agreement documents was time consuming as it required retraining of the algorithms from scratch, causing delay in deployment of services.

Now, ICI has an inbuilt discovery model that helps to automatically extract and discover the most common attributes and clauses in agreements besides enhancing clause delineation in third party contracts. It is a seeded, pre trained model named DiscoverAI Standard. This facilitates the prediction of accurate clause categories and capturing the right metadata within clauses. This improves contract turnaround time and quality of results, thus leading to improved user experience.

The inbuilt discovery model supports the discovery of the following predefined attributes and clauses in any MSA, NDA and SOW third party paper contract types:

*'''Attributes: '''''Party Name'', ''Party Address, Effective Date, Expiry Date, Contract Value, Contract Duration, Renewal, EverGreen, PaymentTerms, Jurisdiction, Governing Law, Notice Period For Termination, LiabilityType,'' ''ComplianceType, City, State, Country, Zip code, Point of Contact-Name, Point of Contact-Title, Point of Contact-Address, Point of Contact-Email and Point of Contact-Phone, Signatory Name, Breach Cure Period, Signatory Title, Records Retention Period, Signature Date, Warranty Claim Period, Confidentiality Survival Period, Acceptance Completion Period, Force Majeure Period, Liquidated Damages Cap, Termination for convenience notice period, Termination for cause notice period, Policy changes notice period, Renewal notice period, Interest Percentage on Payment Delay''

'''Note: '''The ''Contract Value'' attribute supports the following currencies - USD, CAD, EUR, INR and CAN

*'''Clauses:''' ''Acceptance, ''''Amendment, Assignment, Audit, Business Continuity, Certification, Change Control, Change Of Control, Conditions Precedent, Confidential Information, Conflicts, Counterparts, ''''Data'' ''Privacy, Delivery, Deposits, Disclaimer, ''''Definitions, Dispute Resolution, Effects Of Termination/ Expiry, Escalation, Events Of Default, Exclusivity, Extra Benefits, Entire Agreement, ''''Feedback,''''Force Majeure, Governing Law, Indemnification, Insurance, Intellectual Property Rights, Interpretations, Inventory/Materials, Language, Liability, License, Limitation Of Liability, Loans, Maintenance Of Properties, Meetings, Mutuality, Non Circumvention, Non-Compete, ''''Non-Exclusivity,''''Non-Solicitation, Notices, Payment Terms, Penalties/Remedies, Personnel, Preamble, Publicity, Purchase, Quality Control, Rebates and Discounts, Recitals, Retun of Assests, Representations, Warranties and Compliances, Scope/Purpose, Service level Agreement, Severability, Signature, Survival, Suspension, Taxes, Term, Termination'''''<b>, ''Third Party Engagement, Use of Proceeds, Use of Services/Products.''</b>

The discovery support has been further extended for URL datatype attributes. ''DiscoverAI''  would be able to discover the URLs in contract and associate them with URL datatype attribute. Also, users now would be able to select and save multi-choice attributes as well as multi-choice lookup datatypes on the ''Attributes Discovery'' page.

Users can manually trigger the attribute discovery on the ''Attributes'' page itself, while uploading a third-party document, during the agreement creation process. Discovered values will then be auto-filled in empty attributes and users can view additional potential options for the discovered attributes. <br/> Users can: <br/> •    View the progress of the attribute discovery. <br/> •    Identify AI discoverable attributes on the “Attributes” page of the agreement creation wizard.<br/> •    View the values recommended by AI for discoverable attributes.<br/> •    View the agreement document on the “Attributes” page itself, for quick validation of AI recommended values for discoverable attributes as well as attributes values already tagged in the agreement document.

 

 

== Discovering Common Attributes and Clauses ==

1. '''Create '''an agreement using "Third Party Type of Paper".

2. '''Click''' "Next". The Attributes page opens.

3. '''Select '''a document in the File Path field. For example, "ICMMasterServiecesAgreement.pdf". The "Discover" button will be displayed, using which user can trigger attribute discovery manually.

4. '''Click "'''Discover". 
<div class="image-green-border">[[File:Discover 31.PNG|520px|Discover 31.PNG]]</div>
The discovery process starts in the background and the details are displayed on the ''Attributes ''page.

*The Document is displayed in a side by side view in a pdf format.
*The two-column attributes layout is converted to the single column layout to accommodate the agreement document view.
*The Discoverable Attributes are indicated with a grey bar as the Discovery confidence indicator and are disabled, notifying users that they don’t need to enter the values for these attributes. For example, attribute Effective Date.
*The discovery process progress bar is displayed at the bottom indicating the progress in percentage with a Stop button.
*The Attribute discovery is in progress is indicated for each discoverable attribute by three dots icon.

Once the discovery process is complete, the document presents the discovered attributes with all potential matching values as suggestions. 

5.'''Click '''the View potential matching values icon corresponding to the discovered attribute to take actions on them such as Accept or Keep Selected Text. For example, "Party Name" has four suggestions.

The first value in the suggestions will be selected by default. For example, Agreement For Contract Services. Users can select any value from the presented suggestions.
<div class="image-green-border">[[File:Discover 32.PNG|520px|Discover 32.PNG]]</div>
 

The attribute values are normalized and displayed based on the defined rules. For example, the ''Effective Date'' is displayed in the ICI-supported format, as shown in the screenshot below:
<div class="image-green-border">If a document contains ICI tags for attributes then such tagged attributes will be identified and indicated by an icon. The number on the icon represents the number of times the attribute has been tagged in the document. For example, attribute ''Assignment Date''. Users can click on the number icon to view the action ''View Attribute Instance'' with next and previous arrows, which will navigate user to the page where the attribute is tagged.</div> <div class="image-green-border"> </div> <div class="image-green-border">The level of confidence associated with Discovered Attributes is displayed using different color indicators to depict High (green), Medium (orange) and Low (pink) and Revised Manually (blue) confidence. <br/> Users will be navigated to the page in the document where the attribute is present, upon clicking on the attribute fields.<br/> 6. '''Click '''Next. <br/> 7. '''Create''' and publish the agreement following the standard ICI workflow.  The agreement is created in Draft state.</div> <div class="image-green-border">
'''Clauses: '''The most common clauses from the agreement document that you uploaded, are discovered and displayed in the Clauses tab.
</div>
== A generalized framework to support additional languages in AI apps ==

ICI supports clause and obligation discovery for agreements in English, German, Spanish and Portuguese languages.

With this release, a language framework has been implemented for AI discovery which can support a large number of languages. Using this generalized framework, DiscoverAI, NegotiateAI, and DiscoverAI for legacy apps have been enhanced to support additional European languages – French, Dutch, Norwegian, and Swedish. 

Along with the clause and obligation discovery support, AI models can now discover attributes too, in all the supported languages.

== Supporting clause hierarchy in agreements in different file formats ==

In a contract each paragraph could be a part of a typical hierarchy where, for example, a clause might be a combination of multiple paragraphs forming one section.

ICI DiscoverAI identifies these different levels within a clause to give users a distinct visual representation of clauses with sub-sections of clauses displayed in a delineated view, during the clause discovery process. Clause discovery processor identifies sections and sub-sections in the supported document formats up to 3 levels. This hierarchical representation of clauses helps users to compare clause sections, sub-sections and so on.

The DiscoverAI will also use a clause delineation logic based on the clause titles to identify up to one level of sub clause(s) in conjunction with the visual indentation based clause delineation logic. For example, while identifying the clause category, the entire text under title Introduction is identified as a clause.

Further, any document objects which are in the agreement document but not necessarily a part of the clause text, such as table of content, titles, headers, footers, and multiple signature blocks, will now be identified separately and excluded from the actual clause discovery process.

The clause delineation in Discover AI supports Word documents, text PDF and mixed formatted .docx documents. It also supports Word documents that do not use any styles. The DiscoverAI will follow the clause delineation method that will be more suitable to the specific document file format to give more accurate clause identification.

The title-based delineation is only supported when working in English language.

This helps to get better clause delineation, eliminates a large number of incorrectly classified clauses, and allows users to review the parent clause and child clause individually.

Formatting-based clause delineation supports the Icertis Experience for Word to display the discovered clauses in a hierarchical format to the user.

 

=== Recommendation ===

Appropriate indentation should be followed as per clause level while designing the layout. Indentation of parent clauses must be lower than child clauses.

Below are the few examples where the clause delineation is supported:
<div class="image-green-border">[[File:7.14 Clause hierarchy recommendation 04.png|720px|7.14 Clause hierarchy recommendation 04.png]]</div>
List Levels added from the MS Word List Library are supported.
<div class="image-green-border">[[File:7.14 Clause hierarchy recommendation 05.png|720px|7.14 Clause hierarchy recommendation 05.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:7.14 Clause hierarchy recommendation 06.png|720px|7.14 Clause hierarchy recommendation 06.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:7.14 Clause hierarchy recommendation 07.png|720px|7.14 Clause hierarchy recommendation 07.png]]</div>
== Reviewing discovered entities == Previously, contract negotiators had to periodically visit the AI discovery section to check for discovery completion. Then, they had to switch to the Document View in order to review the recommendations given by the AI algorithm.<br/> With this release, when contract negotiators trigger the discovery process, they can readily view the progress of AI discovery within the agreement details page. <br/> When the discovery for one of the entities is complete, contract negotiators will now have an option to launch an interface in a new window where the discovered clauses, attributes, tables and obligations are displayed alongside the agreement document. On clicking any of the discovered entities, the system automatically scrolls to the page where that entity is present in the document.  1. '''Create '''an agreement in ICI. The discovery process is automatically triggered for the agreement and the agreement Details page is displayed. The "AI Discovery" tab shows an hourglass icon to indicate that the discovery is in progress.
<div class="note-box">Note: Discovery process for an agreement is triggered only for users with the AI license if the discovery is configured for a contract type.</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Click '''"AI Discovery" tab in the left navigation pane. The "AI Discovery" tab shows a percentage progress bar if the discovery is in progress.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Discover 33.PNG|620px|Discover 33.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">The AI Discovery Progress is displayed in the right pane which includes the overall discovery process, Clauses, Attributes and Tables discovery progress details.</div> <div class="image-green-border">Click Review next to the entity to diplay discovered Clauses, Attributes, Table and Obligations, with a parallel view of the agreement document for each entity. The Review button will be enabled when there is at least one discovered instance for each entity.</div> <div class="image-green-border">To review Discovered clauses:<br/> 3.  '''Click '''"Review" button corresponding to the Clauses. The "Review" button will be enabled when there is at least one discovered clause.</div> <div class="image-green-border">A new page opens, displaying tabs for the discovered Clauses, Table and Obligations, with a parallel view of the agreement document for each entity. The ''Clauses'' tab is displayed first by default. </div> <div class="image-green-border">[[File:Discover 34.PNG|720px|Discover 34.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">To discover attributes, clauses, obligations and so on more accurately, the ICI Discover AI provides: *The discovered clauses are logically grouped together based on their hierarchy level and category and displayed in a delineated view to indicate the main section, sub-sections and so on, of each identified clause by default. *The various document objects which are in the agreement document but not necessarily a part of the clause text, such as table of content, titles, headers, footers, and multiple signature blocks, are identified separately and excluded from the actual clause discovery process. *The document’s title page is also discovered separately and its content is identified as a single clause. The title page is identified only for documents containing a Table of contents. *The DiscoverAI will also use a clause delineation logic based on the clause titles to identify up to one level of sub clause(s) in conjunction with the visual indentation based clause delineation logic. For example, while identifying the clause category, the entire text under title Introduction is identified as a clause. *The DiscoverAI will follow the clause delineation method that will be more suitable to the specific document file format to give more accurate clause identification. *The title-based delineation is only supported when working in English language.</div> <div class="image-green-border"> </div> <div class="image-green-border">The discovered clauses are displayed in a delineated view to indicate the main section, sub-sections and so on, of each identified clause by default.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Discover 35.PNG|720px|Discover 35.PNG]]</div>
You can filter clauses based on Action Status, Clause categories and Confidence.<br/> The level of confidence associated with Discovered Clauses is displayed using different color indicators to depict High (green), Medium (orange), Low (pink), Revised Manually (blue) and Library Clause (grey) confidence. All discovered clauses have the Review link next to them until you click it to take an action (such as Confirm, Confirm with Deviation, Ignore or Review Later). In addition, clauses with obligations have the  [[File:71.0 Out-of-the-Box Support for Attributes and Clauses 6.PNG|RTENOTITLE]]   icon next to them. You can click the icon to view the obligations.
<div class="note-box">'''Note''': The additional languages currently supported for Clause Discovery are German, Spanish, Portuguese, French, Dutch, Norwegian, and Swedish.</div>
5.  '''Click '''"Review" on the clause you want to review, for example "Recitals". The Library clause comparison with discovered clause window opens.
<div class="image-green-border"> [[File:Discover 37.PNG|720px|Discover 37.PNG]]</div>
You can review an entire section as a clause or review each sub-section separately and confirm each as a separate clause. 

6. '''Take '''actions (such as "Confirm", "Confirm with Deviation", "Ignore" and "Review Later") on the discovered clauses. To enable or disable clause hierarchy view:
<div class="image-green-border">Sometimes, AI may identify the clause boundaries incorrectly. Users can review and rearrange boundaries for such clauses.</div> <div class="image-green-border">In rearrangement mode, users can: *Merge multiple discovered clauses into a single clause or split a large discovered clause into multiple clauses. *Identify a section of the discovered clause as its sub-clause. *Rearrange the clause hierarchy in case of misclassification by AI. Users can change clause hierarchy and identify a clause as a parent or child or peer of another clause(s). *Change the AI recommended category of a clause.  *Choose to view only the parent clauses.</div>
To rearrange discovered clause boundaries:

7.  '''Click '''"Rearrange clauses link" if you want to rearrange clause boundaries. The discovered clauses open in an edit mode.
<div class="image-green-border">[[File:Discover 38.PNG|520px|Discover 38.PNG]]</div>
Users can take following actions on the discovered clauses from the "Rearrange clauses" page. *Manage category: Users can change the category of discovered clauses using the "Category" drop down at the top of each discovered clause. Users can keep the clause category as blank if a text which is not part of any clause has been miscategorized as discovered clause.
<div class="image-green-border">[[File:Discover 39.PNG|720px|Discover 39.PNG]]</div>
  *"Merge": Users can merge two or more clauses using the "Merge" action. i. '''Select '''the text you want to merge as a single clause. For example, Agreements for contract services and Services. The "Merge" button will be enabled.
<div class="image-green-border">[[File:Discover 40.PNG|720px|Discover 40.PNG]]</div>
ii. '''Click '''"Merge". The selected text spanning across multiple discovered clauses will be merged into a single clause.

Users can select clauses from same or different categories to merge by selecting the text. *"Split from existing": Users can split a clause into two or more clauses using  "Split from existing"  action. i. '''Select '''the text in a clause you want to split into separate clause. The "Split from existing" button will be enabled.
<div class="image-green-border">[[File:Discover 41.PNG|720px|Discover 41.PNG]]</div>
ii. '''Click''' "Split from existing". The clause will be split into two parts- The selected text as one clause and previous and later unselected texts as two separate clauses. 

*Create Sub Clause: Users can create a sub clause within a clause using "Create Sub Clause" action. i. '''Select '''the text in a clause you want to make as a sub clause. The "Create Sub Clause" button will be enabled. 
<div class="image-green-border">[[File:Discover 41.PNG|720px|Discover 41.PNG]]</div>
ii. '''Click''' "Create Sub Clause". The clause will be split into two clauses with the selected text as a child clause.

*Change Hierarchy: Users can change the hierarchy levels of clauses using the Decrease Indent and Increase Indent actions.

i. '''Click '''Increase Indent icon button corresponding the clause you want to change level of.
<div class="image-green-border">[[File:Discover 42.PNG|520px|Discover 42.PNG]]</div>
The clause will move to a higher hierarchy.
<div class="image-green-border">[[File:Discover 43.PNG|520px|Discover 43.PNG]]</div>
<br/> ii. '''Click '''"Decrease Indent" button corresponding the clause you want to change level of.

The "Confidence Indicator" will change to blue for any change in a clause.<br/> 8. '''Click''' "Undo" if you want to discard the changes.<br/> 9. '''Click '''"Save". The changes will be saved to the discovered clauses and the Your data has been saved successfully message is displayed.
<div class="image-green-border">[[File:Discover 44.PNG|720px|Discover 44.PNG]]</div>
10. '''Click '''"Ok". To export discovered clauses:

11. '''Click "'''Export Clause Data" if you want to export the clause which has been discovered.

12. '''Click '''"Finish" to complete the review process. The Clause discovery progress saved message is displayed and the Discovered Clauses Status changes to Review Completed. 

14. '''Click "'''Ok".

15. '''Click''' "Review" button corresponding to the Tables. The Review button will be enabled when there is at least one discovered Table.
<div class="note-box">Note: Table and Obligation discovery tabs are only displayed if these are present in the agreement document.</div>
Similar to clauses, the discovered tables and document are displayed in a parallel view. The Document View section displays the page of the document where the table is present.  
<div class="image-green-border">[[File:Discover 45.PNG|720px|Discover 45.PNG]] </div>
16. '''Click '''the Edit Table Name icon next the table that you want to edit. For example, Table 1 '''Toggle '''the "Has Header" flag to "Yes" if you want the table to have a header.
<div class="image-green-border">[[File:Discover 46.PNG|720px|Discover 46.PNG]] </div>
18. '''Click '''inside the header box to add the header name. For example, Resource Type, Rate per day, etc. 19. '''Click '''inside each of the boxes to add data in the columns. 
<div class="image-green-border">[[File:Discover 47.PNG|720px|Discover 47.PNG]] </div>
20. '''Select '''the checkbox for the rows and columns that you want to update. 21. '''Click '''"Save Changes" to save changes if you want to review or edit them later.  22. '''Click "'''Finish". A validation message is displayed informing you that you will not be able to make any changes to the table data after this.    
<div class="image-green-border">[[File:Discover 48.PNG|320px|Discover 48.PNG]] </div>
23. '''Click '''"Yes" if you are sure that you want to update the table and proceed.     24.'''Click '''the "Obligations" tab. Similar to tables, the discovered obligations and document are displayed in a parallel view. The Document View section displays the page of the document where the obligations are present.
<div class="image-green-border">[[File:Discover 49.PNG|720px|Discover 49.PNG]] </div> <div class="image-green-border"> </div> <div class="note-box">'''Note''': The additional languages currently supported are German, Spanish, Portuguese, French, Dutch, Norwegian, and Swedish.</div>
25.'''Click '''"Review" on the obligation you want to review. The "Review Obligation" window opens.
<div class="image-green-border">[[File:Discover 50.PNG|720px|Discover 50.PNG]] </div>
The following actions can be taken on selected Obligation: *'''Click '''"Confirm" to confirm the Obligation. *'''Click '''"Review Later " if you are unsure and want to review the Obligation later. *'''Click '''"Ignore" to ignore the Obligation. 26. '''Click '''"Metadata" to view all the discovered metadata. The number (for example, 10.10) indicates the number of Attributes that are discovered such as Email, Numbers, Date and Time, and so on.  27. '''Click '''"Parent Clause" to see the parent Clause that the Obligation is linked to. 28. '''Click '''"Export Obligation Data" to export the Obligation information to an Excel file. 29. '''Click '''"Finish" to complete the review and continue with the workflow as expected. The "Obligation Save Confirmation" window opens. 31.'''Click '''"Ok". 32.'''Click '''"Export Obligation Data" to export the Obligation information to an Excel file. 
<div class="image-green-border"> </div>
=== Using Filters ===
<div class="image-green-border"><br/> '''Click '''Filters icon left to "Review discovered obligations" on the clauses tab. The Document View tab minimizes and the filters panel is displayed.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Discover 49.PNG|720px|Discover 49.PNG]]</div>
*You can filter clauses as well as obligations based on Clause/Obligation categories, Confidence and Review Status. *The level of confidence associated with Discovered Clauses/Obligations is displayed using different color indicators to depict High (green), Medium (orange) and Low (pink) confidence. All discovered clauses have the Review link next to them until you click it to take an action (such as Confirm, Confirm with Deviation, Ignore or Review Later). In addition, clauses with obligations have the icon next to them. You can click the icon to view the obligations. *Click the ''Finish ''button to complete the review process.
<ol start="35">
<li>'''Click '''the link above the tabs to go back to the agreement Details page. </li>
</ol>
<div class="note-box">'''Note''': Only when the agreement is published, the clauses that you confirm on clicking ''Finish ''will be saved as ICI clauses and displayed in the ''Agreement Clauses'' tab on the ''Details ''page.</div> <div class="note-box">A new agreement version is created each time you save the discovered attributes and confirm the clauses by clicking ''Finish''.</div> <div class="note-box">Auto-scroll will not work if the discovery process has already been carried out on a document.</div> <div class="note-box">Page navigation to the selected clause, attribute, etc. in the ''Document View'' is currently not supported on Internet Explorer 11.</div>
 

== Discovering Attributes and Clauses in Icertis Experience for Word ==

The following actions/functionalities will be available under the Discover AI license in Icertis experience for Word:

*Discovery of attributes and clauses.
*Confirm, Confirm with Deviation, Ignore, Compare and Replace the clauses based on discovered clauses data.
*Select the Matched Clause from the library.

'''To Discover Attributes and Clauses'''

1. To Discover attributes and clauses, '''click''' on “Discover Attributes and Clauses” option from the “Icertis Experience for Word” Dashboard.
<div class="image-green-border">[[File:8.1 Discover AI 2.png|320px|8.1 Discover AI 2.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2.  After clicking on “Discover Attributes and Clauses”, the Discovery progress screen will appear marking the discovery of clauses and attributes.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.1 Discover AI 3.png|320px|8.1 Discover AI 3.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">3. Once the Discovery is complete, the discovered attributes and clauses will be displayed</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.1 Discover AI 4.png|320px|8.1 Discover AI 4.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.1 Discover AI 5.png|320px|8.1 Discover AI 5.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">4. Further, for each discovered clauses, user can decide between the options to “Select Matched Clause”, “Ignore Clause”, or “Remove Identification”. And for attributes users can select the attribute value from the discovered options and tag discovered attributes.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.1 Discover AI 6.png|320px|8.1 Discover AI 6.png]]</div> <div class="image-green-border"> </div> <div class="note-box">Note: Please refer [[Negotiate_AI|this wiki]] content, for detailed functionality overview of attributes and clauses discovery.</div> <div class="image-green-border"> </div>
'''Functionalities difference between Discover AI and Negotiate AI in Icertis experience for Word'''

'''[[File:8.1 Discover AI 1.PNG|620px|8.1 Discover AI 1.PNG]]'''

= Automating integration of user feedback for document entities =

AI engine recommends discovered values to users and they select the correct values for attributes or clause or obligation category. ICI AI will now capture and learn from these user interactions and keep optimizing its discovery for derived attributes, clause categories, and obligation categories to get better recommendations in subsequent discoveries. This functionality is available automatically for users with the DiscoverAI license and no further configuration is required.

To review the discovered entities in a document: 

1. '''Click''' "Agreement Management" > "Agreements" on the Home page. The agreement index page opens.

2. '''Click''' the View Record icon corresponding to the agreement for which you have run the discovery and now want to review. The agreement Details page opens.

3. '''Click''' the "AI Discovery" tab in the left navigation pane. The "AI Discovery" Progress page opens in the right pane.

You can review discovered Clauses, Attributes, Tables and Obligations by clicking the Review button corresponding to each entity. The Review button will be enabled when at least one instance of the entity is discovered in the agreement document.

To review discovered clauses: 

1. '''Click''' "Review" corresponding to "Clauses". The Review Clauses page opens.

2. '''Click''' the Change Clause Category edit icon corresponding to the Clause whose Category you want to change.

3. '''Select''' the correct Category which you know the Clause belongs to. For example, change the Category for discovered clause form Payment Terms to Scope/Purpose.
<div class="image-green-border">[[File:Discover 53.PNG|720px|Discover 53.PNG]]</div>
4. '''Click''' '''"'''Finish". The "Clause Save Confirmation" window opens.
<div class="image-green-border">5. '''Click''' "Mark Confirmed". The clause will be saved with the modified category.</div> <div class="image-green-border"> </div> <div class="image-green-border">This user action will be captured, stored and then utilized for self-learning by DiscoverAI. The next time when user runs the discovery for the same agreement contract type against the same AI Model, this clause will be discovered with the corrected Category automatically. For example, the clause is now discovered with the ''Scope/Purpose'' Category.</div> <div class="image-green-border"> </div> <div class="image-green-border">To review obligations:</div> <div class="image-green-border"> </div> <div class="image-green-border">1. '''Click''' "Review" corresponding to Obligations. The Discovered Obligations page opens. </div> <div class="image-green-border">2.'''Click''' the Change Obligation Category edit icon corresponding to the Obligation whose Category you want to change.</div> <div class="image-green-border">3.'''Select''' the correct Category which you know the Obligation belongs to. For example, change the Category for discovered obligation form Contract Deliverable :: Terms to Termination :: Effects of Termination.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Discover 54.PNG|520px|Discover 54.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">4. '''Click''' "Finish". The Clause Save Confirmation window opens.</div> <div class="image-green-border"> </div> <div class="image-green-border">This user action will be captured, stored and then utilized for self-learning by DiscoverAI. The next time when user runs the discovery for the same agreement contract type against the same AI Model, this obligation will be discovered with the corrected Category automatically. For example, the obligation is now discovered with the ''Termination :: Effects of Termination Category''.</div> <div class="image-green-border"> </div> <div class="image-green-border">To review discovered attributes: </div>
1. '''Click''' "Review" corresponding to Attributes. The Edit Agreement page opens.
<div class="image-green-border">The discovered attributes will display the discovered value along with the available Suggestion(s) if any.</div> <div class="image-green-border">You can review these discovered attribute values and change if necessary. These user actions on attributes will be captured, stored and then utilized for self-learning by DiscoverAI in various scenarios where user enters:</div>
*One of the suggested options over the discovered value. For example, if user selects the option 18 months for Payment terms instead of discovered value two years.
*A value manually other than the discovered or suggested values. For example, if user enters the value ten days manually for Payment terms instead of discovered and suggested values.
*A value for attribute specified manually whose value is not discovered. For example, if user enters a value manually for attribute ''Jurisdiction'' as ''Local Jurisdiction''.
*An option from predefined lookup attribute. For example, if user selects the predefined option No Liability from the dropdown of attribute ''Type Of Limitation Of Liability''. 

For such attributes, Configurator can enable the training mode and mandatory feedback field in the AI Attribute Discovery Master to ensure that business user will enter the suitable matching reference text from the agreement to back up that selected option in the attribute. 

2. '''Click''' "Accept" or "Ok" respectively to select the modified value in Attributes.

3. '''Click''' "Next" and continue with the workflow to update the agreement.

These user actions on Attributes will be captured, stored and then utilized for self-learning by DiscoverAI.

The next time when user runs the discovery for the same agreement contract type against the same AI Model, these revised attribute values will be discovered and presented automatically.

 
<div class="note-box">'''Note: '''<br/> Currently, only non-calculated values are supported for self-learning. <br/> The attributes that do not hold specific value, such as Boolean attributes, are not supported for self-learning.</div>
= The training mode in AI Discovery =

The Discover AI in ICI presents all the new opportunities where you can selectively discover attributes, clauses, obligations and tables and keep optimizing the discovery through continuous learning from user responses.

With this release, ICI launches the capability to create your own AI Models and define the discoverable entities in them.

With the introduction of an explicit training mode, it is possible for users to train the AI model by themselves.

Users can now:

#'''Define own AI Model –  '''
<ul style="margin-left: 80px;">
<li>Configurators can create their own AI discovery models by specifying clauses, tables, attributes, obligations they want to discover in “AI Configuration Master”. Users now have the control over configuring only the necessary and exact entities to be discovered and keep their AI models uncluttered.</li>
<li>Configurators can now add completely new attributes, clauses or obligations to be discovered that are not already part of the trained model.</li>
<li>ICI DiscoverAI will continue to offer inbuilt AI model “DiscoverAI Standard” with pre-trained set of attributes, clauses, and obligations.</li>
</ul>
<ol start="2">
<li>'''Analyze agreements based on the AI Model –'''</li>
</ol>
<ul style="margin-left: 80px;">
<li>Users now have choice to apply different AI discovery models to agreements during creation process. When discovery is triggered for a document, DiscoverAI will discover attributes, clauses, obligations and tables based on the selected AI model and using the rulesets applied in that model.</li>
</ul>
<ol start="3">
<li>'''Train the AI Model –'''</li>
</ol>
<ul style="margin-left: 80px;">
<li>For new attributes, clauses and obligation added to the AI model, user can train the AI engine such that it discovers them automatically over a period. With training mode enabled, when a user specifies an attribute value, then the user will be asked to provide the associated text from the document where this attribute value is present.  </li>
<li>The DiscoverAI engine recognizes patterns from these user inputs and trains itself over a period of time to refine its discovery of entities.</li>
<li>To help Administrators to monitor the DiscoverAI’s self-learning progress, a new AI model training performance report has been introduced for each AI model defined in ICI.</li>
</ul>

== Defining your AI Model with AI Masters ==

ICI Discover AI introduces AI masters to store and maintain the discoverable document objects.

These AI masters are seeded and come with the pre-configured entries for attributes, clauses and obligations. You can add your own entities to these masters as per your business requirements.

The entities defined in these AI masters will then be available for configuring your AI Models.

To create an instance of AI masterdata to add new discoverable object:

#'''Click''' "Configure" > "Masterdata" on the Home page. and "Create" on the Masterdata index page The "Create Masterdata" page opens.

=== To add new discoverable attributes: ===

#'''Select''' the "AI Attribute Discovery Master" in the "Masterdata" field on the "Masterdata Details" tab. This masterdata serves as the repository for discoverable attributes.
<div class="image-green-border">[[File:Discover 55.PNG|520px|Discover 55.PNG]]</div> <ol start="2">
<li>'''Click''' "Next". The "Attributes" tab opens.</li>
<li>'''Add''' a "Name" for your discoverable attribute. For example, "Late Payment".</li>
<li>'''Add''' a "Technical Name" for your discoverable attribute. For example, "ICILatePayments".</li>
<li>'''Toggle''' the "Enable training" flag on to enable this attribute’s values to be learnt from the user responses during the training of AI models. Setting the "Enable Training" flag to "Yes" displays the "Feedback mandatory" field.</li>
<li>'''Toggle''' the "Feedback mandatory" flag on to ensure that users would provide the feedback that could be utilized to train AI Models for this attribute discovery.</li>
</ol>
<div class="image-green-border">[[File:Discover 56.PNG|620px|Discover 56.PNG]]</div> <ol start="7">
<li>'''Click''' "Create". Your attribute will be added to the AI Attribute Discovery Master.</li>
</ol>

=== To add new discoverable clauses: ===

#'''Select '''the "AI Clause Discovery Master" in the "Masterdata" field on the "Masterdata Details" tab. This masterdata serves as the repository for discoverable clauses.
<div class="image-green-border">[[File:Discover 57.PNG|520px|Discover 57.PNG]]</div> <ol start="2">
<li>'''Click''' "Next". The "Attributes" tab opens.</li>
<li>'''Select''' the "Clause Category" that you want to discover. For example, "Payment Terms".</li>
</ol>
<div class="image-green-border">[[File:Discover 58.PNG|620px|Discover 58.PNG]]</div> <ol start="4">
<li>'''Click '''"Create". The "Clause Category" will be added to the "AI Clause Discovery Master".</li>
</ol>

=== To add new discoverable obligation: ===

#'''Select''' the "Obligation Taxonomy Master" in the "Masterdata" field on the "Masterdata Details" tab. This masterdata serves as the repository for discoverable obligations.
<div class="image-green-border">[[File:Discover 59.PNG|570px|Discover 59.PNG]]</div> <ol start="2">
<li>'''Click''' "Next". The "Attributes" tab opens.</li>
<li>'''Select '''the "Obligation Type" that you want to discover. For example, "Payment Terms".</li>
<li>'''Select '''the "Obligation Sub Type" that you want to discover. For example, "Payment and Invoice Terms"''.''</li>
</ol>

Refer the [[ICI_Obligation_Management|ICI Obligation Management]] page for further details on Obligation Taxonomy Master.
<div class="image-green-border">[[File:Discover 60.PNG|570px|Discover 60.PNG]]</div> <ol start="5">
<li>'''Click '''"Save". The "Obligation Type" and "Obligation Sub Type" will be added to the "Obligation Taxonomy Master" as a category details for obligations.</li>
</ol>

=== To configure a Ruleset: ===

Ruleset comprises the processing rules which the AI discovery engine would follow for discovering document objects in an agreement.
<div class="image-green-border">[[File:Discover 61.PNG|520px|Discover 61.PNG]]</div>
#'''Click''' Next. The Attributes tab opens.
#'''Type''' a "Name" for the Ruleset. For example, "Rules for Payments data".
#'''Type''' a "Description" of Configured Rule to explain further what the ruleset intends to do. 
#'''Select''' the "Purpose" of this ruleset as which entity it is applicable to, from the options "Obligations" and "Attribute".
#'''Select''' the "Rule Set Type", whether it is applicable to "Core" or "Extended" entities.
#'''Enter''' the "Core Ruleset file name".
#'''Select''' the "Order".
#'''Select''' the "Iterator" which defines the entity level at which the discovery would be carried out. The options are "Sentence", "Clause" or "Document".
#'''Enter''' "Documentation Wiki URL".
<div class="image-green-border">[[File:Discover 62.PNG|620px|Discover 62.PNG]]</div> <ol start="10">
<li>'''Click''' "Save". The "Ruleset" will be configured as per the set parameters.</li>
</ol>

=== To create AI Configurable master: ===

After the discoverable objects are defined in their respective AI Masters, you can configure your own AI model by creating an instance of the seeded AI Configuration Master and define its structure by selecting your own set of discoverable entities.

The ICI seeds a pre trained model named DiscoverAI Standard. Refer to the "Inbuilt Discovery of Attributes and Clauses" for further details.

#'''Select''' the "AI Configuration Master" in the "Masterdata" field to create its instance record.
<div class="image-green-border">[[File:Discover 63.PNG|520px|Discover 63.PNG]]</div> <ol start="2">
<li>'''Click''' "Next". The "Attributes" tab opens.</li>
<li>'''Type''' a name for your AI model in the "AI Model Name" field. For example, "Financial Data AI Model"''.''</li>
<li>'''Select''' the "Entities to discover" from "Attributes", "Clauses", "Obligations" and "Tables". You can "Select All" or any of these entities based on your requirements. For example, select "Attributes" and "Clauses".</li>
</ol>
<div class="image-green-border">[[File:Discover 64.PNG|620px|Discover 64.PNG]]</div> <ol start="5">
<li>'''Select''' the "Attributes" to discover using this AI model. This field displays all attributes configured in the "AI Attribute Discovery Master". For example, select attributes "Party Name"'', "''Payment Terms" and "Late Payments".</li>
<li>'''Select''' the "Clauses to discover" using this AI model. This field displays all Clause Categories configured in the "AI Clause Discovery Master". For example, "Payment Terms".</li>
</ol>

As we have only selected "Attributes" and "Clauses" to be discovered using this AI model, the field to select "Obligations" will not be displayed.

When you select "Obligations" as well in the "Entities to be discovered "field, the "Obligations" to discover field will be available to select the obligations from the "Obligation Taxonomy Master".
<ol start="7">
<li>'''Select''' the "Rulset" to apply to this AI model using which the AI Discovery engine will discover the selected entities. For example, "Rules for Payments data".</li>
</ol>

The "Rulset" dropdown displays all rulesets from the "AIRuleSetInfo" master.
<div class="image-green-border">[[File:Discover 65.PNG|620px|Discover 65.PNG]]</div> <ol start="8">
<li>'''Toggle''' the "Training mode" on if you want to train DiscoverAI though this AI model with the user responses. This will ask business user to provide a feedback when the user changes the discovered Attribute values while working with the agreement. Whether the feedback is mandatory depends on that Attributes configuration in the AI Attributes Discovery Master.</li>
<li>'''Toggle''' the "FAR DFAR discovery" on if you want to set the clause discovery mode to DiscoverFR.</li>
<li>'''Click''' on the "Link Text" for the "Model training performance report" to view the progress of the model training over the period of time.</li>
</ol>
<div class="note-box">'''Note: '''By default, Model training performance report and Link Text attributes are not available in the AI Configuration Master Contract Type.</div>
If you want to generate the training report for AI Models to monitor their learning progress over the period, you can edit the AI Configuration Master Contract Type and add these attributes to generate and access the report.
<ol start="11">
<li>'''Click''' "Create". The "AI Configuration Master" aka "AI Model", will be configured as per the set parameters.</li>
</ol>

== Configuring contract type to add AI Model Attribute ==

To select and apply the AI Model for discovering entities when creating agreement instance, you must add the seeded attribute AI Model to the agreement contract type as lookup to the AI Configuration Master. The attribute will display all AI Models configured in ICI as instances of the AI Configuration Master.

You can add the attribute to a contract type either when creating it or can add the attribute after creation by editing the contract type.

To edit and add attribute to contract type:

#'''Click''' "Configure" > "Contract Types" on the Home page. The "Contract Types" page opens.
#'''Click '''the View Record icon corresponding to the contract type you want to add attribute to. For example, "MasterServicesAgreement". The contract type Details page opens.
#'''Click''' "Edit" and go to "Attributes" tab.
#'''Select''' the "AI Model" attribute in the "Available Attribute section" and add to the "Selected Attributes" section using the action arrows.
#'''Toggle''' on the "Is Lookup" flag. The "Lookup" section to refer the masterdata and its attribute, is displayed at the bottom.
#'''Select''' the "AI Configuration Master" in the "Select Contract Type" field as the masterdata to look up to.
#'''Select''' the "AI Model Name" in the "Select Attribute" field as the attribute in the masterdata to refer to.
#'''Click''' "Save". The "Attribute" is saved to the contract type.
#'''Click''' "Next" and complete the process to update, approve and publish the contract type following the standard ICI workflow.
<div class="image-green-border">[[File:Discover 67.PNG|620px|Discover 67.PNG]]</div>
Once added to the contract type, the attribute AI Model will be available while creating the instances of that contract type.
<div class="note-box">'''Note: '''Do not add the Clause discovery type and Obligation discovery type attributes to the Contract Type as these have been replaced by the AI model attribute.</div>
 

== Applying AI model for selective discovery ==

While creating agreement, you can select your AI Model to apply for discovering document objects in the agreement. The discovery will happen according to the configuration for attributes, clauses, obligations and using ruleset defined in the selected AI model.

To apply AI model while creating agreement:

#'''Click''' the "Agreement Management" > "Create Agreement" on the Home page. The "Create Agreement" page opens.
#'''Select''' the "Contract Type". For example, "Master Services Agreement.
#'''Select''' the "Type of Paper". For example, "Third Party".
#'''Click''' "Next". The "Attributes" page opens.
#'''Enter''' a "Name" for the agreement and select the agreement document in the "File Path" field.
#'''Select''' the "AI Model" from the dropdown that you want to apply to this agreement instance for discovering document objects within it. For example, "Financial data AI Model"''.'' This "AI Model dropdown" will display all AI Models configured in the ICI DiscoverAI as the instances of the "AI Configuration Master".
#'''Enter''' the remaining details on the "Attributes" page and continue the remaining workflow to create the agreement.

== Training the AI Model ==

The discovery for entities will happen as per the applied AI model. While working on agreements, if user changes the discovered value and enters a new value other than the suggestions, the response will be captured and utilized for self- learning by DiscoverAI. The improved discovery will be apparent from the subsequent deliveries.

#'''Click''' the "Agreement Management" > "Agreements" on the Home page. The "Agreement" index page opens.
#'''Open''' the Agreement "Details" page of this just created agreement instance.
#'''Click '''the "AI Discovery" tab on the left navigation pane. The "AI Discovery Progress page opens in the right pane. It displays the complete statistics of the AI Discovery for this agreement based on the selected AI Model.

Here, as per the applied AI Model- "Financial data AI Model", one "Clause Category", three "Attributes" and one Table are discovered in this agreement.

You can click the "Attributes", "Clauses", "Tables", "Obligations" buttons corresponding to each entity to review their discovery results separately.
<div class="image-green-border"> </div> <div class="image-green-border">[[File:Discover 68.PNG|420px|Discover 68.PNG]]</div>
'''To review discovered Attributes:'''

#'''Click''' the "Review" button under the three dots menu next to Attribute name. The "Edit Agreement -Attributes" page opens.
#'''Correct''' the attribute value if required.

If this attribute has enabled training mode in the "AI Attribute Discovery Master"'', ''Associated text box will appear to enter the reference text from the document, to back up the entered value, beside the "Attribute"''.''
<ol start="3">
<li>'''Enter''' the clause text from the document where the attribute value is appearing in the "Associated Text in the document" field. For example, Any payment not received within 45 days of an invoice date shall be subject to a late charge of 2% per month or such other highest interest rate permitted by law''.''</li>
</ol>
<div class="image-green-border">[[File:7.16-826493-Review Discovered Attribute1.png|720px|7.16-826493-Review Discovered Attribute1.png]]</div> <ol start="4">
<li>'''Click''' "Ok".</li>
</ol>

The system stores user specified attribute value and the associated text upon saving the agreement. Discover AI will further utilize these to learn and improve its discovery for this attribute in its subsequent discoveries.
<ol start="5">
<li>'''Continue''' with the remaining workflow to update the agreement.</li>
</ol>

When the attribute discovery is run for the same contract type using the same AI model, the Discover AI will discover and suggest the revised value.

Similarly, the DiscoverAI will learn by monitoring the user behavior for the "Clause" and "Obligation Category" to improve discovering clauses and obligations.

 

'''To review discovered clauses:'''

'''Click''' the "Review" button under the three dots menu next to Clause name. The "Review Clauses" page opens.

Here, the selective discovery of clauses takes place, displaying only the clauses for the clause category configured in the applied AI Model will be discovered.
<div class="image-green-border">'''To review discovered Tables:'''</div>
'''Click''' the "Review" button under the three dots menu next to Table name. The Discovered Tables page opens.

Here, the table is discovered in the agreement as the applied AI Model has configured Tables as entities to discover.

Similarly, when configured in the applied AI Model, Obligations will be discovered.

To help administrators to monitor the DiscoverAI’s self-learning progress, a new AI Model Training Performance Report has been introduced for each AI model defined in ICI. The report provides a check over the discovery performance for attributes and the need to train AI model with more examples.

Refer the AI Model Training Performance Report on the [[Reports|Reports]] page for deatils.

 

= Analyzing multiple documents in AI Studio =

The evolving business dynamics have necessitated the businesses to not only be aware of their contractual risk and obligations, but also gather the intelligence from the contracts, to monetize opportunities and accelerate business.

Introducing AI Studio to facilitate the processing of documents in bulk to identify and analyze a volume of data and derive the actionable insight to use for the business advantage. Users can process the agreement documents in the ICI platform as well as those outside of the ICI platform and apply desired AI model to get the insights.

A new AI Studio tile has been introduced on the ICI UI Home page, for authorized users to run a new analysis for a set of documents against specific AI model. The AI Studio analysis supports .docx, .pdf and .zip files as document source as well as a network path or a saved search with an option to include associations. You can also add additional file sources using the customization hooks.

The analysis results are available in a summarized report form. The report displays the summary of identified attributes, clauses, tables and obligations in an interactive chart. If a user wants to deep dive into a specific document, then the report provides an option where user can view the discovered entities alongside the original file.
<div class="note-box">'''Note:''' The AI Studio is an additional SKU and DiscoverAI, NegotiateAI, Obligation Management App and advanced analytics are prerequisite for enabling the AI studio license.</div>
 

The access privileges to the "AI Studio" is further controlled through "Security Groups".

To edit AI Studio privileges:

#'''Click "'''Admin"> "Security Groups" on the Home page. The "Security Groups" index page opens.
#'''Click''' the View Record icon corresponding to the Security Group you want to provide the access to the AI Studio. The "Security Group" Details page opens.
#'''Click''' "Edit" and go to the "Privileges" tab.
#'''Select''' the respective radio box to set the required access privileges for the "AI Studio".
#'''Click''' "Next" and Update to save the changes to the "Security Groups".
<div class="image-green-border">[[File:Discover 69.PNG|620px|Discover 69.PNG]]</div>
== Analyzing a documents batch ==

To run a new Analysis:

#'''Click''' the AI Studio tile on the Home page. The AI Studio page opens.
<div class="image-green-border">[[File:Discover 70.PNG|620px|Discover 70.PNG]]</div> <div class="image-green-border"> </div>
The page displays the statistics for all previously analyzed batches with the option to run a new analysis batch.
<ol start="2">
<li>'''Click "'''New Analysis". The "New Analysis" window opens to specify the parameters for the Analysis.</li>
<li>'''Enter''' a name for new analysis in the "Name" field.</li>
<li>'''Click''' "Data Source" to select the mode for accessing the set of documents to analyze.</li>
</ol>

You can select documents either in three ways:
<div class="image-green-border">[[File:Discover 71.PNG|520px|Discover 71.PNG]]</div>
 
<ul style="margin-left: 40px;">
<li>'''Upload File''': Selecting this option will display the "Choose Files" button to browse and select files from your machine. You can only upload documents in pdf, docx and zip file format, however only pdf and docx files from a zip file will be processed and the rest will be ignored for processing. These ignored file formats will be mentioned as not supported formats in the downloaded Excel report.</li>
</ul>

The "Upload File" option enables you to analyze the non ICI documents in the AI Studio.
<div class="image-green-border">[[File:Discover 72.PNG|520px|Discover 72.PNG]]</div>
 
<ul style="margin-left: 40px;">
<li>'''Saved Search''': Selecting this option will display the field to choose a Saved Search. A Saved Search must be created beforehand to group the desired documents beforehand.</li>
</ul>

Select the checkbox "Include Associations" if you want to process respective parent-child associations along with agreements present in the saved search. This options facilitates the complete coverage of an agreement.
<div class="note-box">'''Note:''' Only the associations where .docx or .pdf file has been uploaded as the main associated document, are analyzed with the parent agreement.</div>
 
<div class="image-green-border">[[File:Discover 73.PNG|520px|Discover 73.PNG]]</div>
 
<ul style="margin-left: 40px;">
<li>'''Network Path: '''Selecting this option will display the field to enter the UNC file location path over the network. The Network Path option enables you to analyze the non ICI documents in the AI Studio.</li>
</ul>
<div class="note-box">'''Note:''' Ensure that the Network Path provided is accessible.</div>
 
<div class="image-green-border">[[File:Discover 74.PNG|520px|Discover 74.PNG]]</div>
 
<div class="note-box">'''Note: '''<br/> You can add additional file sources to the ''Documents to Process'' dropdown using the customizable hooks. <br/> AI Studio can process up to 1000 documents at once and can be configured through backend technical configuration. </div> <ol start="5">
<li>'''Click''' the "AI Model" against which you want to run the analysis. For example, "Model for Sum & Avg".</li>
</ol>
<div class="image-green-border"> [[File:Discover 75.PNG|520px|Discover 75.PNG]]</div> <ol start="6">
<li>'''Click''' "Analyze". The new Analysis will be added to the task queue for processing.</li>
</ol>

The user initiated discovery for agreement would take precedence over the processing of AI Studio analysis batch.

== Accessing the analysis results ==

The AI Studio page serves as the Analysis index page and displays the complete statistics of all the analysis batches that have been run.
<div class="image-green-border">[[File:Discover 76.PNG|820px|Discover 76.PNG]]</div>
The completed analysis batch name is blue in color clicking to the result page opens.
<div class="image-green-border">[[File:7.16 AI Studio 10.png|720px|7.16 AI Studio 10.png]]</div> <ul style="list-style-type: circle; margin-left: 40px;">
<li>"Download Results": available when clicked on the three dots icon. Downloads the results in a MS Excel file displaying the Final status, Success/Failure, with reasons for each document along with the details of discovered Clauses, Obligations and Attributes in separate sheets.</li>
</ul>
<div class="image-green-border">[[File:7.16 AI Studio 11.png|720px|7.16 AI Studio 11.png]]</div>
*"Batch Id": displays the auto generated Batch ID for the Analysis batch.
*"Name": displays the name you gave for the analysis batch.
*"AI Model": displays the AI Model against which the Analysis was carried out.
*"Batch Status": displays the real time processing status of each Analysis batch. For example, Gathering documents, Processing 1 of 20 documents, Completed and so on.
*"Total Count": displays the total number of uploaded files.
*"Success": displays the number of successfully processed files.
*"Failure": displays the number of failed files.
*"Start Time": displays the date and time when the batch processing started.
*"End Time": displays the date and time when the batch processing completed.

== Viewing the AI Studio Report ==

'''Click '''the AI Studio tile on the ICI home page. The AI Studio index page is displayed.

'''Click '''the “View Results” icon in the “Action” column next to the AI Studio batch, for which you want to view the report.  
<div class="note-box">'''Note''': The report would be available only when the processing of the batch is complete.</div>
The Report Summary page opens in a new tab and provides an overview of the documents processed, attributes, clauses, tables and obligations discovered along with confidence score.
<div class="image-green-border">[[File:7.16 AI Studio Report 02.png|720px|7.16 AI Studio Report 02.png]]</div>
'''Note''': Similar to the other Power BI reports, access to the AI Studio report needs to be provided by administrators through the “Report” tab under “Security Groups”. Refer the [[Enabling_access_section|Enabling access section]] for more details.

'''Attribute tab'''

'''Click '''the “Attribute” tab at the bottom of the “Summary” page to view the number and the attributes discovered.
<div class="image-green-border">[[File:7.16 AI Studio Report 03.png|720px|7.16 AI Studio Report 03.png]]</div>
'''Click '''the document under “Documents” chart.  This displays the number of attributes processed from the document. 
<div class="image-green-border">[[File:7.16 AI Studio Report 04.png|720px|7.16 AI Studio Report 04.png]]</div>
'''Click '''the filter icon on the report “Attribute” page. This allows to select specific attributes from the list. 

'''Select '''the attribute(s) from the list. The visuals on the page will be displayed as per the selected attribute(s). 
<div class="image-green-border">[[File:7.16 AI Studio Report 05.png|720px|7.16 AI Studio Report 05.png]]</div>
'''Click''' “Clear Selections” if you want to remove all the filters and view all the attributes and documents.
<div class="image-green-border">[[File:7.16 AI Studio Report 06.png|720px|7.16 AI Studio Report 06.png]] </div>
In the Document URL column, '''click '''the icon next to a document (for example, “Retail MSA 1.pdf”). The attribute discovery side-by-side view opens in a new tab in read-only mode.
<div class="image-green-border">[[File:7.16 AI Studio Report 07.png|720px|7.16 AI Studio Report 07.png]]</div>
<br/> '''Clause tab'''

The Clause tab displays the list of documents processed and the number of clauses discovered.
<div class="image-green-border">[[File:7.16 AI Studio Report 08.png|720px|7.16 AI Studio Report 08.png]] <br/> Follow the same process mentioned above for Attribute tab to filter and view the specific clause category, as well as to open the side-by-side view discovery by clicking the Document URL icon.</div> <div class="image-green-border"><br/> '''Tables tab'''</div> <div class="image-green-border"> </div> <div class="image-green-border">The Tables tab displays the list of documents processed and the number of tables discovered.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:7.16 AI Studio Report 09.png|720px|7.16 AI Studio Report 09.png]]</div> <div class="image-green-border"><br/> Follow the same process mentioned above for Attributes tab to filter and view the specific tables details, as well as to open the side-by-side discovery view by clicking the Document URL icon.</div> <div class="image-green-border"><br/> '''Obligations tab '''</div> <div class="image-green-border"><br/> The Obligations tab displays the list of documents processed and the number of obligations discovered. </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:7.16 AI Studio Report 10.png|720px|7.16 AI Studio Report 10.png]]</div> <div class="image-green-border"><br/> Follow the same process mentioned above for Attributes tab to filter and view the obligations category, as well as to open the side-by-side discovery view by clicking the Document URL icon.</div> <div class="image-green-border"> </div> <div class="note-box">'''Note''': If a large number of attributes, clauses, obligations and tables are discovered in the documents, then the report may take some time to load completely.</div>
 

= AI Studio for an agreement and related documents =

Along with the main agreement document, an agreement consists of several supporting documents such as rate tables, SLAs, product specifications, schedules, annexures and so on. Amendments help contract administrators to understand the in-force clauses at different points during the agreement execution journey. Thus, while analyzing an agreement, it is important to consider these additional documents too to get the holistic insights.

In this view, the AI Studio functionality has now been extended within the agreement to provide a holistic understanding of its different aspects. Users can now select all the peer, parent-child type of associations or amendments of agreement and run an AI Studio batch to derive results as a visual summary. The detailed analysis option within the results offers a deep dive into individual documents so as to understand them better. 

ICI now provides the options to:

*List all document entities associated with an agreement at the agreement level.
*Manually trigger discovery on one or more selected documents
*View the discovered attributes, clauses, obligations and tables in the form of interactive advanced analytics dashboard with the actionable interface
*Save the discovered attributes values in respective agreement, associations, or amendments
*Create associations from the tables discovered in other associations or amendments.

== Analyzing agreement related documents ==

Go to agreement Details page.

'''Click '''“Document List” tab on the left navigation pane. The Document List search grid opens. It will display the agreement along with its associations and amendments which contain documents.
<div class="note-box">'''Note''': Only agreements, amendments and associations having documents will be displayed in the search grid.</div>
'''Select '''the checkbox for one or more documents. The “AI Analysis” button is enabled.
<div class="note-box">'''Note:''' The “AI Analysis” button will only be visible to users having a valid AI Studio license along with other pre-requisites.</div>
'''Click''' the “AI Analysis” button. The “New Analysis” dialog box is displayed.

The agreement name is pre-populated by default in the batch “Name” field. '''Type''' a new name for the batch if required.

'''Select''' the “AI Model” from the dropdown''. ''For example, “DiscoverAI Standard”.

'''Click''' “Analyze”. A new AI Studio batch will be created the analysis will start, and the AI Discovery Progress will be displayed.
<div class="image-green-border"> </div> <div class="note-box">'''Note''': The discovery can be time taking depending upon the document size and number of documents.</div>
Once the Discovery is completed, the “View Report” and “Download” icons will be enabled.

'''Click''' on the “Download” icon to download the discovery result in Excel format.
<div class="image-green-border">[[File:7.17 AIS 7.png|720px|7.17 AIS 7.png]]</div>
The downloaded Excel displays different sheets: 

*'''Status: '''Displays overall discovery status for the agreement. 
*'''Attributes: '''Displays all attributes that have been discovered from the document. For example, Record Name, Record ID, Parent Agreement and so on.
*'''Clauses: '''Displays details of all clauses such as Clause Name and Clause Text.
*'''Obligations: '''Displays details of obligations such as Obligation Category and Obligation Text.

'''Click''' “View Report”. The “AI Studio Report for Documents in ICI” for the discovered results opens in a new tab.
<div class="image-green-border">[[File:7.17 AIS 8.png|720px|7.17 AIS 8.png]]</div>
The report displays different sections for all discovered entities. 

Similar to steps mentioned in “Viewing the AI Studio Report”, users can apply filters for each of the discoveries.

Users can click on “Document URL” link for each of the entities to navigate to the ICI side-by-side view and review the discovered entity details. 
<div class="note-box">'''Note''': Currently when using AI Studio Discovery for agreement and related documents, support is provided only for editing attribute and table discovery details. Clauses and obligations can only be reviewed in read-only mode.</div>
'''Editing Attributes'''

'''Click '''on the link for the “I/E association” record. The attributes discovered for that association are displayed.
<div class="image-green-border"> [[File:7.17 AIS 9.png|720px|7.17 AIS 9.png]]</div>
'''Click '''“Edit”. The side-by-side discovery view for the attributes discovered in the associated document opens in a new page.<br/> Review the attribute values from the suggestions as desired. For example, '''select '''“Alpha Inc” to replace the discovered value “Company”. <br/> '''Click '''“Accept” to save the selected value to the attribute.<br/> '''Click '''“Update” to save all changes back to the associated document.

'''Editing Table Discovery'''

1.''' Click '''the “Tables” tab. The table(s) discovered for the associated document are displayed.<br/>  <br/> The tables with discovered values are displayed.<br/> <br/> 2. Make changes as required. For example, select the desired values and type column names.<br/> <br/> 3. '''Click '''“Save Changes”.<br/> <br/> 4.Once all changes are saved, '''click '''“Finish”. A success message is displayed.<br/> <br/> The edited details are saved and displayed on the association Details page.<br/>  

= Improved discovery performance for scanned pdfs =

DiscoverAI performance for scanned pdf documents was not optimal. It was time-consuming, had less than accurate OCR output for tilted pages and did not recognize handwritten text, which was a concern for users.

Discover AI now adopts an improved OCR technology. It has improved the time taken to complete the discovery for scanned pdfs significantly. In some cases, the time taken was just 1/10 of time taken previously. Additionally, with this technology, the content in the slightly tilted scanned images can be recognized correctly. Moreover, it can now identify the handwritten text in English language.

 

 

 

'''Related Topics:''' [[Agreement_Management|Agreement Management]] | [[ICI_Obligation_Management|Obligation Management]] | [[Managing_US_Federal_Contracts_using_ICI|Managing US Federal Contracts using ICI]]  | [[Contract_Digitalization|Contract Digitalization]] | [[Negotiate_AI|NegotiateAI]] | [[Obligation_AI|ObligationAI]] | [[Visualize_AI|VisualizeAI]]

Managing US Federal Contracts using ICI

2022-06-09T10:09:56Z

IDT-1:

= Managing US Federal Contracts using ICI =

ICI includes important capabilities to help you manage US federal contracts. To manage these federal contracts effectively, ICI supports:

*Managing the federal clause repository
*Creating and managing federal contracts
*Automatically identifying potential clause-matches from clause repository
*Managing flow-down contracts

Clauses related to the following FAR and agency regulations in supported format from supported sources are supported in ICI federal clause repository:

*Defense Logistics Agency
*Department of Commerce Acquisition Regulation (CAR)
*Department of Defense Federal Acquisition Regulation Supplement (DFARS)
*Department of Energy Acquisition Regulation (DEAR)
*Department of Homeland Security Acquisition Regulation (HSAR)
*Department of Justice Acquisition Regulation (JAR)
*Department of State Acquisition Regulation (DOSAR)
*Department of the Army Acquisition Regulations (AFAR)
*Department of the Interior Acquisition Regulation (DIAR)
*Department of the Navy Acquisition Regulations (NMCAR)
*Department of Veterans Affairs Acquisition Regulation (VAAR)
*Environmental Protection Agency Acquisition Regulation (EPAAR)
*General Services Administration Acquisition Regulation (GSAR)
*National Aeronautics and Space Administration Federal Acquisition Regulations Supplement (NFS)
*National Science Foundation
*Nuclear Regulatory Commission Acquisition Regulation (NRCAR)

 

== Extraction of Clauses from FR, CFR, ECFR ==

ICI supports the extraction of Clauses from Federal Regulation (FR), Code of Federal Regulation (CFR) and Electronic Code of Federal Regulation (ECFR) XML files and adds them to the custom table. When a Third Party Agreement is uploaded to ICI either in Word or PDF formats, it is stored in Clause Discovery. After extracting the Clauses, you can ''Confirm'' or ''Ignore'' the extracted Clause. When confirmed, the user clicks the ''Finish ''button and ICI extracts the ''Clause Name, Clause ID'' and ''Effective Date'' and saves them to the Agreement Clause list. Clauses added by full text will not be auto-detected by ICI.

To extract clauses from CFR)/ ECFR XML files:

1. Upload the CFR/ECFR XML file in the Masterdata instance of the Masterdata Contract Type

*Verify all the Clauses from FR XML files are added to the custom table.
*Verify document type (XML) supported while uploading file in ''File Path'' Attribute in Masterdata 

2. This Masterdata XML file then goes through the parsing process. This process triggers the extraction of the Clauses.

3. After the parsing process is successfully completed, the extracted Clauses will be seen in the custom table as shown in the screenshot below.
<div class="image-green-border">[[File:SP6 FLIR 1.png|SP6 FLIR 1]]</div>
Let’s see an example of how to extract Clauses from a CFR XML file and add them to the custom table:<br/> 1. '''Click '''the ''Configure > Masterdata''.

The ''Masterdata ''page opens.
<div class="image-green-border">[[File:US ICI-1.png|720px|US ICI-1.png]]</div>
 

2. '''Click '''on ''Create''
<div class="image-green-border">The ''Create Masterdata'' page opens.<br/> ''[[File:US ICI-2.PNG|720px|US ICI-2.PNG]]''</div>
3. '''Select '''''ExternalClauseFiles ''from the Masterdata drop-down and '''Click''' on ''Next.''
<div class="image-green-border">[[File:US ICI-3.PNG|720px|US ICI-3.PNG]]</div>
3. On the ''Attributes ''tab, '''select''' the FR CFR XML Datafile option from the ''ClauseFileType ''drop-down.
<div class="image-green-border">[[File:US ICI-4.png|720px|US ICI-4.png]]</div>
'''3. Enter''' a Name for the file.<br/> 4. '''Click''' the ''Select File'' button to select and upload the Clause File. <br/> 5. '''Click''' ''Create''. This triggers a process that extracts and stores the Clauses in the custom table on the Masterdata instance and the Masterdata Details page opens. The extracted Clauses now appear in the custom table. 
<div class="image-green-border">[[File:US ICI-5.PNG|720px|US ICI-5.PNG]]<br/>  </div>
== Add System Attribute to identify FR discovery ==

ICI auto-detects the Federation Regulation (FR) Clauses that are extracted from the custom table and then confirms or rejects the FR discovery. This ensures an accurate metadata representation of the information contained in the Agreement.

To identify if the FR discovery should be added to an Agreement or not, you need to create an Agreement Contract Type that has these Attributes based on which the Agreement is created. These Attributes will then be seen on the ''Agreement Details'' page.

Let’s see an example of how this works:

#'''Click''' the ''Configuration'' tile on the''Dashboard''.
#'''Click''' ''Create Contract Type''.

 

== Saving Agreement Clause extension for Flow Down Clause Identification ==

1. '''Click''' the ''View Record'' icon on the ''Agreements Index'' page. The ''Agreement Details'' page opens.

2. '''Click t'''he ''Agreement Clauses'' tab to view the Clauses for the selected Agreement. By default, the Clauses are listed in the ''Grid v''iew.
<div class="image-green-border">[[File:US ICI-6.png|720px|US ICI-6.png]]</div>
3. '''Click '''''Show Clause Information'' to view the Clause details such as ''Agreement Clause Text, Standard Clause Text, Clause Name, Clause Code, Effective Date'', and so on.
<div class="image-green-border">[[File:US ICI-7.PNG|720px|US ICI-7.PNG]]</div>
4. If the Masterdata is enabled with the Extended Clause functionality, the Save button will be visible. '''Click''' ''Save'' to save your updates, if any. 

5. If any extended Clause Attributes have been added to your ICI instance, these will be editable Attributes on the ''Clause Details ''page.
<div class="image-green-border">[[File:US ICI-9.png|520px|US ICI-9.png]]</div>
You can choose to view the Clauses in the ''List ''view by selecting the ''List ''tab. 
<div class="image-green-border">[[File:US ICI-8.PNG|720px|US ICI-8.PNG]]<br/>  </div>
 

== Add Missing Clause from Custom Table ==

1. If the ''FAR DFAR DISCOVERY'''' '''''<b>is set to ''Yes'' when creating a Contract Type, then the ''Add Clause'' option will be visible on clicking the ''Agreement Clauses'' tab on the ''Agreement Details'' page.</b>
<div class="image-green-border">[[File:US ICI-10.PNG|620px|US ICI-10.PNG]]</div>
2. '''Click''' the ''Add Clause'' icon. The ''Add Clause'' Drawer opens.
<div class="image-green-border">[[File:US ICI-11.PNG|720px|US ICI-11.PNG]]</div>
<br/> 3. '''Select '''the missing Clauses that you want to add from the custom table. You can multi-select the Clauses.
<div class="image-green-border">[[File:US ICI-12.PNG|720px|US ICI-12.PNG]]</div>
The selected Clauses are added and displayed on the ''Agreement Clauses'' tab.
<div class="image-green-border">[[File:US ICI-13.PNG|720px|US ICI-13.PNG]]</div>
 
<div class="note-box">'''Note: '''The Clauses added here do not get added to the Clause Library.</div>
 

== Delete Added Clauses in Agreement Clauses ==

To delete the added Clauses:

1. '''Click''' the ''Delete Clause ''present under the three dots menu next to the Clause that you want to delete. 
<div class="image-green-border">[[File:US ICI-14.png|720px|US ICI-14.png]]</div> <div class="image-green-border"> </div> <div class="note-box">'''Note: '''The Clauses will be deleted from this list, however they will not be deleted from the Clause Library.</div>
'''Related Topics:''' [[Create_Agreement_page.PNG|Create Agreement]]  |  [[Contract_Digitalization|Contract Digitalization]] |  [[Discover_AI|DiscoverAI]] | [[Negotiate_AI|NegotiateAI]] | [[Obligation_AI|ObligationAI]] | [[Visualize_AI|VisualizeAI]]

AI Apps

2022-06-09T10:09:00Z

IDT-1:

= Artificial Intelligence Apps =

Artificial Intelligence includes:

#The "DigitizeArtificial Intelligence (AI) Application" that allows you to digitize unstructured legacy contracts into live contracts directly into the Icertis Contract Intelligence (ICI) platform, making it easier to manage, scale and convert them into strategic assets for your organization.
#The "DiscoverAI Application (App)" that allows you to automatically digitize and analyze third-party contracts as you manage your own contracts, giving you better visibility into the semantic structure of the contract, reducing risk and increasing compliance.

 

== Digitize Artificial Intelligence (AI) Application ==

=== The Challenge ===

Due to the inherently unstructured nature of contracts, it has been difficult for companies to manage them and use them as assets. The process of manually digitizing legacy contracts can be costly and time consuming for organizations. <br/> Some of the key challenges faced include: 

*Siloed legacy contracts in different formats, geographies and repositories
*Inability to search and report on legacy contracts
*Extremely limited view into the inherent risks and obligations within legacy contracts due to the lack of central management
*Limited capability to manage legacy contract workflows, including Renewals, Terminations, Amendments and Assignments

=== The Solution ===

The ICI DigitizeAI App lets you digitize legacy documents in PDF, Microsoft Word, TIFF and other formats, and then automatically extract Attributes and Clauses, at scale, directly into the ICI platform. This allows you to gain new insights into legacy contracts, save time, and improve compliance.<br/> Once extracted, key metadata is identified and organized in a Microsoft Excel spread sheet, color coded to help you quickly validate data accuracy and ensure that the digitization process is fast, efficient and accurate. The discovered Attributes and Clauses can then be quickly uploaded to ICI, where they seamlessly become part of your business processes.

ICI includes important capabilities to help you manage legacy contracts using Artificial Intelligence (AI). To manage them effectively, ICI supports:

*Converting legacy contracts (PDF, Microsoft Word, TIFF and other formats) into machine searchable documents
*Converting unstructured contracts into structured contracts by identifying key metadata Attributes (including String, Data, Date, Email, Boolean, User, and Lookup) into an organized Microsoft Excel spreadsheet
*Extracting Attributes using the Bulk Upload capability, quickly validate data accuracy and ensure that the digitization process is fast, efficient and accurate
*Color coding Clauses to help you identify Clauses based on the AI confidence of the extracted information in Excel
*Finding relevant contracts through a powerful search on text or metadata, and analyze the presence or absence of Clauses to identify hidden risks
*Performing lifecycle actions such as Renewals, Terminations, Amendments, Assignments, as well as perform Bulk Actions to comply with changing regulations

=== The Capabilities ===

The ICI DigitizeAI App offers these powerful capabilities for legacy contracts: 

*Image/PDF Conversion: Automatically convert image and PDF documents into text using advanced optical character recognition (OCR) capabilities 
*Batch Import of Contracts: Quickly and accurately import and digitize large scale batches of legacy contracts
*Seamless Contract Analysis: Easily include legacy contracts in all your centralized reporting and analytics
*Bulk Contract Actions: Perform bulk actions on legacy contracts as needed for regulatory changes and amendments 
*Native Management in the ICI Platform: Once imported, manage legacy contract renewals, risks and obligations as if they had been created within ICI, including powerful search and workflow capabilities 

=== The Benefits ===

The key benefits of using the ICI DigitizeAI App include: 

*Save time when importing legacy contracts
*Increase accuracy of Attribute and Clause extraction
*Contextually search through legacy contracts, including Full Text search
*Increase enterprise agility to import batches over time, through phased roll-outs or mergers and acquisitions 
*Reduce enterprise contract risk
*Centrally report on all contract assets

 

== The ICI DiscoverAI Application ==

The DiscoverAI App allows you to manage your Third Party contracts the same way that you manage your Own contracts, with Icertis’ AI-powered Clause and Attribute discovery. 

=== The Challenge ===

Every enterprise today, works with Third Party Contracts. While these Contracts form the foundation of business relationships, they can also present serious risks and are difficult to manage compared to your Own paper. Some of the key challenges faced include: 

*Reviewing contracts without the benefit of automation is labor-intensive and requires significant time to identify the key structures of the Contract
*Third Party Contract Clauses cannot be easily compared to standard Clauses
*Extracting contract Attributes with correct semantic meaning is extremely difficult and prone to errors
*Important Clauses cannot be tracked for deviations when they are red-lined during negotiations, introducing the risk of critical changes being overlooked

=== The Solution ===

The DiscoverAI App on the ICI platform includes important capabilities that address using Artificial Intelligence. To address these challenges, ICI supports:

*Automatic digitization and analysis of Third Party Contracts
*Applying the learnings gained from millions of contracts to drive AI algorithms in the ICI platform that parse Third Party contracts into their building blocks 
*Extracting key metadata and Clauses
*Mapping the metadata and Clauses to your contract definitions, standard Clauses, and Clause categories for further analysis, thus changes and deviations can now be tracked as the negotiation progresses 
*Giving better visibility into the semantic structure of the contract, reducing risk and increasing compliance

=== The Capabilities ===

The ICI DiscoverAI App offers these powerful capabilities for Third Party Contracts: 

*Image/PDF Conversion: Automatically convert image and PDF documents into text using advanced Optical Character Recognition (OCR) capabilities
*Clause and Attribute Discovery: Easily discover Attributes and Clauses after the Contract is imported without resource-intensive manual review
*Clause Matching: Accurately match discovered Clauses to the industry standard or your own taxonomy
*Clause Comparison and Deviation Tracking: Quickly compare each Clause to the closest match in the Clause library, and track and analyze deviations from accepted language
*Native management in the ICI Platform: Discovered Clauses and Attributes can now be managed as part of the entire Contract record, just like your Own paper

=== The Benefits ===

The key benefits of using the ICI DiscoverAI App include: 

*Processing Third Party Contracts faster while reducing risk and improving Contract performance
*Reducing cycle-time by automating aspects of the Contract review process and eliminating errors
*Increasing velocity and avoid risks with better visibility
*Automating deviation analysis and approvals
*Benefitting from redlining, versioning, approval rules, and workflow exactly as you would with your Own paper

 

== Search as a natural language query in ICI  ==

The current search functionality in ICI supports dynamic faceting and keyword-based search in three modes - metadata search, document or full-text search, and combined search. It assumes some level of expertise with users when they want to filter down the results to find exact records they were looking for.

ICI has introduced an AI enabled mode of searching the agreements. Users will be able to find the agreements in ICI by simply writing a spoken language statement. This mode allows a user to enter search terms in any form, including a statement, a question, or a simple list of keywords. In this release, the user would be leveraging this Natural Language Processing (NLP) technology for an Agreement entity on Global Search page as well as Agreement index page.

It supports querying on system attributes as well as few seeded attributes like status, contract type name, effective, created, modified, expiry dates, users, roles, clauses, etc. In this mode, users can specify the additional filters in the query itself to get the required results; for example, "MSA Agreements expiring next month, Agreements which are executed and contain a confidentiality clause", etc. The NLP search query results can be further filtered using the existing ICI category-based filters.

In the previous release, the ICI AI-enabled mode of searching supported querying on system and seeded attributes using a spoken language statement. With this release, the functionality has been enhanced to support user defined attributes as well. For example, queries such as “contracts in region as EMEA” would fetch the correct results even if “region” is a display name of a user defined attribute. In addition to this, NLP search is also enhanced to consider string operators such as “starts with” and “contains”, for example, “contracts where supplier name starts with Adobe”. 

 

'''Related Topics:''' [[Managing_US_Federal_Contracts_using_ICI|Managing US Federal Contracts]] | [[Contract_Digitalization|Contract Digitalization]] | [[Discover_AI|DiscoverAI ]]| [[Negotiate_AI|N]][[Negotiate_AI|egotiateAI]] | [[Obligation_AI|ObligationAI]] | [[Visualize_AI|VisualizeAI]] | [[Release_Notes|Release_Notes]] |

ICI Proposal Management

2022-06-09T10:06:57Z

IDT-1:

 

 

 

 

= ICI Proposal Management App =

== Purpose of the Document ==

The purpose of this document is to provide an insight into: 

*The ICI Proposal Management App.
*Functional walkthrough of the ICI Proposal Management App as a platform that supports any proposal management process.
*The recommendations for using the application in production context.

== Prerequisites ==

The user must have: 

*Completed the ICI Product Training.
*The ICI Proposal Management App must be enabled on customer environment.

== ICI Proposal Management Application ==

With the ICI Proposal Management application, Icertis has devised an opportunity to introduce out-of-the-box entities, drive the lifecycle and entire business process that begins with the inputs from an RFx, qualifies them, plans and reverts with a proposal, and finally facilitates the completion of the proposal. In addition, Icertis gives the flexibility to configure the Proposal Management App as per the customer requirement, making it a truly enterprise App.

[[File:7.15 PMApp RN 1.png|720px|7.15 PMApp RN 1.png]]

 

=== <br/> The Terminology ===

Here are some terms that will help you better understand the Proposal Management process:

[[File:7.15 PM App Release Notes Screenshot 02.PNG|600px|7.15 PM App Release Notes Screenshot 02.PNG]]<br/> [[File:7.15 PM App Release Notes Screenshot 03.PNG|600px|7.15 PM App Release Notes Screenshot 03.PNG]]

=== <br/> The Challenge ===

Some key challenges to overcome in order to set and mature your sell side practice include:

*Absence of a mature proposal management setup
**The proposal management process is not structured and is run ad-hoc. Dashboards to get an insight to metrics such as win rate or capture ratio are not available. Also, as organizations mature, they need insights to devise their strategy (for example, if win rate has decreased over time) and the tools to enforce business processes. 
*No single platform for seamless collaboration
**Enterprises rely on system of systems and expect seamless interplay of data across systems. As a result of disparate systems, data is fragmented across systems or entities which does not let leadership have insights on win rate, capture ratio, etc.
*Nightmare to manage, track and compile tasks
**Identifying and managing tasks between cross-functional stakeholder teams and completing proposals on stringent timelines are arduous. 
*Cumbersome content and knowledge management
**Reviewing, managing and reusing content is time consuming in addition to the challenges of quality and compliance that are critical for the business. Content and knowledge management repository is not present. For example, the organization receives multiple RFPs of similar nature. If a library of similar, reusable content is maintained, then it will save time by utilizing the same answers and using a qualitative template. Due to the lack of such a repository, the user has to give the same responses repetitively and recreate new proposals each time using non-standard or non-qualitative templates, which is time-consuming and results in duplication of efforts.

These challenges help shape the solution framework for the ICI Proposal Management App.

=== <br/> The Opportunity ===

For businesses, responding to Requests for Proposals (RFPs) is a regular process. However, each RFP is a sales opportunity which contributes to growth. It is, thus, imperative for the RFP to be successful as its execution will have a significant impact on the final outcome.

Keeping this in mind, Icertis introduces the Proposal Management App, which is built on the ICI platform that presents out-of-the-box entities to drive the entire business process. This essentially consists of creating and qualifying RFx, and responding to the buyers with the Bid Proposal.

The App provides the ability to track KPI metrics such as Win Rate, Value Capture Ratio, etc. that help in executing incoming solicitation types efficiently and improving response processes paving the way for a mature proposal management team over time.

ICI allows creating a contract-centric proposal process connected with Sourcing and Obligation Management to flexibly drive the end-to-end business process for enterprise needs.

[[File:7.15 PMApp RN 3.png|720px|7.15 PMApp RN 3.png]]

=== <br/> The Solution Framework ===

The functional decomposition of how the overall solution framework from capturing the Sell Side RFx to initiating a contract followed by knowledge management through configuration, integration, and usage of entities includes the following:

*'''Sell Side RFx Capture Management'''
**Capture Sell Side RFx
**Sign an NDA to participate in the RFx event
**Capture RFx schedule, line items, key requirements, and terms
**Qualify RFx and perform go/no-go decision to bid

*'''Proposal Management'''
**Develop solution and proposal strategy
**Plan a bid schedule
**Enrich proposal line items with quotes
**Assemble proposal package
**Approve proposal and submit

*'''Post-Win Management'''
**Negotiate proposal with customer
**Record proposal outcome
**Obligation extraction and tracking
**Initiate customer and supplier contracts post win

*'''Knowledge Management'''
**Update content 
**Tagged content for search and reuse
**Historical proposals search

Based on this framework, the solution includes:

<br/> [[File:7.15 PMApp RN 4.png|720px|7.15 PMApp RN 4.png]]

 

=== The Benefits ===

Icertis’ end-to-end solution connected with the ICI contract-led proposal management has several benefits including:

*Increased speed-to-market and proposal quality by using strengths of the ICI platform to create proposals quickly and effectively using templates based on the nature of products and services in a proposal 
*Improved deal quality and profitability by building the right proposal with the right products, prices, and terms and conditions
*Standard and customizable KPI tracking (win rate, capture ratio analysis), post-win contract and obligation tracking
*Seamlessly connected experience with Sourcing, Contracting and Obligation Management
*Increased ROI by realizing revenue and margins through proper governance on deal approvals

=== The Users ===

ICI Proposal Management typically involves the following set of users:

*'''Capture Management Team:''' Includes members from the sales, business development, pre-sales teams, who would be involved in the process of capture management. This team will quickly capture the RFx, ensure right fidelity of the input to make a bid/ no-bid decision, get the downstream proposal qualification process as quickly as possible, and improve the quality of the proposal.
*'''Proposal Management Team:''' Includes members from the delivery, IT, legal, or product teams, who would be involved in the process of proposal management. This team will take a qualified RFx, plan and create a proposal with a winning strategy that covers all the requirements of the incoming RFx. 
*'''Sourcing/Procurement Team:''' Includes members who would be involved in the overall view of the inventory, state of vendor deliverables, etc. They are a common function which can plan for any procurement that might need to be planned for the case that Bid Proposal converts into actual contract and the entity needs to engage with vendors for respective deliverables.
*'''Contracting (Legal) Team:''' Includes the standard legal function in an organization that helps qualify the RFx, convert the won proposal to appropriate customer/ supplier contracts.
*'''Knowledge Management Team:''' Includes members from the senior leadership within the sales and proposal teams who would be involved in the planning, curation, and baseline content reuse across Bid Proposal.

== The Proposal Management Process ==

 
<div class="image-green-border">[[File:7.15 PMApp RN 5.png|720px|7.15 PMApp RN 5.png]]</div>
The Proposal Management process has the following stages:

*'''Setting up and Configuring the App'''
**The ICI Proposal Management App must be enabled on the customer environment.
***Identify seeded configuration for the Proposal Management App
***Use ICI platform navigation tiles to view and create proposal management entities
***Extend the configuration for seeded proposal entities, attributes, workflows, rules that are necessary for the proposal management workflow
***Set up templates, metadata, and clauses for Bid Proposals as per company policy

*'''Capture Management''' 
**Manually create Sell Side RFx (solicitation types such as RFP, RFQ, RFI, Tender)
**Capture RFx details for Sell Side RFx (documents, key requirements, terms, templates, etc.), capture the RFx schedule/key dates or milestones of an event that occur on a selected date
**Support API integration use cases out-of-the-box to create and capture Sell Side RFx
**Sign NDAs while participating in RFx cycle
**Manually extract and create RFx line items
**Capture the audit history for changes to Sell Side RFx

*'''Qualifying Sell Side RFx'''
**Qualify Sell Side RFx with a Go/No-Go decision to bid
**Ability to set up questionnaires to assist the qualification process
**Set up departmental approvals as part of the Sell Side RFx workflow

*'''Creating and Planning Bid Schedule'''
**Create a Bid Proposal for a qualified Sell Side RFx
**Inherit attributes and associations from Sell Side RFx to Bid Proposal record
**Plan, create, and allocate tasks to cross-functional teams for proposal responses 

*'''Managing the Bid Proposal Workflow'''
**Use Own templates instead of third-party paper for assembly of clauses, template-variables, etc.
**Track tasks for proposal responses that need to be fulfilled by one or more cross-functional team members
**Set reminders and notifications to keep in the know and prevent missed deadlines
**Send Bid Proposals for one-off reviews
**Set up approval rules for various departmental approvals before finalizing the Bid Proposal and sending for signatures
**Collaborate on various topics using the ICI platform between multiple stakeholders instead of using external tools such as email
**Make amendments to submitted Bid Proposals

*'''Tracking Win/Loss Outcome'''
**Capture the Bid Proposal outcome as win or loss
**Capture win/loss attributes for better KPI tracking
**Track the KPI metrics such as Win Rate, Capture Ratio, etc. on the ICI dashboard

*'''Knowledge Management'''
**Have a common repository of knowledge (ICI masterdata) that includes content and framing for specific questions/sections in the Bid Proposal
**Keep content updated (templates and clauses) at all times for reuse and reference
**Use the advanced search (metadata and in-document) capability of the ICI platform to search for relevant historical proposals

== Working with the Proposal Management App ==

When implementing the Proposal Management App, some entities such as contract types and rules, necessary for the flow, are seeded. Using these seeded entities, proposal owners can populate an initial set of data imperative to the entity workflow. 

A dedicated “Proposals” tile is displayed on the ICI Home page for customers who have the license for the App. Users having either “View” or “Manage” access to the proposal management contract types can access this tile and use the available options - Dashboard, Sell Side RFx, and Bid Proposal to view and manage them.
<div class="image-green-border">[[File:8.1pmapp3.png|480px|8.1pmapp3.png]]</div>
The navigation tiles support localization and theming and can be configured by implementation teams. 

 

=== Setting masterdata values ===

The ICI Proposal Management provides seeded masterdata “Key Requirements” to capture the essential contents of an RFx that would help in winning the Bid Proposal. <br/> Users can create masterdata instances as per the business requirements.

To create a masterdata instance: 

1. '''Click''' “Configure” > “Masterdata”
<div class="image-green-border">[[File:8.0 PM 2.PNG|420px|8.0 PM 2.PNG]]<br/>   </div> <div class="image-green-border">2. On the "Masterdata" index page click "Create". The “Create Masterdata” page opens.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0 PM 3.PNG|720px|8.0 PM 3.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">3. On the “Masterdata Details” tab, select values in the following fields:</div>
*Category: For example, "Default".
*Masterdata (contract type): For example, "Key requirements".
<div class="image-green-border">[[File:8.0 PM 4.PNG|520px|8.0 PM 4.PNG]]<br/>  <br/> 3. '''Click '''“Next”. The “Attributes” tab opens. </div> <div class="image-green-border"> </div> <div class="image-green-border">4. '''Enter '''or select the values in the following fields:</div>
*Key Requirement: For example, "Track & Manage Tasks". 
*Requirement Category: For example, "Contract Life Cycle Management".
<div class="image-green-border">[[File:8.0 PM 5.PNG|520px|8.0 PM 5.PNG]]<br/>   <br/> 5. '''Click '''“Create”. The masterdata instance is created. You can edit, deactivate or delete the created masterdata, as required.<br/>  <br/> [[File:8.0 PM 6.PNG|720px|8.0 PM 6.PNG]]</div>
=== <br/> Working with Sell Side RFx ===

==== Overview ====

Proposal Management contract types must be configured as agreement contract type with Business Application Type as “Proposal Management” and Business Application Category as “Sell Side RFx”. It is controlled through role action mapping.

Sell Side RFx helps in converting incoming solicitation types efficiently and improving response processes paving the way for mature proposal management.  
<div class="image-green-border">[[File:8.1pmapp4.png|480px|8.1pmapp4.png]]</div> <div class="image-green-border"> </div>
*'''Sell Side RFx:''' Selecting this option navigates the user to the Sell Side RFx index page that displays all the current Sell Side RFx. Details related to Sell Side RFx such as Sell Side RFx ID, Sell Side RFx Name, RFx Type, Business Status, Created Date, RFx Source, RFx Reference No., RFx Capture Date, RFx Capture Complete Date, are displayed along with the actions that can be taken on them.

*'''Capture Management:''' In ICI, it is basically an association which may require approval from various business functions. The capturing process is typically performed by the sales teams of the organization which helps in qualifying the Sell Side RFx to be able to make the decision to bid or not. Some of these include Line Items, RFx Qualification, RFx Documents, and Proposal Templates.

Sell Side RFx comprises of the incoming solicitation types that the suppliers receive including:

*Invitation for Bid 
*Request for Quote 
*Request for Information
*Tender
*Request for Proposal 

The solicitation types are converted into successful businesses after winning the contract. For example, a supplier may place a bid for a firm fixed price. 

The Sell Side RFx workflow is as follows: 

*'''Create Sell Side RFx:'''
**Create a Sell Side RFx by capturing all RFx details such as line items, templates, etc. The RFx is now in the “Draft state”.

*'''Send for Approval:'''
**Send the RFx for approval; it moves to the “Waiting for Approval” state.
**If approved, the RFx qualification association will have to be created. The RFx moves to the “Awaiting Qualification” state.
**If there is no approver, the Sell Side RFx is auto-approved; the status of the RFx moves to “Awaiting Qualification”.
**If rejected or recalled, the RFx moves back to the “Draft” state.

Here is the workflow for Sell Side RFx at a glance:
<div class="image-green-border">[[File:7.15 PM App Release Notes Screenshot 11.png|720px|7.15 PM App Release Notes Screenshot 11.png]][[File:7.15 PM App Release Notes Screenshot 12.png|720px|7.15 PM App Release Notes Screenshot 12.png]]</div>
==== <br/> Creating Sell Side RFx ====

The details that would help the Sell Side RFx to qualify and potentially win a bidding are captured during the creation of a Sell Side RFx instance. The details include information related to RFx, RFx Type, key requirements for RFx, RFx documents, templates, customer details, selection process and logistics details, RFx schedules, and so on.

To create a Sell Side RFx:

1.  '''Click''' “Proposals” tile > “Sell Side RFx”.
<div class="image-green-border">[[File:8.1pmapp5.png|720px|8.1pmapp5.png]]</div>
2. '''Click '''the “Create” button. The “Attributes” page opens which contains key information required to be captured for creating the Sell Side RFx. 

3. '''Select''' or enter values for the following fields in the “Customer Information” section:

*Customer Name: The name of the buyer organization (prospect) from whom RFx is received for bidding. For example, "Acme Corporation".
*Customer Address: The business address of the buyer organization (prospect) from which RFx is received for bidding. For example, "Park Street, Singapore".
*Customer Geography: The location where the prospect or the customer is located. You can use this attribute to analyze the performance of your capture/proposal process with customer geography as a dimension. For example, "Asia Pacific". 
*Industry Vertical: The industry or domain which the buyer organization, prospect or customer falls under. For example, "Finance".
<div class="image-green-border">4. '''Enter '''values for the following fields in the “RFx Information” section:</div>
*'''Sell Side RFx ID:''' A unique ID generated automatically by the system on creation of the Sell Side RFx.
*'''Sell Side RFx Name:''' The name as mentioned in the RFx documents, or the customer/opportunity name. For example, "Enterprise CLM".
*'''RFx Type: '''The solicitation types include:

o  '''Request for Proposal (RFP):''' Is a solicitation type that helps obtaining the proposal for procuring goods and services. This is typically done through the bidding process.<br/> o  '''Request for Quote (RFQ): '''Is a solicitation type that allows organizations to request for quote from the suppliers for purchasing goods or services. RFQ is also called Invitation for Bid (IFB).<br/> o  '''Request for Information (RFI):''' The set of questions shared with potential suppliers to assess their ability to fulfil certain requirements to provide goods or services. This is done in the form of a questionnaire with specific and general questions. <br/> o  '''Tender:''' The invitation to bid for a specific project or supplying goods or services. For example, governments typically invite bids from organizations that should be submitted within the defined deadline. 

*'''Responding Business Unit:''' The business unit responsible for responding to the Sell Side RFx. For example, "Administration".
*'''RFx Source:''' The source includes all the input channels for the RFx. For example, RFx would be received on email, all the input data is captured.
*'''RFx Reference No:''' The unique identification of the RFx received from external system for reference.
<div class="image-green-border">[[File:8.1pmapp6.png|600px|8.1pmapp6.png]]</div>
*'''RFx Capture Date: '''The automatically generated date and time when the RFx was captured and a Sell Side RFx record is created in ICI Proposal Management App. 
*'''RFx Objective: '''The purpose of creating the RFx. 
*'''Key Requirements: '''The essential needs of the buyer captured in the RFx to fulfill the key objectives of the RFx. 
*'''Additional Requirements:''' The additional needs that are interpreted and not necessarily mentioned in the RFx documents. This helps giving additional information to the proposal creation team. 
*'''RFx Capture Complete Date:''' This is an auto computed attribute that captures the date and time whenever Sell Side RFx record is edited or approved.
<div class="image-green-border">[[File:8.1pmapp7.png|600px|8.1pmapp7.png]]</div> <div class="image-green-border"> </div>
5. '''Select '''or enter values for the following fields in the “Selection Process and Logistics” section: 

*'''Is NDA Required: '''This flag must be enabled if it is mandatory for the buyer and supplier to sign the NDA. 
*'''Communication Method:''' The preferred method of correspondence to submit the proposal. For example, Email, Customer Workshop, etc. 
*'''Point of Contact Name:''' The point of contact at the buyer’s end to whom the proposal or any other queries should be submitted. 
*'''Communication Email: '''The email address of the designated point of contact from the buyer’s side.  
*'''Communication Address: '''The mailing or communication address of the buyer organization, in case the proposal or queries need to be submitted physically.
*'''Communication Instructions:''' The specific guidelines (if any) for communicating with customers as part of RFx process. 
*'''Authorized Signature Required: '''This flag must be enabled if the authorized signature is required to be performed by the buyer and supplier. This helps defining signatory for Bid Proposals that will be created to address the Sell Side RFx.
*'''Bid Proposal Template Requirement: '''The specific format provided by the buyer that needs to be adhered to by the supplier while responding to the Sell Side RFx. It could also be in the supplier’s “Own” template format for responding as per business requirements.
<div class="image-green-border">6. '''Select '''or enter values in following fields of the “Schedule” section:</div>
*'''Pre Bid Conference Date: '''The date when buyer holds a conference for all bidders prior to bidding. The intent is to elaborate and provide details about the RFx and to answer any questions that bidders may have in a common forum. It is not applicable in all RFx context.
*'''Supplier Questions Due Date: '''The date by which the suppliers can submit the queries for received RFx to the buyer. 
*'''Bid Proposal Submission Deadline Date:''' The date by which the Bid Proposal must be submitted by the suppliers. 
*'''Supplier Demo Date: '''The date on which suppliers must present a demonstration of the goods or services that they will supply. 
*'''Due Diligence Check Date: '''The date and time by which the references provided by suppliers would be validated.
*'''Awarding Date: '''The date when the supplier is awarded the RFx. 
*'''Contract Execution Date:''' The date when the contract is executed between the buyer and the supplier.
<div class="image-green-border">7. '''Click '''“Select File” in the “File Path” field to upload an RFx document that supports the Sell Side RFx. </div>
8. '''Click '''“Next”. The “Verify” page opens.
<div class="image-green-border">[[File:8.1pmapp8.png|720px|8.1pmapp8.png]]</div> <div class="image-green-border"> </div>
9. '''Verify '''the details and click one of the following options. 

*Create
*Create and Publish
*Create and Send for Approval

The RFx is created in the “Draft” state.
<div class="image-green-border">[[File:8.1pmapp9.png|720px|8.1pmapp9.png]]</div> <div class="image-green-border"> </div>
The Sell Side RFx, being the standard ICI Agreement Contract Type, follows all ICI agreement functionalities such as adding members to Team, Rules and Approval process to approve the Sell Side RFx.
<div class="note-box">'''Note: '''Audit History of all actions taken on Sell Side RFx is captured and displayed under History section. </div>
==== Accessing Sell Side RFx ====

You can view existing Sell Side RFx from the “Proposals” tile.

To view the created Sell Side RFx:

1.    '''Click''' the “Proposals” tile. The following options are displayed depending upon the access privileges of a user: "Sell Side RFx, "RFx Qualification", "Bid Proposal”.<br/> 2.    '''Click''' “Sell Side RFx”, the Sell Side RFx index page opens.

The SSR index page opens displaying all available Sell Side RFx records. Users can refine the list of Sell Side RFx by applying filters, options and keywords using the Refine View search panel as well as the Saved Search functionality (“Save View”) functionality.
<div class="image-green-border">[[File:8.1pmapp5.png|RTENOTITLE]]<br/>  <br/> 3. '''Click '''View record icon corresponding to the sell side RFx record you want to open. For example, "Enterprise CLM". The sell side RFx Details page opens.<br/> Suppliers can view the current status of the sell side RFx on the Details page. Suppliers can also perform a variety of actions based on the current state of the sell side RFx. </div>
 

==== Creating Associations for Sell Side RFx ====

You can associate supporting documents with Sell Side RFx from the “Associations” tab in the left navigation pane on the Details page. This tab displays a list of associations relevant to the current Sell Side RFx instance such as All, Peers, Prerequisites, Post requisites, and No Constraint. It has following sub-sections.

*'''All:''' All the associations relevant to the current Sell Side RFx instance. 
*'''RFx Documents: '''The Sell-Side RFx content may be split across various logical documents. For example, Specific Requirements, Demo Cases, Questionnaires, and so on. RFx Documents captures all such documents for a Sell Side RFx.
*'''Line Items: '''A buyer may break down the RFx requirement in a series of line items or a sales persona analyses and may create RFx line items for proposal. Line Items associations capture the details about required quantity for line items associated with the current Sell Side RFx.
*'''RFx Qualification: '''After the Sell Side RFx capture is complete, an RFx Qualification captures the outcome of the Bid or No-Bid decision. This association provides information such as Bid Decision details, Versions, History, Team, Notes, and so on. A Sell Side RFx can have only one RFx Qualification.

    The RFx Qualification association impacts the Sell Side RFx workflow. Refer to Making a Bid Decision for details.

*'''Templates: '''Sell-Side RFx may mandate the template to follow for a Bid Proposal. For example, templates for questionnaire, bid-proposal, pricing matrix, and so on. Templates associations capture such third party templates which specify the format for bid response.

'''To create an association for Sell Side RFx from Details page:'''

 1. '''Click''' the plus + icon to “Create Association” corresponding to the type of association that you want to create, for example, "RFx Documents". The “Create Association” page opens.
<div class="image-green-border">[[File:8.1pmapp11.png|720px|8.1pmapp11.png]]</div>
2. '''Enter '''the details. The Sell Side RFx details are pre-populated.

3. '''Click '''“Create”.
<div class="image-green-border">[[File:8.1pmapp12.png|600px|8.1pmapp12.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">The RFx Document is now associated with the Sell Side RFx.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0 PM 20.PNG|720px|8.0 PM 20.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">Similarly, you can create Associations for Line Items, RFx Qualification and Templates by clicking the “Create Association” icon corresponding to each Association.</div> <div class="image-green-border"> </div> <div class="image-green-border">'''To create line items for Sell Side RFx using Excel:'''</div> <div class="image-green-border"><br/> 1. '''Click '''Association type under Associations in left navigation pane. For example, “Line Items”. The selected associations open.</div> <div class="image-green-border"><br/> 2. '''Click '''three dots menu > "Export" > "Excel". The Excel template will be downloaded as “ICMPMAppLineItems.xlsx” on your machine in the configured download folder.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.1pmapp13.png|720px|8.1pmapp13.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">3. '''Open '''and fill the Excel file with the line items details.</div> <div class="image-green-border"> </div> <div class="image-green-border">4. '''Save''' the details and close the file.</div> <div class="image-green-border"> </div> <div class="image-green-border">5. '''Click '''three dots menu > "Upload Template". The “Upload Document” drawer opens.</div> <div class="image-green-border"><br/> 6. '''Select '''File and click "Open".</div> <div class="image-green-border"> </div> <div class="image-green-border">7. '''Click '''“Upload File”. The “Upload Summary” is displayed with the wait time message.</div> <div class="image-green-border"> </div> <div class="image-green-border">8. '''Click''' “Ok”. The line items will be added to the Sell Side RFx.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.1pmapp14-2.png|720px|8.1pmapp14-2.png]]</div>
==== <br/> Editing Sell Side RFx ====

You can modify the sell side RFx as per business requirements:

1. '''Click '''“Edit” on the sell side RFx Details page. The “Edit Sell Side RFx” page opens.
<div class="image-green-border">[[File:8.1pmapp14.png|720px|8.1pmapp14.png]]</div>
2. '''Make '''the required changes and click “Next”. The “Verify” page opens.
<div class="image-green-border">3. '''Verify '''the changes made to the RFx and click “Update”. </div> <div class="image-green-border"> </div> <div class="image-green-border">The RFx will save the updates made.</div> <div class="image-green-border"> </div>
==== Canceling Sell Side RFx ====

You can cancel a sell side RFx as per business requirements. 

To cancel a sell side RFx:

1. '''Click '''“Cancel” on the sell side RFx Details page. The “Please Confirm” pop up opens.
<div class="image-green-border">[[File:8.1pmapp15.png|720px|8.1pmapp15.png]]</div>
2. '''Click''' “Yes” if you are sure that the RFx should be cancelled. The “Add Note” drawer opens.
<div class="image-green-border">[[File:8.0 PM 89.PNG|320px|8.0 PM 89.PNG]]</div>
3. '''Enter '''a note such as the reason for cancellation and select the reason code. 

4. '''Click''' “Add”. The status of sell side RFx changes to “Cancelled”. 
<div class="image-green-border">[[File:8.0 PM 30.PNG|620px|8.0 PM 30.PNG]]</div> <div class="image-green-border"> </div>
==== Deleting Sell Side RFx ====

1. '''Click '''“Delete” on the three dots menu of Sell Side RFx Details page to delete the RFx. The “Please Confirm” pop up opens.
<div class="image-green-border">[[File:8.1pmapp16.png|720px|8.1pmapp16.png]]</div>
2. '''Click '''“Yes” on the “Please Confirm” pop up. The Sell Side RFx will be deleted.
<div class="image-green-border">[[File:8.0 PM 32.PNG|320px|8.0 PM 32.PNG]]</div> <div class="image-green-border"> </div> <div class="note-box">'''Note:''' Only authorized users can delete the Sell Side RFx. </div>
 

==== Sending Sell Side RFx for Approval ====

You can send the Sell Side RFx for approval if not already sent during the creation process.

1. '''Click '''“Send for Approval” on the Sell Side RFx Details page. The Sell Side RFx is sent to approvers added in the record’s team. 
<div class="image-green-border">[[File:8.1pmapp17.png|720px|8.1pmapp17.png]]</div>
The Sell Side RFx status moves to “Waiting for Approval”.
<div class="image-green-border">[[File:8.1pmapp18.png|720px|8.1pmapp18.png]]</div>
2. '''Click''' "Recall" under three dots menu on the Sell Side RFx details page if you want to recall the Sell Side RFx sent to approvers. The Add Note drawer opens.

3. '''Add '''a note and select a Reason Code for recalling.

4. '''Click '''"Add". The Sell Side RFx will be recalled and moves back to "Draft" state.

==== <br/> Approving Sell Side RFx ====

Approvers can approve or reject a Sell Side RFx based on the company’s objectives being fulfilled. They can see the Approval task listed in their “My Tasks” widget on the “Home” dashboard.

[[File:8.1pmapp19.png|720px|8.1pmapp19.png]]<br/>  <br/> 1. '''Click '''“Approve” under the three dots menu of Sell Side RFx Details page. The “Add Note” drawer opens.

[[File:8.1pmapp20.png|720px|8.1pmapp20.png]]
<div class="image-green-border">2. Enter a note and '''click''' “Add”. The Sell Side RFx is approved.</div> <div class="image-green-border">''[[File:8.0 PM 36.PNG|520px|8.0 PM 36.PNG]]''</div>
The Sell Side RFx status changes to “Awaiting Qualification” once all approvers added in the Team approve it, the status changes to approved.
<div class="image-green-border">[[File:8.1pmapp21.png|720px|8.1pmapp21.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div>
==== Rejecting Sell Side RFx ====

Approvers can reject a Sell Side RFx based on the company’s objectives.

1. '''Click '''“Reject” under the three dots menu of Sell Side RFx Details page. The “Add Note” drawer opens.
<div class="image-green-border">[[File:8.1pmapp22.png|720px|8.1pmapp22.png]]</div>
2. Enter'''a note and select a reason for rejection.'''

3. '''Click '''“Add”.
<div class="image-green-border">[[File:8.0 PM 39.PNG|420px|8.0 PM 39.PNG]]</div>
The Sell Side RFx is rejected and goes back to the “Draft” state. 

 

==== Expiring of Sell Side RFx ====

If the Bid Proposal submission deadline date is past the current date and the bid decision is not yet captured for the Sell Side RFx, then the Sell Side RFx moves to the “Expired” state.

For example, the Sell Side RFx, Enterprise CLM, is expired as its Bid Proposal submission deadline date - April 27, 2022 has already passed.
<div class="image-green-border">[[File:8.1pmapp23.png|600px|8.1pmapp23.png]]</div>
=== <br/> Making a Bid Decision ===

==== Overview ====

Based on the company’s objectives, the Sell Side RFx is qualified for a decision to bid or not to bid through RFx Qualification. RFx Qualification in ICI is basically an associated document with an approval workflow. Depending upon the type of RFx, the qualification may need approval from various business functions that help in making the decision about placing the bids.

The capture management or the sales team of the organization may or may not revert to every RFx, but the team has to ensure that it meets the business objective, and then make the decision to bid or not.  They can mention the Bid Decision details for a Sell Side RFx in an “Awaiting Qualification” status by creating an RFx Qualification association.

There can be only one RFx qualification for a Sell Side RFx.
<div class="image-green-border">[[File:8.1pmapp24.png|720px|8.1pmapp24.png]]</div>
Based on the company’s objectives, the Sell Side RFx is qualified for a decision to bid or not to bid. The sales team of the organization can mention the Bid Decision details for a Sell Side RFx in an “Awaiting Qualification” status by creating an RFx Qualification association. There can be only one RFx qualification for a Sell Side RFx.

The creation of an RFx Qualification Association invokes the Approver rule and workflows and moves the corresponding Sell Side RFx to the status according to the bid decision, upon RFx qualification approval.

Users can set Bid Decision using the following options:

*'''Bid:''' Allows user to place a bid based on the RFx received if the RFx meets the company’s objectives. For an approved Sell Side RFx, when the bid decision is set as Bid, the status of the Sell Side RFx moves to “Bid” once the RFx qualification is approved. 
*'''No Bid: '''Allows user to avoid placing a bid based on the RFx received if the RFx does not meet the company’s objectives. For an approved Sell Side RFx, when the bid decision is set as No Bid, the status of the Sell Side RFx moves to “No Bid” once the RFx qualification is approved.
*'''Hold:''' Allows user to keep the bid on hold if the buyer organization communicates that the RFx is put on hold. For an approved Sell Side RFx, when the bid decision is set as Hold, the status of the Sell Side RFx moves to “No Bid” once the RFx qualification is approved.
*'''Awaiting Qualification:''' The default status of the Sell Side RFx till a bid decision is made based on the company’s objectives.

The RFx Qualification workflow is as follows: 
<div class="image-green-border">[[File:7.15 PM App Release Notes Screenshot 14.png|720px|7.15 PM App Release Notes Screenshot 14.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">
*'''Select Sell Side RFx for Qualification:'''
**Go to “Proposal Management” > “RFx Qualification” and select a record on the index page. The status of the RFx Qualification is “Draft” and of the Sell Side RFx is “Awaiting Qualification” till a bid decision is made.

*'''Make a Bid Decision:'''
**If the bid decision is made, the RFx qualification is sent for approval; the status of the Sell Side RFx moves to “Bid”, once the RFx Qualification is approved.
**If the bid decision is rejected, the RFx qualification can be sent for approval; the status of the Sell Side RFx moves to “No Bid”, once the RFx Qualification is approved. 
**For any reason/rationale, if the bid decision cannot be made, the RFx qualification can be put on hold; the status of the Sell Side RFx moves to “No Bid”, once the RFx Qualification is approved. 

*'''Send RFX Qualification for Approval:'''
**If the decision to bid is made, send the RFx Qualification for approval from the Details page. The RFx Qualifications moves to the “Waiting for Approval (from the Approver)” state.
***If approved, the status of the RFx qualification moves to “Approved”. 
***If there is no approver, the RFx qualification is auto-approved; the status of the RFx qualification moves to “Approved”.
***If rejected or recalled, the status of the RFx qualification moves back to “Draft”.
</div>
==== Creating RFx Qualification ====

After the Sell Side RFx capture is complete, an RFx Qualification captures the outcome of the Bid/No Bid decision.

1. '''Click '''the plus + icon next to RFx Qualification in the “Associations” section, on Sell Side RFx Details page. The “Create Association” page opens. 
<div class="image-green-border">[[File:8.0 PM 42.png|820px|8.0 PM 42.png]]</div>
2. '''Select '''or enter values for the following fields in the “Bid Decision” section: 

*Name: The name of the RFx Qualification. For example, “Qualification Enterprise CLM”. 
*Bid Decision: The bid decision for the Approved Sell Side RFx which has options- Bid, No Bid, Hold, and Awaiting Qualification.
*Bid Decision Owner: The owner who will make the decision if the RFx qualifies for a bid or not.
*Bid Decision Method: The method used to arrive at a go or no-go decision for the bid. For example, "Decision Matrix". 
*Bid Decision Capture Date: The date and time at which the bid decision is taken.
*Rationale: The reason behind taking a specific decision to bid or not, or keep the bid on hold.
*Agreement Code: An automatically generated code after the RFx qualification is generated.
*File Path: Any document to capture rationale for decision taken. For example, a questionnaire in an Excel format.

3. '''Click''' “Create”. The RFx Qualification is created in a “Draft” state.
<div class="image-green-border">[[File:8.0 PM 123.PNG|500px|8.0 PM 123.PNG]]</div>
 
<div class="note-box">'''Note:''' You can add only one RFx Qualification to a Sell Side RFx. Audit History of all actions taken on RFx qualification is captured and displayed under "History" section. </div>
 

==== Accessing RFx Qualification ====

Users can access all RFx Qualifications. 

Selecting the RFx Qualification option navigates the user to the “RFx Qualification” index page, where a list of qualified RFx is displayed. This option is visible only to users who have “View” or “Manage” access to the RFx qualification. On selecting a record, the user is directed to the “RFx Qualification Details” page that provides information such as Bid Decision details, Versions, History, Team, Notes, etc. in the left navigation pane.
<div class="image-green-border">1. '''Click '''“Proposals” > “RFx Qualification” from the “Home” page. The saved search result for RFx Qualifications is rendered displaying all RFx Qualification records.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.1pmapp26.png|720px|8.1pmapp26.png]]<br/>  <br/> 2. '''Click '''the View Record icon corresponding to the RFx Qualification you want to open.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.1pmapp26-2.PNG|720px|8.1pmapp26-2.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">The RFx Qualification Details page opens.<br/>  <br/> [[File:8.1pmapp27.png|720px|8.1pmapp27.png]]</div>
==== <br/> Sending RFx Qualification for approval ====

1. '''Click''' “Send For Approval” on the RFx Qualification Details page. The RFx Qualification will be sent to relevant users for approval.
<div class="image-green-border">[[File:8.1pmapp28.png|720px|8.1pmapp28.png]]<br/>  <br/> The status of the RFx Qualification changes to “Waiting For Approval from the First (or respective) Approver”.<br/> <br/> 2. '''Click '''“Recall” if you want to recall the RFx Qualification sent to approvers. The “Add Note” drawer opens.</div> <div class="image-green-border"> </div> <div class="image-green-border">3. '''Add '''a note and select a Reason Code for recalling.</div> <div class="image-green-border"> </div> <div class="image-green-border">4. '''Click '''"Add". The RFx Qualification will be recalled and moves back to "Draft" state.</div>
==== <br/> Approving RFx Qualification ====

The approvers (sales or business or legal team) can approve or reject the RFx Qualification based on the company’s objectives being fulfilled or not.

To approve the RFx Qualification:
<div class="image-green-border">1. '''Click''' “Approve” on RFx Qualification Details page. The “Association Approve Note” drawer opens.</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Enter '''a note and click “Add”. The status of the RFx Qualification changes to “Approved”.<br/>  <br/> The status of the corresponding Sell Side RFx changes as per the bid decision selected while creating the RFx Qualification. For example, here the status changes to “Bid”.</div> <div class="image-green-border"> </div> <div class="image-green-border"> If a user modifies the approved RFx qualification, it moves back to the “Draft” state and the corresponding Sell Side RFx moves to the “Awaiting Qualification” state.</div>
 

==== Rejecting RFX Qualification ====

1. '''Click '''“Reject” on RFx Qualification Details page. The “Association Reject Note” drawer opens.
<div class="image-green-border">2. '''Enter''' a reject note and select the relevant “Reason Code” from the dropdown.</div> <div class="image-green-border"> </div> <div class="image-green-border">3. '''Click '''“Add”. The RFx Qualification will be rejected and moves back to the “Draft” state.</div>
==== <br/> Deleting RFx Qualification ====

When a user deletes an approved RFx qualification, the RFx qualification instance is deleted and the corresponding Sell Side RFx moves back to the “Awaiting Qualification” state.
<div class="image-green-border">[[File:8.1pmapp29.png|720px|8.1pmapp29.png]]</div>
=== <br/> Working with Bid Proposal ===

==== Overview ====

Bid Proposal comprises of the response provided by the supplier against the qualified RFx received such as Request for Quote, Request for Information, and so on. The Proposal Management team of the organization is typically responsible for creating the Bid Proposal. A thorough review of the Bid Proposal is performed by the reviewer team ensuring that the proposal meets the business requirements, quality, and compliance standards.

Proposal Management contract types must be configured as agreement contract type with Business Application Type as “Proposal Management” and Business Application Category as “Bid Proposal”. It is controlled using role action mapping.

A typical Bid Proposal has the following associations:

*Sell Side RFx – Associate a Sell Side RFx with a Bid Proposal if not already inherited while creating a Bid Proposal. A Bid Proposal can have only one Sell Side RFx Association.
*Proposal Line Items 
*RFx Documents
*Supporting documents, if any
*Templates
<div class="image-green-border">[[File:8.0 PM 48.png|720px|8.0 PM 48.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">While assembling the Bid Proposal, all ICI platform constructs such as templates, clauses, template variables and functionalities, such as deviation, agreement clauses, clause approver and so on, work as per standard ICI behavior.</div> <div class="image-green-border"> </div> <div class="image-green-border">
The Bid Proposal workflow is as follows: 

*'''Create Bid Proposal'''
**After the Sell Side RFx is received and qualified, the proposal management team works on creating the Bid Proposal and tracking its progress until it is won or lost. 
**Go to “Proposals” > “Create Bid Proposal” to create the Bid Proposal in the “Draft” state. 
**The set of attributes allow capturing important elements for the Bid Proposal such as Customer or RFx Information (point of contact, key requirements, communication method, etc.), Bid Proposal Schedule (submission date, due diligence date, awarding date, etc.), Proposal Details (proposal manager, review dates, status, etc.), Authorization, and Outcome Tracking (win, loss, closed, etc.).

*'''Request Review'''
**Send the Bid Proposal for review; it moves to the “Review Pending (from Reviewer)” state. Whether approved or rejected, the Bid Proposal moves back to the “Draft” state.

*'''Send for Approval'''
**Send the Bid Proposal for internal approval to the Proposal Manager or to the final approvers such as Head of Sales team. it moves to the “Waiting for Approval” state.
***If approved by all approvers, the Bid Proposal moves to the “Approved” state.
***If rejected by any approver, the RFx moves back to the “Draft” state.

*'''Send for Signature'''
**The Bid Proposal is sent for internal or external signature based on the selected signature sequence once the Bid Proposal is approved. The status of the Bid Proposal is “Waiting for Internal/External Signature from Signatory”.
***When signed by all signatories, the business status is “Bid Proposal Submitted”.

*'''Tracking the Bid Proposal''' 
**Based on the submission, the proposal team tracks the bid outcome (the attributes and data that capture the win or loss for the Bid Proposal). This helps in establishing and measuring the benchmarks for win or loss tracking.
***Depending on the selected bid outcome, the Bid Proposal status can be “Awaiting Outcome”, “Won”, “Lost”, “No Bid”, or “Closed”.

*'''Collaborating through Proposal Process''' 
**A key aspect of the ICI Proposal Management App is the ability to use the “Collaboration” tab on the platform, at any stage, which is a dedicated space available within the proposal itself, to communicate between multiple stakeholders. 
***Create a New Topic from the “Collaboration” tab on the Bid Proposal Details page. Specify details such as Participants, Confidentiality, Message, etc.

*'''Managing Bid Proposal using Commitments''' 
**Commitments can be added to the proposal which can serve as reminders of the tasks and actions that need to be taken for tracking Bid Proposals to ensure that the necessary obligations are completed on time.
***Add Commitments from the “Commitments” tab on the Bid Proposal Details page. Specify details such as Commitment Type (Clause, Meta Data, Risk, Transaction), Due Date, Instructions, Reminder, etc.

*'''Amending Bid Proposal'''
**Submitted Bid Proposals can be edited only through amendments. For example, a supplier can submit changes while a round is still open, or when a supplier is shortlisted in a round and needs to provide additional details. The amendment is created in the “Draft” state.

Here is the workflow for Bid Proposal at a glance:

[[File:7.15 PM App Release Notes Screenshot 25.png|720px|7.15 PM App Release Notes Screenshot 25.png]]<br/>  
</div>
==== <br/> Creating the Bid Proposal ====

1. '''Click''' “Proposals” > "Bid Proposal" from the Home page.
<div class="image-green-border">[[File:8.1pmapp30.png|720px|8.1pmapp30.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Click''' “Create” button. The “Attributes” page opens. This page contains key information required to be captured for creating the Bid Proposal.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.1pmapp31.png|720px|8.1pmapp31.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">'''3. Select '''or enter the values for the fields on the "Attributes" page.<br/>  <br/> [[File:8.1pmapp32.png|720px|8.1pmapp32.png]]</div>
*'''Associate and Inherit:''' '''Click '''the icon next to this option to inherit and select the Sell Side RFx for creating the Bid Proposal. It opens the Lookup Search drawer to search and associate the Sell Side RFx to Bid Proposal. The Lookup Search drawer displays Sell Side RFx records in “Awaiting Qualification” and “Bid” business states.
<div class="image-green-border">[[File:8.0 PM 51.PNG|800px|8.0 PM 51.PNG]]<br/>  <br/> Inheriting the Sell Side RFx inherits the attributes and Associations of Sell Side RFx to Bid Proposal.</div> <div class="image-green-border"> </div> <div class="note-box">Note: All associations except line items associations are inherited. Line items are Bulk Association Contract Types and will not be inherited.</div>
*'''Organization Unit:''' Click the icon next to this option to select the organization unit which you want the Bid Proposal to be part of.

4. '''Select''' or enter information in the “Customer or RFx Information” section. 

*Customer Name
*Key Requirements
*Additional Requirements
*Communication Method
*Communication Instructions
*Communication Email 
*Point of Contact Name 
*Point of Contact Title 
<div class="image-green-border">[[File:8.1pmapp33.png|720px|8.1pmapp33.png]]</div>
4. '''Select '''or enter values for the fields in the “Bid Proposal Schedule” section:

*Supplier Questions Due Date
*Bid Proposal Submission Deadline Date
*Supplier Demo Date
*Due Diligence Check Date
*Awarding Date
*Contract Execution Date

The values in these fields will be inherited from the corresponding Sell Side RFx.
<div class="image-green-border">[[File:8.0 PM 107.PNG|480px|8.0 PM 107.PNG]]</div> <div class="image-green-border"> </div>
5. '''Select '''or enter values for the fields in the “Proposal Details” section. 

*'''Business Unit:''' The business unit responsible for responding to the Sell Side RFx. For example, Administration. 
*'''Proposal Name:''' The name of the proposal managed by the supplier organization.
*'''Proposal Manager:''' The designated person authorized to manage the proposal. 
*'''Bid Proposal Type:''' The Bid Proposal type that will be submitted. For example:

             o '''Counter Signed: '''Allows signing the Bid Proposal that is already signed by the other party. <br/>              o '''Account Expansion:''' The effort made through the Bid Proposal to expand the current business account with the other party.<br/>              o '''For Pre Bid Qualification: '''The process of identifying potential vendors who indicate that they are qualified for placing a bid for a potential project.<br/>              o '''Reverting to RFx:''' The process of creating the Bid Proposal as a response to the RFx received.

*'''Internal Review Date: '''The date by which the internal review of the Bid Proposal must be completed. This helps the Proposal Manager to track any internal milestones for proposal review.
*'''Planned Submission Date:''' The date by which the Bid Proposal must be submitted. This helps the Proposal Manager track when the Bid Proposal will be submitted to the customer or prospect.
*'''Reviews Required:''' The list of users or the departments that should review the Bid Proposal. For example, "Legal".
*'''List of Supporting Docs:''' The list of associated documents that must be added with the Bid Proposal when submitting. It helps the Proposal Manager assemble any supporting documents that are routinely added with the Bid Proposal. For example, "Case Studies". 
*'''Bid Proposal Status:''' It helps the Proposal Manager track and report the overall status of the Bid Proposal. For example, Green that indicates the Bid Proposal is on track to be submitted as per the defined time frame. "Amber" is selected by default.
*'''Status Tweet:''' It helps the Proposal Manager convey the summary of the Bid Proposal and can also be effective in aggregate reporting of the Bid Proposal project. For example, if the Bid Proposal status is selected as “Red”, the status tweet can be “No resources available”.
*'''Bid Round:''' It captures the information of the rounds that happen during the process of submitting the Bid Proposal. This helps the Proposal Manager identify if the Bid Proposal is used as part of a specific round in the RFx process.
<div class="image-green-border">[[File:8.0 PM 108.PNG|500px|8.0 PM 108.PNG]]</div> <div class="image-green-border"> </div>
6. '''Select '''or enter the information in “Authorization”.

*'''Signature Type: '''The signature method that will be used for the Bid Proposal. For example, “Electronic Signature”. 
*'''Signature Sequence:''' The sequence in which the Bid Proposal should be signed. 
*'''External Signatory:''' A designated person from buyer/prospect team for Bid Proposal execution when the signatures are required for executing a Bid Proposal.
<div class="image-green-border">[[File:8.0 PM 109.PNG|500px|8.0 PM 109.PNG]]</div> <div class="image-green-border"> </div>
7. '''Select '''or enter the values for the fields in the “Outcome Tracking” section:

*'''Outcome: '''The result of the Bid Proposal that is being created. The available options are: Awaiting Outcome, Win, Loss, No Bid, and Closed. The default value is set as "Awaiting Outcome".
*'''Bid Outcome Notes:''' Any additional information that can be added to support the bid outcome of the proposal. 
*'''Proposal ID:''' A unique ID generated automatically after creating the Bid Proposal.

8. '''Click '''“Next”. The “Select Template (Step 3 of 4)” page opens.
<div class="image-green-border">[[File:8.0 PM 110.PNG|500px|8.0 PM 110.PNG]]</div> <div class="image-green-border"> </div>
9. '''Select''' the template and click “Next”. The “Verify” page opens. 

10. '''Verify''' the information and '''click '''one of the following: 

*Create 
*Create and Publish 
*Create and Send for Approval
<div class="image-green-border">[[File:8.1pmapp34.png|720px|8.1pmapp34.png]]</div>
The Bid Proposal will be created in “Draft” state.
<div class="image-green-border">[[File:8.1pmapp35.png|720px|8.1pmapp35.png]]</div> <div class="image-green-border"> </div>
'''Associations of Bid Proposal'''

The Bid Proposal has following Associations:

*'''Sell Side RFx: '''A Sell Side RFx encapsulates various incoming soliciting types such as Request for Quote, Request for Proposal and so on. A Bid Proposal can have only one Sell Side RFx association.
*'''Line Items: '''The proposal line items are RFx Line items that are broken down into fine grained line items with details such as quotes. 
*'''RFx Documents:''' The Sell Side RFx content may be split across various logical documents. For example, specific requirements, questionnaires, and so on. RFx Documents captures all such documents for a Sell Side RFx which will be inherited to a Bid Proposal.
*'''Supporting Documents: '''The Bid Proposal may have supporting documents such as case-studies, audit certificates and so on, that need to be associated with the Bid Proposal.
*'''Templates:''' The third party templates which specify the format the Bid Proposal needs to adhere to. These associations will be inherited from the associated Sell Side RFx.

 

 

==== Accessing Bid Proposal ====

You can search and view the created Bid Proposal from the “Proposal Management” tile.

To view the Bid Proposal:

1. '''Click '''“Proposals” > "Bid Proposal" from the “Home” page. The Bid Proposal index page opens displaying all the Bid Proposal records.
<div class="image-green-border">2. '''Click '''View Record icon corresponding to the Bid Proposal record you want to open.</div> <div class="image-green-border"> </div> <div class="image-green-border">The Bid Proposal Details page opens.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.1pmapp38.png|720px|8.1pmapp38.png]]</div>
==== <br/> Managing Bid Proposal using Commitments ====

Proposal owners can create tasks to plan and track Bid Proposals using commitments in ICI. Commitment Tasks help to work and collaborate with different teams with the defined timelines to manage Bid Proposals.

To create a task using commitment:

1. '''Click''' the “Commitments” tab in the left navigation pane on the Details page. The existing commitments are displayed if any.

2. '''Click''' “Add Commitment”. The “Add Commitment” drawer opens.
<div class="image-green-border">[[File:8.1pmapp39.png|720px|8.1pmapp39.png]]</div> <div class="image-green-border"> </div>
3. '''Enter''' the details for the commitment.
<div class="image-green-border">[[File:8.0 PM 91.PNG|520px|8.0 PM 91.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">4. '''Click '''“Add Commitment”. The commitment is created and added to the Bid Proposal.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0 PM 120.PNG|720px|8.0 PM 120.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">To view and take action on the commitment tasks:</div> <div class="image-green-border"><br/> 1. '''Select '''the "Take action on commitment" option from the three dots action dropdown. The “Add Action” drawer opens.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0 PM 121.PNG|720px|8.0 PM 121.PNG]]</div> <div class="image-green-border"> </div>
2. '''Add '''Action Details and Commitment Details.

3. '''Click '''“Save”. The Commitment status is updated according to the action taken.
<div class="image-green-border">[[File:8.0 PM 64.PNG|520px|8.0 PM 64.PNG]]</div>
Refer to the Compliance Management for more details on working with commitments.

 

==== Editing Bid Proposal  ====

1. '''Click '''“Edit” on the Bid Proposal Details page. The "Edit Bid Proposal" page opens.
<div class="image-green-border">[[File:8.1pmapp40.png|720px]]</div> <div class="image-green-border"> </div>
2. '''Edit''' the details on the Attributes page as required and '''click '''"Next". The “Verify” page opens.
<div class="image-green-border">[[File:8.1pmapp41.png|720px]]</div> <div class="image-green-border"> </div>
3. Verify the details and '''click '''“Update”.''' '''
<div class="image-green-border">[[File:8.1pmapp42.png|720px]]</div>
The changes will be saved to the Bid Proposal.

 

==== Canceling Bid Proposal  ====

1.  '''Click '''“Cancel” from the three dots menu on the Bid Proposal Details page. The Confirmation popup opens with a message that the agreement will move to a canceled state.
<div class="image-green-border">[[File:8.1pmapp43.png|720px]]</div> <div class="image-green-border"> </div>
2. '''Click '''“Yes” to proceed. The “Add Note” drawer opens.
<div class="image-green-border">[[File:8.0 PM 69.PNG|320px|8.0 PM 69.PNG]]</div> <div class="image-green-border"> </div>
3. '''Add '''a note and select a Reason Code for canceling the Bid Proposal.
<div class="image-green-border">[[File:8.0 PM 70.PNG|420px|8.0 PM 70.PNG]]</div> <div class="image-green-border"> </div>
4. '''Click '''“Add”. The Bid Proposal will move to a Cancelled state.

 

==== Deleting Bid Proposal ====

You can delete Bid Proposals which are in draft state.
<div class="image-green-border">1. '''Click '''“Delete” on the Bid Proposal Details page, a validation message is displayed.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.1pmapp44.png|720px]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Click''' “Yes” on the validation message. </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0 PM 78.PNG|320px|8.0 PM 78.PNG]]</div>
The Bid Proposal will be deleted.

 

==== Reviewing Bid Proposal ====

Users can send the Bid Proposal for review for its quality and compliance check.

1. '''Click "'''Request Review" on the Bid Proposal Details page. The "Request Review" drawer opens to select a Reviewer.
<div class="image-green-border">[[File:8.1pmapp45.png|720px]]</div> <div class="image-green-border"> </div>
2. '''Select '''a user and '''click '''“Send”. The Bid Proposal will be sent to the selected Reviewer. 
<div class="image-green-border">[[File:8.0 PM 124.PNG|720px|8.0 PM 124.PNG]]</div> <div class="image-green-border"> </div>
The status of the Bid Proposal changes to "Review Pending".The reviewer can approve or reject the Bid Proposal following the standard ICI Approval/Reject workflow.

After the reviewers have reviewed (Approve/Reject) the Bid Proposal, it moves back to its previous state.

 

==== Sending Bid Proposal for approval ====

1. '''Click '''“Send for Approval” on Bid Proposal Details page. The status of the Bid Proposal changes to “Waiting for Approval” and a task is generated for the approver added to the Team.
<div class="image-green-border">[[File:8.1pmapp46.png|720px]]</div> <div class="image-green-border"> </div>
2. '''Click '''“Recall” if you want to recall the Bid Proposal sent to approvers. The “Add Note” drawer opens.
<div class="image-green-border">[[File:8.1pmapp47.png|720px]]</div>
3. '''Add '''a note and select a Reason Code for recalling.

4. '''Click '''"Add". The Bid Proposal will be recalled and moves back to “Draft” state.

 

==== Approving Bid Proposal ====

1. '''Click '''“Approve” on Bid Proposal Details page. The "Add Note" drawer opens.
<div class="image-green-border">[[File:8.1pmapp48.png|720px]]</div> <div class="image-green-border"> </div>
2. Add''' '''note and '''click '''"Add". The Bid Proposal will be approved and the status will change to “Approved”.
<div class="image-green-border">[[File:8.0 PM 96.PNG|480px|8.0 PM 96.PNG]]</div> <div class="image-green-border"> </div>
 

==== Rejecting Bid Proposal ====

1. '''Click '''“Reject” on Bid Proposal Details page. The "Add Note" drawer opens.
<div class="image-green-border">[[File:8.1pmapp49.png|720px]]</div> <div class="image-green-border"> </div>
2. '''Add''' a note and select a relevant "Reason Code" for rejecting the Bid Proposal.

3. '''Click''' "Add". The Bid Proposal is rejected and goes back to the "Draft" state.
<div class="image-green-border">[[File:8.0 PM 97.PNG|480px|8.0 PM 97.PNG]]</div>
 

==== Executing Bid Proposal ====

You can send the Bid Proposal for signature to the external signatory added to the Bid Proposal team, once the Bid Proposal is approved.

To send the Bid Proposal for signature:<br/>  <br/> '''Click''' “Send For Internal Signature” on Bid Proposal Details page. The status of the Bid Proposal changes to “Waiting for Internal Signature” and a task is generated for a signatory.
<div class="image-green-border">[[File:8.1pmapp50.png|720px]]</div> <div class="image-green-border"> </div>
You can recall the Bid Proposal sent to signatories using “Recall” from the three dots menu.
<div class="image-green-border">[[File:8.1pmapp51.png|720px]]</div> <div class="image-green-border"> </div> <div class="image-green-border">Once signed by the external signatory, the Bid Proposal is executed and moves to the “Bid Proposal Submitted” state.</div>
 

==== Capturing Bid Outcome ====

After you capture the Bid Outcome, the submitted Bid Proposal status will change to “Won”, “Lost”, “No Bid” or “Closed”, as per the selected bid outcome value for the Bid Proposal record.

To capture the bid outcome:

1. '''Click''' "Edit" from the three dots menu on the Bid Proposal Details page. The "Edit Agreement" page opens.
<div class="image-green-border">2. '''Select''' the Outcome in the "Outcome Tracking" attributes section. For example, “Win”.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.1pmapp52.png|720px]]</div> <div class="image-green-border"> </div>
3. '''Click "'''Next". The "Verify" page opens.

4. Verify the details and '''click''''' "''Update".
<div class="image-green-border">[[File:8.1pmapp53.png|720px]]</div>
The Bid Proposal status changes to “Won” based on the selected Outcome as “Win”. 

 

 

==== Adding Amendments to Bid Proposal ====

If users want to make changes to a Bid Proposal after it is executed and moves to a “Bid Proposal Submitted” Business Status, they can do so by adding amendments to it.

To add an amendment to a Bid Proposal:

1. '''Click '''“Add Amendment” on Bid Proposal Details page. The “Add Amendment” page opens.
<div class="image-green-border">[[File:8.1pmapp54.png|720px]]</div>
2. '''Make '''the necessary changes to the “Attributes (Step 2 of 3)” page and click “Next”. The “Verify” page opens. 

3. '''Verify '''the information entered on this page and click “Create”. The amendment is created in “Draft” state. 

The amendment workflow for Bid Proposal follows the standard ICI amendment workflow. The amendment status will be updated on the basis of outcome tracking such as Won, Lost, No Bid or Closed.

 

==== Expiring of Bid Proposal ====

If the Bid Proposal is not submitted by the Bid Proposal submission deadline date, the Bid Proposal record expires and its status changes to “Expired”. For example, the Bid Proposal "Enterprise CLM Bid" is expired as the Bid Proposal submission deadline date- "April 27, 2022" has passed the current date. 
<div class="image-green-border">[[File:8.1pmapp55.png|600px]]</div> <div class="image-green-border"> </div>

=== Working with Proposal Management Summary Dashboard ===

ICI Proposal Management App allows users with appropriate privileges to access the “Dashboard” tile option, to use the Power BI dashboard reports seeded with the PM App, and it will be available to users out-of-the-box.
<div class="note-box">'''Note:''' This is a dynamic dashboard containing analytical Power BI reports and flat SSRS reports.</div>
To access the Dashboard - '''click''' “Proposals” tile and then '''click '''“Dashboard”, and the “Proposal Management Summary” dashboard page opens.
<div class="image-green-border">[[File:Pmapp1.png|800px|Pmapp1.png]]</div>
The “Proposal Management Summary” dashboard contains these analytical Power BI reports - “Proposal Management KPIs” and “Capture Management”.

The “Proposal Management KPIs” report appears on the first report tab that opens by default on clicking the “Dashboard” tile option. This out-of-the-box report presents the KPIs for the proposal process as an overall dashboard for proposals.

Here are the specifications of the “Proposal Management KPIs” report:

*Users can view proposal-specific KPI information such as:
**Count of Sell Side RFx pending Capture
**Count of Sell Side RFx Awaiting Qualification
**Count of Bid Proposals Awaiting Outcome
**Count of Sell Side RFx across time
**Count of Bid Proposals across time
**Capture Ratio
**Win Ratio
**Win : Loss Ratio
*Users can filter and view the report information by:
**Customer Name
**Customer Geography (country)
**RFx Type
**Industry Vertical
**Organization Unit
<div class="note-box">'''Note:''' “Proposal Management KPIs” report is pre-configured, and it users with access to Sell Side RFx or Bid Proposal will, by default, also have access to this report.</div>
The “Capture Management” report provides the KPIs along the capture management process, covering the journey of the Sell Side RFx entity. Here are its specifications:

*Users can view Capture Management specific KPI information such as:
**Count of different Sell Side RFx statuses
**Sell Side RFx classifications by type
**Sell Side RFx status progress count
**Bid Decisions
**Sell Side RFx Capture across time
*Users can filter and view the report information by:
**Customer Name
**Customer Geography (country)
**RFx Type
**Industry Vertical
**Organization Unit
**Created Date
**Bid Proposal Submission Deadline Date
<div class="image-green-border">[[File:Pmapp2.png|800px|Pmapp2.png]]</div>
Each report can be viewed as preferred based on the options/parameters given on the far right:

*Filters
*Visualizations
*Fields
<div class="note-box">'''Note:''' </div>
*<div class="note-box">Users with access to Sell Side RFx or Bid Proposal can view the “Dashboard” tile option.</div>
*<div class="note-box">Reports access can be configured via Security Groups for “View”, “Manage”, or “None”.</div>

The Win Ratio and Value Capture Ratio can be calculated with the help of certain seeded attributes, and these base values will be used to generate desired Power BI reports. Here are the details of this feature:

*These new attributes, seeded with the Bid Proposal entity, contribute to the essential computations of the Win Ratio and the Value Capture Ratio:
**Total Bid Value for Proposal - This is the total monetary value of a proposed bid in the selected currency.
**Total Value Won or Lost - This indicates the total monetary value of bid won or lost, in the selected currency, and this field appears on selecting “Win” or “Loss” in the “Outcome” field under the “Outcome Tracking” group.
**Customer Address - Official address of the Customer organization.
**Customer Geography - Region/Country of the Customer organization.
*Win Ratio = This indicates the percentage of proposals won in the bidding process – Total Number of (Bid) Proposals Won / Total Number of Bids.
*Capture Ratio = This indicates the percentage of aggregate (currency) value won amongst the total (currency) value of bids. Total Value from Bid Proposals Won / Total Value from Bid Proposals (Submitted + Won).
*Win : Loss Ratio = This metric indicates the bid proposals won versus the bid proposals lost, therefore indicative of the overall performance of the proposals sent, wherein a higher win versus loss is desired. For example, a metric of 4:1 indicates there are 4 times the amount of proposals won than lost.
*These computations are done within the Power BI Dataset.

 

 

 

'''Related Topics''':'' [[Agreement_Management|Agreement Management]] | [[Icertis_Business_Apps|Icertis Business Apps]] |''

ICI Risk Management

2022-06-09T10:06:07Z

IDT-1:

= ICI Risk Management App =

== Overview ==

The Icertis Contract Intelligence (ICI) platform introduces the Risk Management Application to make it easier for professionals to carry out their tasks related to risk management such as assessment, due diligence, remediation, monitoring and reassessment. Risk management is the process of identifying potential risk, assessing the magnitude of risk based on the business objectives, devising strategies to eliminate them and tracking the performance until they are completely mitigated.

The platform’s modern, scalable and integration-friendly cloud architecture can model even the most complex risk management scenarios. The App provides secure access such that only authorized users can access the App entities and data, using ICI’s access control functionalities. The user-friendly interface makes it possible for anyone in the enterprise having access to be able to use the platform with ease. 

Icertis uses a standard framework of discovery, assessment, remediation, monitoring and optimization to manage enterprise risk.
<div class="image-green-border">ICI Risk Management supports the following risk management business scenarios:  </div>
*'''Business Operations Risk: '''For example, the impact of pandemic on the business operations of an organization. 
*'''Contractual Risk:''' For example, managing risks that arise from non-standard agreement terms, clauses, and so on. 
*'''Counter-Party Risk:''' For example, managing risks relevant to suppliers and vendors.

== The Terminology ==

Here are some terms that will help you better understand the risk management process:

*Risk Assessment:  It deals with the process of identifying and evaluating the magnitude of potential risk areas.
*Risk Area: It is the exposure that an organization has from internal or external factor(s) that impact the normal<br/> functioning of business and will lower its bottom line (or profits) or lead it to fail. For example, cyber security<br/> risk.
**Risk Taxonomy: It is comprehensive set of risk categories and sub-categories used in an<br/> organization. It outlines as approach to categorize and aggregate all types of risks that could affect<br/> the organization's objectives.
**Assessment: Risk owner determines or assesses whether identified risk area is valid or not.<br/> Likewise, risk owner can add a risk area manually.
**Due Diligence: It is a complete review of the risk area. As part of incomplete or missing<br/> information, tasks may be created to gather information.
**Remediation: It is a strategy created to mitigate risks. For example, Avoid strategy, Transfer<br/> Strategy, Reduce Strategy, etc. Based on the remediation strategy, mitigation tasks are initiated.
***Control Effectiveness Rating: It represents the effectiveness of risk remediation actions<br/> taken to mitigate risk. 
*Monitor and Optimize: Monitoring involves the process of tracking the progress of residual risk level and risk<br/> score of a risk area as against the remediation tasks made for mitigation. If the residual risk score and risk<br/> level does not change as compared to the inherent score, then optimization allows taking additional due<br/> diligence or remediation tasks to mitigate risk.
*Risk Score Matrix:  It is a matrix that uses a combination of likelihood and consequence rating to determine<br/> magnitude of risk. 
**Inherent Risk: It is a risk indicator. It is the starting score for each identified risk area and is<br/> expected to be controlled.
**Residual Risk: It is a risk indicator. It is the score that depicts the risk remaining once mitigation<br/> actions have been planned and implemented.
**Likelihood Rating: On a risk matrix, it represents the likelihood (level of probability) of risk<br/> occurrence.
**Consequence Rating: On a risk matrix, it represents the magnitude (level of impact) of risk<br/> occurrence.
**Risk Level:  It is the qualitative score for every risk area transaction.
**Risk Score: It is the quantitative score for every risk area transaction.

== The Challenge ==

Business risk can emerge from any division of a company and must be managed proactively to avoid devastating<br/> impacts. Often, these risks originate in the contracts of an organization with an external party or because of the<br/> business and regulatory environment in which the entity operates.<br/> Yet, most organizations manage contractual, regulatory, financial reporting and environmental obligations<br/> manually. Automated extraction and monitoring of obligations are prevalent in very few companies across various<br/> industry verticals. Consequently, organizations do not have adequate visibility into the status of these obligations<br/> and end up being reactive in identifying and handling risks.

This raises the following challenges: 

*Companies cannot proactively assess and manage their risks in business environment characterized by<br/> unpredictability, volatility and mounting counter-party solvency risks.
*Traditional Governance, Risk and Compliance (GRC) and Risk Management tools are not able to roll-up<br/> enterprise-wide risk insights from across contracts which are the ultimate source of commercial truth, and<br/> hence are only good at reporting and analyzing risks in hindsight. 
*Lack of visibility and insight into obligations, typically spelled out in detail in service contracts, can lead to<br/> substantial risks for businesses if not surfaced at the appropriate time and monitored at an adequate level to<br/> provide required executive attention.

== The Solution ==

Built on the Icertis Contract Intelligence platform, the ICI Risk Management App brings a paradigm shift in<br/> the management of business risks. The App offers a process-oriented enterprise-wide solution to stay on top<br/> of all potential risks that a business faces – whether they emanate from the potential insolvency of a<br/> counter-party, payment default by a customer, supply disruption due to a pandemic or natural disaster,<br/> logistics blockades due to localized conflicts, or other market turbulence.

With the Risk Management App, companies can: 

*Perform risk discovery, assessment, remediation, monitoring and optimization in any business context that is<br/> relevant to a specific organization. For example, supplier risk assessment at the time of onboarding a supplier,<br/> customer credit risk check while signing long-term contracts on non-cash terms, contractual performance risk<br/> while evaluating technical capabilities of a service provider, etc. 
*Prevent and reduce risk-injection as opposed to only managing risks.

== The Capabilities ==

The intelligent and easy-to-use ICI Risk Management App offers these powerful capabilities:

*Ability to embed risk assessment in various business processes:
**For example, during negotiation, supplier/ customer onboarding, third party contract ingestion, etc.
*Flexible and configurable risk assessment frameworks:
**To cater to various industry and business-specific risk management requirements.
*Questionnaire-based risk identification:
**Questionnaire configuration capability to discover all vendor or business operation risks based on<br/> responses.
*Risk area and scoring model configurability:
**A configurable risk area to gauge contract, counter-party and operations risk at various levels of<br/> business granularity.
**An easy-to-configure platform that helps to set up a quantitative and qualitative risk score model to<br/> meet business needs.
*Alerts and notifications: 
**In-built notifications to inform risk owner about changes in risk area status.
*Auditing: 
**Audit trails of every action with user and time-stamp details.

== The Benefits  ==

*The ICI Risk Management App changes the risk management paradigm from identification and mitigation to<br/> preventing risk injection and remediation.
*Effective risk monitoring reduces the impact of operational, financial and reputational risk, contributing<br/> significantly to the company’s bottom line.
*Configurable system can conform to any risk model in the world and even develop industry and companyspecific risk models with no custom code required, thereby greatly reducing deployment costs.

== The Prerequisites ==

The user must have: 

*Completed ICI Product Training
*Risk Management App must be enabled on customer environment

== Configuration setup overview ==

ICI offers the ability to determine the application type (Contracting, Sourcing, Obligation Management and Risk Management application) when creating a contract type. This is possible with the inclusion of two new choice type attributes, Business Application Type and Business Application Category at the contract type level. This feature helps effortlessly drive business applications on ICI platform.<br/> These attributes are enabled through technical configuration and  applicable for agreements and associated document contract types. The access privileges for business applications (such as Risk Management) are managed through security groups. 

=== Seeded Configuration and setup ===

The ICI Risk Management application provides  some seeded  entities, attributes, workflows, rules and notifications that are necessary for the flow of the risk management. Some of the entities are:

*Masterdata: 
**Risk Taxonomy
**Risk Remediation
**Risk Area Master
**Likelihood Rating
**Risk Score Matrix
*Contract types:
**Risk Assessment: as agreement contract type with Business Application Type as Risk Management and Business Application Category as Risk Assessment defined at contract type level.Risk Area as associated document contract type with business application type as risk management and business application category as risk area defined at contract type level.
**Risk Area: as associated document contract type with Business Application Type as Risk Management and Business Application Category as Risk Area defined at contract type level.
*Rules:
**Instantiate the risk areas after completing the risk assessment
**Copy attribute values from risk assessment to the risk area
**Add Team members to the risk area
*Notifications for events:
**Risk area is created
**Risk area due diligence is initiated
**Risk area remediation is initiated
**Risk area monitoring is initiated
**Risk area is deactivated

Refer the Risk Management Configuration guide for details.<br/>  

== Prerequisite set-up  ==

The ICI Risk Management application provides some seeded masterdata that are necessary for the flow of the risk management. Users can create masterdata instances with desired values.<br/> To create masterdata instance:

1. '''Click '''"Configure" > "Masterdata" from the "Home" page menu. The Masterdata page opens.
<div class="image-green-border">[[File:RMApp1-11.PNG|720px|RMApp1-11.PNG]]</div>
2. '''Click '''"Create" button. The "Create Masterdata" page opens.
<div class="image-green-border">[[File:RMApp1-12.PNG|720px|RMApp1-12.PNG]]</div>
3.'''Select '''the "Masterdata" Contract Type. For example, "Risk Area Master".
<div class="image-green-border">[[File:RMApp1-13.PNG|720px|RMApp1-13.PNG]]</div>
3. '''Click '''"Next". The "Attributes" page opens.

4. '''Enter '''or '''select '''the details in all relevant fields. For example, enter "Risk Area Name" as "Anti-Bribery Corruption".

5. '''Click '''"Create". The masterdata instance is created.
<div class="image-green-border">[[File:RMApp1-14.PNG|600px|RMApp1-14.PNG]]</div>
Similarly, setup masterdata for "Risk Taxonomy", "Risk Remediation",  "Likelihood Rating" and  "Risk Score Matrix" Masters.

== Working with Risk Assessment ==

The ICI Risk Management application enables users to manage risks by creating risk assessment. Risk Assessment deals with the process of identifying and evaluating the magnitude of potential risk areas. For example, buyers can use the ICI Risk Management application  that allows configuring a questionnaire to perform supplier risk assessment. The risk areas can be identified based on the responses received for the questionnaire as the outcome of the risk assessment process.<br/> Risk assessment workflow performed by risk assessment owners typically involves the following:

*Initiating Risk Assessment: The risk assessment owners can initiate the risk assessment workflow to identify the risks. For example, the risk assessment can be a questionnaire where the users respond to the questions by submitting it. This initiates the risk assessment in "Draft" state.
*Approving Risk Assessment: Based on the complexity of risk assessment, ICI administrators can configure the rules to add approvers to the assessment team. If there are approvers added to the team, the risk assessment is sent to the approvers for approval. The risk assessment is approved automatically if no approvers are added to the team.
*Completing Risk Assessment: The status of the risk assessment changes to "Assessment Complete" when the risk assessment is approved. The risk area can be identified and auto-instantiated based on the configured rules.

Here is the Risk Assessment workflow at a glance:
<div class="image-green-border">[[File:7.12-RiskManagementWorkflow.png|720px|7.12-RiskManagementWorkflow.png]]</div>
 

 

 

== Creating a Risk Assessment ==

1.'''Click '''the "Risk Management" tile on the "Home" page. The dropdown opens with  the following option:
<ul style="margin-left: 40px;">
<li>Risk Assessments</li>
</ul>
<div class="image-green-border">[[File:RMApp1.PNG|720px|RMApp1.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">'''Click '''"Create" on the Risk Assessment index page to open the "Create Risk Assessment" page. </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.1-RiskAssessmentIndexPage.PNG|720px|8.1-RiskAssessmentIndexPage.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">    a. Alternatively, '''click''' the Create workbench plus icon, the "Create" workbench drawer opens with several create action options.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:RMApp-RiskWorkflow13.PNG|720px|RMApp-RiskWorkflow13.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">    b. '''Click''' "Create Assessment".</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:RMApp-RiskWorkflow15.PNG|720px|RMApp-RiskWorkflow15.PNG]]</div>
2. '''Click '''"Create Risk Assessment". The "Attributes" page for "Create Risk Assessment" opens. The "Attributes" page includes questions to capture the responses based on which the risk areas can be generated. These questions are non-seeded attributes and users can configure  them to the Risk Assessment contract type as per their business needs.

Attributes page has seeded sections as:
<ul style="margin-left: 40px;">
<li>Identification</li>
<li>Risk Assessment Timeline</li>
</ul>

3. '''Enter '''the details in fields in the "Identification" section:
<ul style="margin-left: 40px;">
<li>Risk Assessment Name</li>
<li>Risk Assessment Description </li>
<li>Risk Assessment Entity: The context for which the risk assessment is being created. For example, "Business Operations", "Contractual" or "Counter Party".</li>
</ul>
<div class="image-green-border"> [[File:RMApp1-15.PNG|600px|RMApp1-15.PNG]]</div>
4. '''Enter '''the details in fields in the "Risk Assessment Timeline" section.
<ul style="margin-left: 40px;">
<li>Assessment Start Date: The date that you start the risk assessment of entity. For example, January 15, 2022.</li>
<li>Assessment Due Date: The date by which risk assessment of entity should be completed. The assessment due date should be greater than the start date, otherwise a validation error message is displayed.</li>
</ul>
<div class="image-green-border">[[File:RMApp1-17.PNG|720px|RMApp1-17.PNG]]</div>
5. '''Enter '''the details in fields in all the sections on the Attributes page.

6. '''Click '''"Next". The "Verify" page opens.

7. '''Verify '''the details and '''click''' "Create".
<div class="image-green-border">[[File:8.0 RM 1.PNG|720px|8.0 RM 1.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">The risk assessment is created in "Draft" state.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:RMApp1-18.PNG|720px|RMApp1-18.PNG]]</div>
Once created, users can "Edit", "Delete", "Cancel" or "Submit" the "Risk Assessment".

On deleting the risk assessment, users will be redirected to the Risk Assessment “Index” page. <br/>   <br/> Some actions that are used less frequently such as “Delete”, option is now moved under the three dots icon on the Risk Assessment “Details” page.

The “Copy Record” action is not supported for Risk Assessment.
<div class="note-box">'''Note''': Users can configure the less frequently used actions such as “Copy Record”, “Delete”  as per the requirement.  </div>
 

 

 

=== Searching and viewing the Risk Assessment ===

1. '''Click '''the "Risk Management" > "Risk Assessments" tile options on the "Home" page.
<div class="image-green-border">The Risk Assessment index page opens displaying all the risk assessments. Users can refine the search result by applying filters, options and keywords.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0 RM 2.PNG|720px|8.0 RM 2.PNG]]</div>
2. '''Click '''the View Record eye icon next to the Risk Assessment record you want to open. For example, "Risk Assessment for Acme Corporation". The Risk Assessment Details page opens.
<div class="image-green-border">[[File:RMApp1-20.PNG|720px|RMApp1-20.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">The left navigation pane can be expanded or collapsed, as needed. The collapsed view gives a wider view of the Risk Assessment Details page.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:RMApp-RiskWorkflow26.PNG|560px|RMApp-RiskWorkflow26.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">Clicking the hamburger menu icon [[File:Hamburger-menu-1.jpg|15px|Hamburger-menu-1.jpg]] expands the left pane.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:RMApp-RiskWorkflow27.PNG|560px|RMApp-RiskWorkflow27.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">'''Advanced Search'''</div> <div class="image-green-border"> </div> <div class="image-green-border">The Advanced Search now displays the business app entity Risk Assessment and Risk Area in the Advanced Search window. </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.1-RMApp-AdvancedSearch.PNG|720px|8.1-RMApp-AdvancedSearch.PNG]]</div> <div class="image-green-border"> </div>
=== Editing the Risk Assessment ===

1. '''Click '''"Edit" on the Risk Assessment Details page. The Edit Risk Assessment page opens.
<div class="image-green-border">[[File:RMApp-Edit.PNG|720px|RMApp-Edit.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Make '''the required changes and '''click''' "Next". The "Verify" page opens. </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:RMApp-Edit2.PNG|600px|RMApp-Edit2.PNG]]</div>
3. '''Verify '''the details and '''click''' "Update". The risk assessment is updated and remains in "Draft" state.
<div class="image-green-border">[[File:RMApp-Edit3.PNG|480px|RMApp-Edit3.PNG]]</div>
 

=== Canceling the Risk Assessment ===

1.'''Click '''"Cancel" on the Risk Assessment Details page.
<div class="image-green-border">[[File:RMApp-Cancel.PNG|840px|RMApp-Cancel.PNG]]</div>
The confirmation window opens.
<div class="image-green-border">[[File:RMApp-Cancel2.PNG|360px|RMApp-Cancel2.PNG]]</div>
2. '''Click '''"Yes". The "Add Note" drawer opens.
<div class="image-green-border">[[File:RMApp-Cancel3.PNG|540px|RMApp-Cancel3.PNG]]</div>
3. '''Add '''note text and '''select''' the "Reason Code".

4. '''Click '''"Add". The Risk Assessment status changes to "Cancelled".
<div class="image-green-border">[[File:RMApp-Cancel4.PNG|720px|RMApp-Cancel4.PNG]]</div>
 

 

=== Deleting the Risk Assessment ===

1. '''Click '''"Delete" on the Risk Assessment Details page. 
<div class="image-green-border">[[File:RMApp-Delete1.PNG|720px|RMApp-Delete1.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">The "Add Note" window opens.</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Add''' note text and '''select''' the "Reason Code".</div>
3. '''Click''' "Add". The risk assessment will be deleted and risk assessment index page opens.

 

=== Submitting the Risk Assessment ===

''' Click '''"Submit" on the Risk Assessment Details page.
<div class="image-green-border">[[File:RMApp-Submit.PNG|720px|RMApp-Submit.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">The risk assessment is sent for approval and its status changes to "Waiting for Approval".</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:RMApp-Submit2.PNG|720px|RMApp-Submit2.PNG]]</div>
Approvers can Approve or Reject the Risk Assessment from the risk assessment Details page.

 

 

=== Rejecting the risk assessment ===

'''To reject:'''

1. '''Click '''"Reject". 
<div class="image-green-border">[[File:RMApp-Reject1.PNG|700px|RMApp-Reject1.PNG]]</div>
2. '''Add '''note text and select the Reason Code.
<div class="image-green-border">[[File:RMApp-Reject2.PNG|600px|RMApp-Reject2.PNG]]</div>
3. '''Click '''"Add". The Risk Assessment is rejected and goes back to "Draft" state.

 

 

=== Approving the risk assessment ===

'''To approve:'''

1. '''Click '''"Approve". The "Add Note" window opens. 
<div class="image-green-border">[[File:1080px-8.0 RM 3.PNG|720px|1080px-8.0 RM 3.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Add '''note text.</div> <div class="image-green-border"> </div> <div class="image-green-border">3. '''Click '''"Add". The Risk Assessment state changes to "Assessment Complete".</div>
If there are no Approvers added to the Risk Assessment Team, the record will be approved directly and move to the "Assessment Complete" state.
<div class="image-green-border">[[File:RMApp-Complete.PNG|720px|RMApp-Complete.PNG]]</div>
 
<div class="note-box">'''Note''': The "Assessment Complete" state is the final state for Risk Assessment, and users cannot take further actions.</div>
 

 

=== Auditing Risk Assessment ===

Changes made to the Risk Assessment record during various ICI risk management workflows are captured and can be viewed under "History" tab. For example, changes in "Risk Assessment for Acme Corporation throughout its lifecycle are captured.
<div class="image-green-border">[[File:RMApp-RiskWorkflow12.PNG|720px|RMApp-RiskWorkflow12.PNG]]</div>
'''Click''' "Show Changes" to view the details of the particular event of the risk assessment instance.
<div class="image-green-border">[[File:RMApp-History2.PNG|800px|RMApp-History2.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">Clicking the status of the Risk Assessment or Risk Area opens the “History” window.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.1-RMApp-History.png|500px|8.1-RMApp-History.png]]</div> <div class="image-green-border"> </div>
== Working with Risk Area ==

Managing Risk Area includes: 

*Ensuring the validity of the identified risk area
*Devising strategies to mitigate risks
*Tracking the performance until risks are completely mitigated

The risk area can be generated automatically by seeded rules based on the risk assessment responses. Users can also add the risk area manually to the risk assessment.

 

=== <br/> Creating Risk Area automatically using rules ===

The ICI Risk Management application provides set of rules to generate Risk Areas automatically based on the responses gathered from the risk assessment. Refer the "ICI Risk Management Configuration Guide" for details on rules used in the ICI Risk Management application.

The workflow for generating risk areas automatically includes process as follows:

1. A recommended rule "Identify Risk Areas" can be configured by the app implementation team on the event "Risk Assessment Created" to identify applicable risk areas, based on the specific attribute values from the Risk Assessment record.

For the attribute "Risk Assessment Description", if the response is "Sup" (representing supplier), then the Applicable Risk Area is identified and set as "Sanctions".
<div class="image-green-border">[[File:RMApp-RiskWorkflow32.png|360px|RMApp-RiskWorkflow32.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. Once the "Risk Areas" are identified, the seeded rule "Auto instantiate applicable risk area" generates those identified risk areas.</div> <div class="image-green-border">3. Another seeded rule "Copy Attribute Values" then copies values specified in the rule from Risk Assessment record to the Risk Areas.</div> <div class="image-green-border">For example, when the "Risk_Assessment_Jan2022" is approved, the risk area is automatically created as "Sanctions".</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:RMApp-RiskWorkflow33.PNG|720px|RMApp-RiskWorkflow33.PNG]]</div>
 

 

=== Creating Risk Area manually  ===

To create a risk area for risk assessment: 

1. '''Click '''"Risk Management" > "Risk Assessments" from the "Home" page. The search results page with all risk assessment records opens.

2. '''Click '''the View Record icon next to the Risk Assessment for which you want to create Risk Area. The Risk Assessment Details page opens.

3. '''Click '''Create Association action icon (plus sign) next to Risk Area under the Associations. The "Create Association" for Risk Area page opens.
<div class="image-green-border">[[File:RMApp-Association1-1.PNG|720px|RMApp-Association1-1.PNG]]</div>
The "Create Association Risk Area" page has these sections:

*Reference Risk Assessment
*Risk Area Details 
*Inherent Risk Rating 
*Risk Remediation Plan 
*Residual Risk Rating 

4. '''Select '''or '''enter''' the details in the attributes in all the sections. The attributes can be mandatory, lookup type, cascading, conditional, multi-select and so on.

'''Reference Risk Assessment'''

This section contains the attributes:

*Risk Assessment Name: This field is populated automatically based on the information entered when creating the risk assessment. 
*Risk Assessment Description: This field is populated automatically based on the information entered when creating the risk assessment. 
<div class="image-green-border">[[File:RMApp-Association2.PNG|600px|RMApp-Association2.PNG]]</div>
'''Risk Area Details '''

This section contains the attributes: 

*Risk Area Instance ID: This is generated automatically after the risk area is created.
*Risk Area Name: '''Select''' the risk area name from the dropdown list. This populates the information for the following attributes from the masterdata. 
**Risk Area Master ID 
**Short Description
**Category
**Sub Category
**"Risk Area Owner"
*Origin: '''Enter''' the description that contains information about the probable source of risk area. 
*Effect: '''Enter''' the description about the probable effects of the risks foreseen based on the risk assessment created.
*Additional Risk Area Owners: If risk area owner is not available in master, then user can add additional risk area owners. 

Risk Area owners are Subject Matter Experts who can look into risk area end to end for validity of risk, planning risk remediation, monitoring the progress and performance of risk remediation actions
<div class="image-green-border">[[File:RMApp-Association3.PNG|600px|RMApp-Association3.PNG]]</div>
 
<div class="note-box">'''Note''': The certain values in the risk area details section can be auto-populated from Risk Area Master . The Risk Owner and Additional Risk Area Owners can be added to the risk area team through configured rules.</div>
'''Inherent Risk Rating '''

Inherent risk rating is the risk rating applicable to the risk when it was determined for the first time.<br/> This section contains the attributes:

*Inherent Risk Trigger Date: The date and time on which the inherent risk record is created.
*Inherent Likelihood Rating: The probability of occurrence of risk.
*Inherent Consequence Rating: The impact or consequence of risk occurrence. 
*Inherent Risk Level:Qualitative scoring based on likelihood of risk occurrence and consequence if risk occurred. 
*Inherent Risk score:Quantitative scoring based on likelihood of risk occurrence and consequence if risk occurred. 
<div class="note-box">Note: The Inherent risk level and score is determined from the values in inherent likelihood rating and consequences rating and can be entered manually or by configuring rules.</div>
*Comments: This includes any additional information that you might want to provide regarding the risk assessment created.
<div class="image-green-border">[[File:RMApp-Association4.PNG|600px|RMApp-Association4.PNG]]</div>
'''Risk Remediation Plan '''

This section includes the informaton related to the remediation strategies and actions that can be taken to mitigate the risk areas.<br/> This section contains the attributes: 

*Remediation Action: '''Enter''' the remediation action that is planned to be taken to minimize the probable risks. 
*Control Effectiveness: '''Select''' the level from the dropdown list that defines the level of effectiveness of measures that will be applied to minimize the risks.
*Remediation Action Details: '''Enter''' the remediation action details that describe the remediation actions that will be taken to minimize the risk. 
<div class="image-green-border"> [[File:RMApp-Association5.PNG|600px|RMApp-Association5.PNG]]</div>
'''Residual Risk Rating'''<br/> This section includes the information related to the residual risk left after the remediation actions are taken.<br/> This section contains the attributes:

*Residual Risk Update Date: The date on which the residual risk record is updated.
*Residual Likelihood Rating: This indicates the likelihood of occurrence of the remaining risk. 
*Residual Consequence Rating: This indicates impact of occurrence of the remaining risks happening after the mitigations actions are implemented.
*Residual Risk Level: Qualitative scoring based on likelihood and consequence if residual risk occurred.  
*Residual Risk Score: Quantitative scoring based on likelihood and consequence if residual risk occurred. 
*Comments for Residual Risk: This includes any additional information that you might want to provide regarding the risk area.
<div class="image-green-border">[[File:RMApp-Association6.PNG|600px|RMApp-Association6.PNG]]</div>
5. '''Click '''"Create". The Risk Area is created in Assessment state. 
<div class="image-green-border">[[File:RMApp-RiskWorkflow14.PNG|720px|RMApp-RiskWorkflow14.PNG]]</div>
 

 

 

 

 

 

=== Searching Risk Area records ===

Risk Area records can be searched from:

*Advanced Search page
*Global Search

To search risk area from Advanced Search page:

1. '''Click''' the "Advanced" link on the header toolbar. The "Advanced Search" page opens.
<div class="image-green-border">[[File:RMApp-RiskWorkflow16.PNG|600px|RMApp-RiskWorkflow16.PNG]]</div>
<br/> 2. '''Select '''"Risk Area" in the "Entity" dropdown field.
<div class="image-green-border">[[File:RMApp-RASearch1.PNG|360px|RMApp-RASearch1.PNG]]</div>
3. '''Click''' the search icon. All available Risk Area records are displayed.
<div class="image-green-border">[[File:RMApp-RASearch2.PNG|720px|RMApp-RASearch2.PNG]]</div>
 

The left navigation pane can be expanded or collapsed, as needed. The collapsed view gives a wider view of the Risk Area Details page.
<div class="image-green-border">[[File:RMApp-RiskWorkflow28.PNG|600px|RMApp-RiskWorkflow28.PNG]]</div> <div class="image-green-border">Clicking the hamburger menu icon [[File:Hamburger-menu-1.jpg|15px|Hamburger-menu-1.jpg]] expands the left pane.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:RMApp-RiskWorkflow29.PNG|600px|RMApp-RiskWorkflow29.PNG]]</div>
 

=== Risk Area using Global Search ===

To search risk area using Global Search:

Enter the relevant search criteria in the Enter search here…search bar on the ICI UI. For example, "Risk Area". All available Risk Area records are displayed in a dropdown.
<div class="image-green-border">[[File:RMApp-RASearch3.PNG|480px|RMApp-RASearch3.PNG]]</div>
 

 

=== Working of existing ICI actions for Risk Area ===

Risk area owner can take existing ICI actions for associations on risk area.

*Preview Document: Opens the preview of the risk area if available, in the Document Viewer drawer.
*View Smart Links: Opens the smart links if available, in a Smart Links window. 
*Edit: Opens the Edit Associated Document - Risk Area page to modify the details of the risk area instance.
*View Details: Opens the Risk Area Details page.
<div class="image-green-border">[[File:8.1-RiskAreaAssociationList.PNG|600px|8.1-RiskAreaAssociationList.PNG]]</div> <div class="image-green-border"> </div>
=== Taking actions on the Risk Area ===

The Risk owner can be added to the risk area through configured rules. Risk owner can then take certain actions from the risk area Details page.  <br/> The actions can be:

*Initiate Due Diligence - action taken to capture more information related to the risk and validate the identified risk area. 
*Remediate - action taken to mitigate the valid risk area.
*Deactivate - action taken for risk area identified as invalid. Users cannot take further  actions once the risk area is deactivated.
*Monitor - action taken to track the performance based on remediation actions until risks are completely mitigated

Users can repeat the workflow Due Diligence – Remediate – Monitor until the risk is completely mitigated.<br/> Users can also automate the workflows to initiate due diligence, remediate and monitor risk areas by configuring rules.

 

 

 

 

==== Editing Risk Area from Three Dots Menu ====

1. '''Click '''"Risk Management" > "Risk Assessments" from the Home page. The list of all available risk assessments opens.

2. '''Click '''View Record icon next to the Risk Assessment you want to opens. The Risk Assessment Details page opens.

3. '''Click '''"Risk Area" tab in the left navigation. The risk area grid opens.
<div class="image-green-border">[[File:RMApp-RiskWorkflow21.PNG|720px|RMApp-RiskWorkflow21.PNG]]</div>
4.  '''Click''' the three dots menu of a Risk Area record.
<div class="image-green-border">5. '''Click '''"Edit". The "Edit Risk Area" for Risk Area page opens.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:RMApp-RiskWorkflow25.PNG|720px|RMApp-RiskWorkflow25.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">6. Make the required changes and '''click '''"Update". The Risk Area will be updated and the Risk Area Details page opens again.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:RMApp-RiskWorkflow24.PNG|600px|RMApp-RiskWorkflow24.PNG]]</div> <div class="image-green-border"><br/>  </div>
==== Editing Risk Area from Risk Area Details page ====
<div class="image-green-border"> </div> <div class="image-green-border">Users can edit the Risk Area from the Risk Area Details page as well:</div> <div class="image-green-border">
1. '''Click '''View Record icon next to the risk area you want to open. The risk area Details page opens.
<div class="image-green-border">[[File:RMApp-RiskWorkflow22.PNG|720px|RMApp-RiskWorkflow22.PNG]]</div>
2. '''Click '''"Edit". The "Edit Associated Document" for Risk Area page opens. Then, follow the aforementioned step # 6 under "Editing Risk Area from Three Dots Menu" to edit and save the editing.
<div class="image-green-border">[[File:RMApp-RiskWorkflow23.PNG|720px|RMApp-RiskWorkflow23.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> </div> <div class="image-green-border"> </div>
==== Initiating Due Diligence ====

'''Click '''"Initiate Due Diligence". The Risk Area Details page opens again.
<div class="image-green-border">[[File:RMApp-RAActions4-4.PNG|720px|RMApp-RAActions4-4.PNG]]</div>
The status of the risk area changes to "Due Diligence".
<div class="image-green-border">[[File:RMApp-RAActions5.PNG|720px|RMApp-RAActions5.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div>
==== Remediating the risk area ====

With the status of the risk area in "Due Diligence", '''click '''"Remediate" on the risk area Details page.

The Risk Area Details page opens again and the status of the risk area changes to "Remediation".
<div class="image-green-border">[[File:RMApp-RAActions6.PNG|720px|RMApp-RAActions6.PNG]]</div> <div class="image-green-border" style="text-align: justify;"> </div> <div class="image-green-border" style="text-align: justify;"> </div>
==== Monitoring the risk area ====

Users can monitor the risk areas based on the remediation actions taken to check whether the risks are reduced. 

To monitor a risk area: 

'''Click''' "Monitor" on the risk area Details page. The risk area Details page opens again and the status of the risk area changes to "Monitoring". 
<div class="image-green-border">[[File:RMApp-RAActions7.PNG|600px|RMApp-RAActions7.PNG]]</div>
The status of the risk area changes to "Monitoring".
<div class="image-green-border">[[File:RMApp-RAActions8.PNG|600px|RMApp-RAActions8.PNG]]</div> <div class="image-green-border"> </div>
==== Iterating workflow for risk area ====

Users can repeat the actions taken on the risk areas until the risks are completely mitigated.

1. '''Click '''"Initiate Due Diligence" or "Remediate" on the risk area Details page for the risk area in the Monitoring state. For example, select Initiate Due Diligence. The Association "Initiate Due Diligence" note window opens to add a note.

2. '''Add '''a note text and select a Reason code.
<div class="image-green-border">[[File:RMApp-RAActions9.PNG|600px|RMApp-RAActions9.PNG]]</div>
3. '''Click '''"Add". The status of the risk area changes back to Due Diligence.

 

==== Deactivating the risk area ====

Risk owners can deactivate the invalid risk area. Once deactivated, no further actions are allowed on the risk area.

1. '''Click '''"Deactivate" on the risk area Details page. The "Add Note - Deactivate" drawer opens to add a note.
<div class="image-green-border">[[File:RMApp-RAActions10.PNG|720px|RMApp-RAActions10.PNG]]</div>
2. '''Add '''a note text and select a Reason code.
<div class="image-green-border">[[File:RMApp-RAActions12.PNG|600px|RMApp-RAActions12.PNG]]</div>
3. '''Click '''"Add". The status of the risk area changes to "Deactivated".
<div class="image-green-border">[[File:RMApp-RAActions13.PNG|600px|RMApp-RAActions13.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div>
==== Auditing Risk Area ====

Changes made to the Risk Area record during various ICI risk management workflows are captured and can be viewed under History tab. For example, changes in "ICMRiskArea_100" throughout its lifecycle are captured.
<div class="image-green-border">[[File:RMApp-RiskWorkflow30.PNG|720px|RMApp-RiskWorkflow30.PNG]]</div>
'''Click''' "Show Changes" to view the details of the particular event of the risk area instance.
<div class="image-green-border">[[File:RMApp-RiskWorkflow31.PNG|720px|RMApp-RiskWorkflow31.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">Clicking the status of the Risk Area on the "Details" page opens the “History” window.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.1-RMApp-History1.png|720px|8.1-RMApp-History1.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div>
 

==== Moving Risk Area workflow automatically ====

Users can manage the Risk Assessment and Risk Area action workflows using the script attribute Target ICM Status. Users can set the value in Target ICM Status to specific status and move records to that particular state during the risk management workflow. For example, risk area record can be moved from the Draft  state to either Due Diligence, Remediation or Monitoring state using attribute Target ICM status .

Risk assessment and risk area records can be uploaded in ICI directly in specific status by setting the state value in the Target ICM Status attribute using ICI’s Legacy Upload functionality. The business status would then be set accordingly.

For example, when users want to upload large number of historical risk assessment records using Legacy Upload, they can directly upload in the Approved state by setting it in the Target ICM Status attribute and the business state would be set as Assessment Complete.

Refer the ICI Risk Management Configuration Guide for details on Managing Risk Workflows using attribute Target ICM Status.

 

== Creating and managing tasks for Risk workflow ==

Users  can create remediation tasks for managing risks using commitments, obligations or any third party system. ICI Risk Management app currently supports managing Risk Assessment and Risk Area using ICI Commitment functionality.

To create a task using commitment:

1. '''Click '''"Risk Management" > "Risk Assessment" from the "Home" page. The saved search result page opens with all Risk Assessment records.

2. '''Click '''the View Record icon next to the "Risk Assessment" record you want to open. For example, "Risk_Assessment_Jan2022". The Risk Assessment Details page opens.

3. '''Click '''the "Commitments" tab in the left navigation. The existing commitments are displayed if any.
<div class="image-green-border">[[File:RMApp-RiskWorkflow1.PNG|800px|RMApp-RiskWorkflow1.PNG]]</div>
4. '''Click''' "Add Commitment" action icon. The "Add Commitment" drawer opens.
<div class="image-green-border">[[File:RMApp-RiskWorkflow2.PNG|600px|RMApp-RiskWorkflow2.PNG]]</div>
5. Enter the details for the commitment and '''c''''''lick '''"Save". The commitment is created and added to risk assessment. 
<div class="image-green-border">[[File:RMApp-RiskWorkflow3.PNG|720px|RMApp-RiskWorkflow3.PNG]]</div>
To view and take action on the commitment tasks:

1. '''Click '''the three dots menu and click "Take action on commitment". The "Take Action on Commitment" drawer opens.
<div class="image-green-border">[[File:RMApp-RiskWorkflow5-5.PNG|720px|RMApp-RiskWorkflow5-5.PNG]]</div>
2. '''Add '''the action details.

3. '''Click '''"Save". The Commitment status is updated according to the action taken.
<div class="image-green-border">[[File:RMApp-RiskWorkflow6.PNG|500px|RMApp-RiskWorkflow6.PNG]]<br/>  </div> <div class="note-box">'''Note: '''The action can also be delegated to a desired user by clicking on the "Delegate" button.</div>
Refer to the "Compliance Management" page for more details on working with commitments.

 

== Accessing the Risk Area actions Notifications  ==

The ICI Risk Management app sends notifications when certain actions are taken on the Risk Area. These seeded notifications are sent when an events occurs:

*Risk area is created
*Risk area due diligence is initiated
*Risk area remediation is initiated
*Risk area monitoring is initiated
*Risk area is deactivated

The recipients can access the notifications from "Notification Dashboard":

#'''Click '''the''' '''Notifications bell icon on the top right. The "Notifications Dashboard" opens.
<div class="image-green-border">[[File:RMApp-RiskNotifications1.PNG|600px|RMApp-RiskNotifications1.PNG]]</div> <ol start="2">
<li>'''Click '''"Risk Management Notifications". The list of notification events opens.</li>
<li>'''Expand '''the notification event. The notifications belonging to the selected event are displayed. </li>
<li>'''Select '''the Notification you want to view. The selected Notification opens in the right pane.</li>
</ol>
<div class="image-green-border">[[File:RMApp-Notifications.png|720px|RMApp-Notifications.png]]</div>
 

 

 

'''Related Topics''':'' [[Agreement_Management|Agreement Management]] | ''

ICI Obligation Management

2022-06-09T10:05:12Z

IDT-1:

= ICI Obligation Management =

In the evolving landscape for Enterprise Contract Management, proactive obligations management is playing a critical role. Tracking the obligations enshrined in contracts is critical to an enterprise’s understanding of whether the business is proceeding as planned and taking proactive steps to correct the course if not.

Non-compliance on obligations not only hurts performance, but also can expose businesses to substantial risks – including reputational damage, financial loss, and soured partner relationships

With this release, the ICI Obligation Management Application has been enhanced to enable companies achieve contractual compliance at an enterprise scale. Built on the ICI platform, the ICI Obligation Management app transforms how organizations identify, create, manage and fulfill obligations that were previously hidden in complex contract language. The app includes OOTB constructs for “Obligations” & “Fulfillments” assisted by powerful rule-based obligation ownership, workflow tools to ensure seamless obligation fulfillment, and sophisticated analytics – all designed to protect your business and maximize the ROI of your relationships. You can configure existing or new ICI Agreements to be able to manage Obligations. 

The benefits of the Obligation Management App include the ability to:

*Identify the contractual obligations from different ICI signed contracts
*Create fulfillments from the identified contractual obligation
*Review obligations and related fulfillments
*Inherit contractual obligations from one contract to another
*Assign appropriate users assigned to your obligation and fulfillments
*Drive obligation and its related fulfillments to completion and giving you workflow controls (hold, withdraw, and cancel)
*Monitor your obligations and its business impact

== Purpose of the Document ==

The purpose of this document is to:

*Introduce the ICI Obligation Management App and how it fits into the enterprise contract management workflow.
*Describe the business context and solution framework for ICI Obligation Management App
*Describe how the obligation Management is built on the ICI platform and how to set up and configure for your implementation needs.
*Describe the Config, Workflow for managing the Obligation life cycle.

== The Prerequisites ==

The user must have:

*Completed ICI Platform Training
*Obligation Management Application must be enabled on the customer environment

== Overview ==

In ever-changing business scenarios, the relevance of Enterprise Contract Management (ECM) to handle global contracts has grown manifold. Contracts establish a working model for a business to reach a future desired state - It defines the rules of business interaction and how business outcomes will be achieved. However, until business parties live up to the plan, those outcomes are not ensured.

Therefore, tracking obligations enshrined in contracts is critical to an enterprise’s understanding of whether the business is proceeding as planned and taking proactive steps to correct the course.

Non-compliance of obligations not only hurts performance but can also expose businesses to substantial risks – including reputational damage, financial loss, and soured partner relationships.

The ICI Obligation Management application built and designed along with the line of Icertis Contract Intelligence (ICI) platform provides out-of-the-box Obligation and Fulfillment objects and their workflow. Like everything on ICI, the app is highly configurable and extendible to suit customer requirements.

=== The Challenge ===

The holistic management of obligations in an enterprise is easier said than done. Manually managing obligations, as well as SLAs and entitlements, enshrined in contract clauses and terms has many challenges, from the sheer number of obligations found in contracts to the complexity of identifying and fulfilling them.

A major impediment to tracking obligation fulfillment is the enterprise-wide nature of obligations themselves. In the real world, one department may create a contract, but the onus to fulfill contractual obligations is usually on another department. This is a common scenario with manufacturers of complex products, like airplanes, automobiles, drugs, etc. The sales team at the airplane manufacturer accommodates an airline’s requirements in the contract to close the deal, but it is up to the sourcing department to buy the goods and services needed to meet those requirements, and maybe the customer services department to fulfill the warranty related commitments. Hence, the typical contract management process leaves obligations siloed within departments, hindering visibility, tracking, and ultimately performance.
<div class="image-green-border">[[File:7.10 OM 3.png|720px|7.10 OM 3.png]]<br/> ''Conventional view of Enterprise Contract Management where obligations are viewed and managed in business silos''</div>
Even at organizations where contracts are centrally managed, obligation fulfillment may still be fragmented across the organization. It is estimated that at large organizations, 2% of revenue is lost due to missed obligations. Some key concerns for the CxO or senior leadership include: Are we fulfilling all our obligations? Are we defaulting on any business/regulatory or statutory obligations?

These questions are impossible to answer if obligations are not centrally managed and are not linked to various contracts that the organization has signed.

A McKinsey & Company study estimates leakage due to unfulfilled obligations at 2% in large enterprises. For an enterprise with $2 billion in annual spend, that adds up to $40 million a year. The identification and extraction of obligation is currently a human-vetted process, which is typically driven by the legal team and prone to human errors.

Some of the key challenges faced by companies dealing with contractual obligations are:

*A lack of insight and visibility into contractual obligations
*Failure to discover obligations
*Missing an obligation that can lead to a costly litigation
*Unfulfilling obligations that can strain business relationships and cause reputational damage
*No defined workflow for completion of obligations and commitments 
*No clear ownership of responsibilities
*Failure to gauge the implications of missed obligations

A new approach is an obligation centered on contract management. This approach extracts obligations from the ultimate source of truth that contracts are and centralizes them to improve visibility and performance. 
<div class="image-green-border">[[File:7.10 OM 4.png|720px|7.10 OM 4.png]]<br/> ''An obligation centered view to manage enterprise wide obligations''</div>
 

=== The Solution Framework ===

The ICI Obligation Management app, built on top of the ICI platform enables companies to execute this vision to drive compliance at enterprise scale, thereby building and protecting brand trust, improving business outcomes and most importantly ensuring that the business is always compliant.

The app provides an integrated environment that identifies and extracts existing obligations, risks, commitments from different ICI signed contracts to make them manageable, trackable, inheritable and contract-centric compliant.

The flexible architecture and configurable design of the platform allow users to configure and run a variety of obligations to their logical fulfillment. Given that the Obligation Management app is built on ICI Platform, implementations can easily configure dashboards and reports to have all-up views on overdue obligations.
<div class="image-green-border">[[File:7.16OMSolutionFramework.png|720px|7.16OMSolutionFramework.png]]<br/>  </div>
=== The Capabilities ===

The ICI Obligation Management app helps customers address obligation requirements and get even more of their investment in the ICI platform. It offers these powerful capabilities for obligation management contracts: 

*'''Automatic Obligation Discovery'''
**Automatically discover, extract, and setup obligations from any contract, through the power of artificial intelligence. <br/>  
*'''Flexible Setup & Creation of Obligations '''
**Create manual or time-based fulfillments from identified obligations such that the system triggers fulfillments at appropriate times to enforce compliance.
**Automatically create obligations using the Obligation Library. 

*'''Rule-based Obligation Ownership'''
**Assign obligations to both internal and external users and automatically handle reassignments due to transfers, departures, etc. 

*'''Seamless Obligation Fulfillment'''
**Generate and manage fulfillment processes using ICI tasks for internal users and for third-party users via the ICI Collaboration Portal or customized integrations. The out of box workflows for Obligations & Fulfillments will help review, approval of workflows to drive compliance.
**Easily control the process workflow by setting obligations on hold, withdraw, and cancel if required.

*'''Inherited Obligations Across Contracts'''
**Quickly setup rules to cascade and enforce obligations across related agreements – e.g. from MSAs to SOWs.

*'''Sophisticated Reporting & Analytics'''
**Track and monitor overdue fulfillments.
**Measure risk and compliance to deliver rolled-up insights across the enterprise.
**Ability to slice and dice operational data on obligation compliance using Advanced Analytics (PowerBI).

=== The Examples ===

This section provides a sneak peek into some examples of contractual obligations and how they can be managed on the ICI Obligation Management app. These examples are intended to build a deeper intuition on what contractual obligations/fulfillments are, how obligations and fulfillments differ, and understand these from a lens of real-world contracts.

As you scan through the agreement/clause texts, one can recognize statements which enforce an action and ownership in the form of “X entity shall perform Y” kind of statements. These are typically referred to as the contractual obligations.
<div class="note-box">'''Note:''' The following examples are masked for customer/end-user references.</div>
''Example 1: Non-SLA Obligations''
<div class="image-green-border">[[File:7.16OM-NonSLAObligations.png|720px|7.16OM-NonSLAObligations.png]]</div>
''Example 2: SLA Obligations''
<div class="image-green-border">[[File:7.16OM-SLAObligations.png|720px|7.16OM-SLAObligations.png]]</div>
''Example 3: Deliverables''
<div class="image-green-border">[[File:7.16OM-Deliverables.png|720px|7.16OM-Deliverables.png]]</div>
''Example 4: Milestones''
<div class="image-green-border">[[File:7.16OM-Milestones.png|720px|7.16OM-Milestones.png]]</div>
''Example 5: Weekly SLA reports to track business/delivery performance.''
<div class="image-green-border"> [[File:7.10 OM SIP 1.PNG|720px|7.10 OM SIP 1.PNG]]<br/>  </div> <div class="image-green-border">''Example 6: Background validation for resources working on the account.''<br/> <br/> For any typical Customer Offshore Development (ODC) scenario in a IT Services, the company has an obligation to ensure any resources working in this ODC/Customer Account shall go through background verification. This might be an obligation enshrined in the MSA or any of the ongoing SOW Agreements. The following are some of the scenarios:<br/> <br/> This is an ongoing obligation until the duration of the customer’s contract. The Obligation owner may choose to fulfill the obligation in a time-based fashion say at monthly frequency</div>
*This is an ongoing obligation until the duration of the customer’s contract. The Obligation Owner may choose to fulfill the obligation in a time-based fashion, (such as monthly frequency).
*The Obligation Owner OR Accountable Person(s) for this obligation is the SOW Owner (typically, Project/Delivery Manager).
*The Fulfillment associated to this agreement would be owned by another function (such as HR). But, the Obligation Owner will certify of the Fulfillment is met or not.
*The Fulfillment’s owners (HR in this example) will upload the Fulfillment Evidence in the form of a file or a zip which is approved by the Obligation Owner.

''Example 7: Share Audit reports within XX days of notice.<br/> <br/> '''[[File:7.10 OM SIP 2.PNG|720px|7.10 OM SIP 2.PNG]]'''''

The obligation in this example is on the Company to furnish the Audit reports to the Customer within a stipulated time (10 business days) when asked. This is not a time-based obligation, but will be manually accepted upon the event when the Customer asks for it. The Audit report can be submitted.

=== The Benefits ===

The key benefits of using the ICI Obligation Management app include: 

*Significantly reduced risks by complying with all obligations - identify and execute any implicit or explicit promises, duties and accountabilities.
*Reduced costs and contract turnaround time by automating the obligation lifecycle.
*Improved customer and supplier relationships.
*Better outcomes in contract negotiations, renewals and other business decisions.
*Improved customer-supplier relationships with ongoing engagement for managing obligations.
*Advanced recovery of financial compensation for unfulfilled counterparty obligations.
*Inherited obligation from the parent (MSA) to the child (SOW) to enforce compliance.
*Cascaded obligation changes from the parent (MSA) to the child (SOW) to enforce compliance.
*Intelligent management of contract performance with obligation performance tracking KPIs.
<div class="image-green-border">[[File:7.16OM-Benefits.png|720px|7.16OM-Benefits.png]]</div>
=== ObligationAI, Obligation Management and Commitments ===

We have some capabilities in the system which allude to the Obligation lifecycle. Here we describe the scope of each of them and clarify the scope entailed.

*'''Obligation AI (O/AI)''': As part of the Discover AI feature set, we have an ability to discover obligations from third party or own contracts. This capability helps assist the otherwise human process of manually discovering and extracting obligations from agreements. Once obligations are discovered, customers have the flexibility to integrate with the ICI Obligation Management app or any other third party integrated app. 
*'''Obligation Management (OM)''': After obligations are discovered, either manually or through O/AI, we use the Obligation Management app capability to setup, track and monitor actual obligations. With dedicated entities called Obligation and Fulfillment, one can easily setup the ownership of obligation, setup the workflow to approve and agree with fulfillment evidence and track overdue fulfillments to have an all-up view of contractual compliance.
*'''Commitments''': This capability is used to plan and perform agreement administration tasks. While some customers have tried using the Commitments capability to manage contractual obligations, there may be some limitations to managing the complete obligation lifecycle. Some of these include:
**Commitments are a light weight task and do not model the Obligation and Fulfillment entities or their workflow to manage the specialized Obligation lifecycle
**Commitments do not have an ability to create time-based fulfillments or capture fulfillment evidence which is core to the obligation management process
**Commitments have limited capability when it comes to configuring ownership, rules, notifications, etc. which are required by implementation teams
<div class="note-box">'''Note''': It is recommended to use the Obligation Management app instead of Commitments considering these limitations.</div>
== The Obligation Management Process ==

The obligation management process augments your contract management process by giving you effective tools to discover, identify and manage obligations through to fulfillment. There are various scenarios in which Obligation Management fits into the Contract management process. Some examples of these are:

''Example 1: Post Agreement Execution''<br/> <br/> The focus during this scenario is to ensure that the right set of obligations are discovered (either manually or with Obligation AI discovery) and thereafter managed through the complete lifecycle. In this scenario since the agreement is executed, the obligations are also agreed upon, hence the focus here is to ensure they are tracked through the Contract’s lifetime.

 [[File:7.10 OM 6.png|720px|7.10 OM 6.png]]<br/> We can see the post-agreement execution phases for obligation discovery & management. We also call out the typical user roles that are involved in the process.<br/> <br/> ''Example 2: During Agreement Negotiation''<br/> <br/> The focus during this phase is to use Obligations to assist the Agreement negotiation phase. When the Agreement edits, the Agreement Team would like to analyze the impact of change with respect to the obligations entailed.
<div class="image-green-border"> </div> <div class="image-green-border"> [[File:7.10 OM 7.png|720px|7.10 OM 7.png]]<br/> ''This depicts the Obligation discovery & triage along with the agreement negotiate phase''<br/>  </div> <div class="note-box">'''Note''': You need to configure ObligationAI such that Obligations are discovered upon every edit/new version of the agreement to be able to see the impact on obligations.</div>
=== <br/> The Obligation Management Workflow ===

This section describes the typical workflow for Creating, Reviewing, Accepting and Tracking fulfillments. The diagram below depicts the typical functions/user roles performing the respective operations.  

'''Key Points to Note:'''<br/> The Legal / QC functions typically read through the agreements to manually extract Obligations or use Obligations AI to triage and discover obligations. This role has enough legal knowledge to identify the right obligations that matter for the agreement and the business as a whole. The obligations are created in the Draft state.

*Once identified the Agreement Owners, typically the Primary/Secondary Owner on the Team will accept and approve the Obligations. Only after Obligation is approved, the obligations lifecycle begins.
*For approved Obligations, Fulfillment instances are spawned at the configured frequencies. It is also highlighted that the Fulfillments owner is different than the Obligations Owner.
*Fulfillment’s team is responsible for submitting the fulfillment evidence and send it for approval to the Obligation owner.
*If the Fulfillment is not approved before the due date, the fulfillment turns to overdue. 
<div class="image-green-border">[[File:7.16OM-OMWorkflow.png|720px|7.16OM-OMWorkflow.png]]</div>
== Working with Obligations ==

The ICI Obligation Management app introduces necessary ICI entities to track and monitor obligations for your Agreements. The app introduces ICIOMAppObligation & ICIOMAppFulfillment entities. These are seeded with required config, workflows, rules, metadata which can be extended as required for your implementation needs. These entities are of type Associated Document Contract Types as referred to in the ICI terminology.

Obligation & Fulfillments are associated docs seeded with the required configuration. It is expected that you configure your existing/new Agreements by setting the association as depicted in the diagram below. In the sections below we highlight the configuration for the Out Of The Box (OOTB) Entities and also recommend a configuration for implementation.

The OM app is using the construct of the “Association of Association”. The obligation is an association to your Agreement. And Fulfillment is an association to the Obligation.
<div class="image-green-border"><br/> [[File:7.10 OM 9.png|720px|7.10 OM 9.png]] <br/> ''Depicts the new entities introduced for ICI Obligation Management App''</div> <div class="image-green-border"> </div> <div class="note-box">'''Note''': After you install the ICI Obligation Management App, you will be required to edit the configuration for the new entities (Obligation & Fulfillment) to suite your implementation requirements. In the following section we call out the recommended configuration (wherever applicable) to help you with Obligation Management implementation. </div>
 

=== The Out-of-the-Box Entity ===

The “ICMOMAppObligation” entity is used to model Obligations. It uses the “Associated Documents Contract Type” and can be used to associate with the required agreements. The following sections will cover the out-of-the-box configuration, functional behavior as well as the recommended configuration for implementation teams. 
<div class="note-box">'''Note''': Only system-provided Contract Types can be used for Obligation Management.</div>
=== Contract Types ===

The Associated Document “ICMOMAppObligation” is seeded to track Obligations. It is expected that you will configure this seeded entity based on your implementation requirements.
<div class="note-box">'''Note''': Multiple configurations of Obligation/Fulfillments are not allowed. So, you cannot create a new Associated Document Contract Type and identify it for Obligation tracking.</div> <div class="image-green-border"><br/> [[File:8.0-OM1.png|720px|8.0-OM1.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">The following table depicts the OM App Contract Types:</div>
[[File:7.16OM-Table Contract Types.PNG|720px|7.16OM-Table Contract Types.PNG]]

=== Seeded Attributes ===

The seeded attributes of “ICMOMAppObligation” are listed as per the categories below. Implementation teams can add new attributes for identifying, categorizing and tracking obligations as required. Any attribute marked with a red asterisk '''<span style="color:#FF0000;"><span style="font-size:larger;">*</span></span>''' is MANDATORY for creating the Obligation instance.

[[File:7.16OM-Table Obligation Attributes1.PNG|720px|7.16OM-Table Obligation Attributes1.PNG]]
<div class="image-green-border">[[File:8.0-OM2-CreateOMAsso.png|720px|8.0-OM2-CreateOMAsso.png]]</div> <div class="image-green-border"> </div>
[[File:7.16OM-Table Obligation Attributes2.PNG|720px|7.16OM-Table Obligation Attributes2.PNG]]
<div class="image-green-border">[[File:8.0-OM5-CreateOMAsso.png|720px|8.0-OM5-CreateOMAsso.png]]</div> <div class="image-green-border"> </div>
[[File:7.16OM-Table Obligation Attributes3.PNG|720px|7.16OM-Table Obligation Attributes3.PNG]]
<div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM6-Add functional team.png|720px|8.0-OM6-Add functional team.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">On clicking "Yes", the "Additional Fulfillment Owner" and the "Additional Fulfillment Approver" are displayed.</div> <div class="image-green-border"><br/> [[File:8.0-OM6.2-Add functional team.png|720px|8.0-OM6.2-Add functional team.png]]</div> <div class="image-green-border"> </div>
[[File:7.16OM-Table Obligation Attributes4.PNG|720px|7.16OM-Table Obligation Attributes4.PNG]]
<div class="image-green-border">[[File:8.0-OM6.5-Performance-Tracking0.png|720px|8.0-OM6.5-Performance-Tracking0.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">To select the field values click the search icon to the right of the field text box. A drawer opens, for example, the "Select KPI Category" drawer".  The selected record (s) will be displayed at the bottom left.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM-Create-KPI-drawer.PNG|720px|8.0-OM-Create-KPI-drawer.PNG]]</div>
 
<div class="image-green-border">[[File:8.0-OM7-Add functional team.png|720px|8.0-OM7-Add functional team.png]]</div>
<br/> [[File:8.0-OM7.1-Add functional team.png|720px|8.0-OM7.1-Add functional team.png]]

[[File:7.16OM-Table Obligation Attributes6.PNG|720px|7.16OM-Table Obligation Attributes6.PNG]]

 
<div class="image-green-border">[[File:8.0-OM8-Add functional team.png|720px|8.0-OM8-Add functional team.png]]</div>
 

[[File:7.16OM-Obligation AttributesMISSING.png|720px|7.16OM-Obligation AttributesMISSING.png]]

=== Association ===

The ICI Obligation Management app is modeled on the Association of Association construct.

The following Association hierarchy exists:

*Agreement (Existing)
**Associated to → Obligation Association
***Associated to → Fulfillment Association

It is expected for you to configure your existing Agreements to associate the Obligation Contract Type.

The following screenshot displays the Obligation’s association to Fulfillment, which is seeded along with the app:
<div class="image-green-border">[[File:8.0-OM9-FullfilAsso.png|600px|8.0-OM9-FullfilAsso.png]]<br/>  <br/> For more information about Association, refer to the “ICI Obligation Management Configuration Guide”.</div> <div class="image-green-border"> </div>
=== Masterdata ===

These are the Masterdata Contract Types seeded with the ICM Obligation Management app, and they are listed in the following per grouping based on their collective purpose and in the hierarchy in which the masters are consumed within each group:

[[File:7.16OM-Obligation Masterdata1.PNG|720px|7.16OM-Obligation Masterdata1.PNG]]

[[File:7.16OM-Obligation Masterdata2.PNG|720px|7.16OM-Obligation Masterdata2.PNG]]

These will be used by the ICI Obligation Management app for supporting future scenarios related to Location or Multi-party.
<div class="note-box">'''Note:''' Implementation teams will use ICI’s bulk utility to add these new masterdata in bulk, not manually going row by row.</div>
The following table shows the Masterdata in the sequence that they are needed to be entered for obligation creation flow to proceed per configuration:

 [[File:7.16OM-Obligation MasterdataSEQUENCE.PNG|720px|7.16OM-Obligation MasterdataSEQUENCE.PNG]]

=== Rules ===

The ICI Obligation Management App has seeded the following set of rules. The contract type “ICMOMAppObligation” is configured with the following Rules:

[[File:7.16OM-Obligation Rules.PNG|720px|7.16OM-Obligation Rules.PNG]]

=== Notifications ===

The ICI Obligation Management app has the following seeded notifications. Since the app is built on the ICI platform, implementation teams can configure notifications as required.
<div class="image-green-border">[[File:8.0-OM10-Notifications0.png|720px|8.0-OM10-Notifications0.png]]<br/>  </div> <div class="image-green-border">There is a dedicated Notification Category for the ICI OM App – “Obligation Management Notifications”, and a seeded notification for fulfillment creation has also been added:</div>
*This is a seeded notification to notify fulfillment creations.
*The notification is triggered and sent when a fulfillment gets created.
*These notifications are sent to Fulfillment Owners.

{|
|-
|
[[File:7.16OM-Obligation Notifications2.PNG|720px|7.16OM-Obligation Notifications2.PNG]]

|}

'''Click '''the bell icon on the top right to view the "Notifications Dashboard".
<div class="image-green-border">[[File:Bell icon1.PNG|220px|Bell icon1.PNG]]</div> <div class="image-green-border">
The "Notifications Dashboard" displays notifications under the "Obligation Management Notifications".
</div> <div class="image-green-border">[[File:8.0-OM-Notifications Dashboard.PNG|800px|8.0-OM-Notifications Dashboard.PNG]]</div> <div class="image-green-border"> </div>
=== Default Column Search Changes ===

The seeded configuration for “Default Column Search” introduces new default columns to provide a better summary view of obligations on the index page. When a user searches for “Obligations”, the list of obligations displayed includes columns configured in the “Default Column Search” and, thereby, also provides a detailed insight into each obligation:

*Obligation Attributes
**Business Status
**Name
**Party
**End Date
**Frequency
**Obligation Type
**Obligation Sub-Type
**Fulfillment Owner(s)
**Impact due to Non-Fulfillment
**Metric
**Unit of Measurement
**Agreement Code
**Created By
<div class="image-green-border">[[File:8.0-OM11-Default-column-search.png|720px|8.0-OM11-Default-column-search.png]]</div>
== Configuring your existing Agreement Contract Type to manage Obligations  ==

You can use existing agreements or configure new agreements to manage obligations with the ICI Obligation Management app. Let us now consider an example for configuring the existing agreement contract type. 

To edit the existing Agreement Contract Type to manage obligations:

1. '''Click''' the “Configure" tile or menu on the top, and select the “Contract Types” option. The Contract Types index page opens.
<div class="image-green-border">[[File:8.0-OM12-CT-menu.png|720px|8.0-OM12-CT-menu.png]]<br/>  <br/> 2. '''Select''' the Agreement Contract Type where you want to configure obligations. For example, "OM Basic Agreement".</div> <div class="image-green-border">3. '''Click''' the View Details eye icon on the right. The Contract Type Details page opens.<br/> 4. '''Click''' "Edit" on the top right. The "Edit" page opens with "Details" tab.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM-CT-Edit.PNG|720px|8.0-OM-CT-Edit.PNG]]</div> <div class="image-green-border"><br/> 5. '''Toggle''' "Yes" in the "Allow Third Party Paper" field.<br/> 6. '''Toggle''' "Yes" in the "Allow Clause Assembly" field.<br/> 7. '''Toggle''' "Yes" in the "Allow Copy With Associations" field.<br/> 8. '''Click''' "Next". The "Attributes" tab opens.<br/> 9. '''Select''' the attributes as per your requirement.  <br/> 10. '''Click''' "Next". The "Association" tab opens.<br/> 11. '''Click''' "Add Association" to add an association. The "Add Association" pane appears on the right.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM-CT-Edit-Association.PNG|720px|8.0-OM-CT-Edit-Association.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">12. '''Enter''' a name in "Association Name". For example, "Obligation". <br/> 13. '''Select''' "Obligation" from the "Associated Contract Type" dropdown. <br/> 14. '''Toggle''' "Yes" in the "Allow Inheritance" field.<br/> 15. '''Toggle''' "Yes" in the "Multiple Inheritance" field.<br/> 16. '''Click''' "Save" on the top right.</div> <div class="image-green-border">17. '''Click''' "Next". The "Display Preference" tab opens.<br/> 18. '''Enter''' the details in the remaining tabs such as Display Preference, Team, and Verify.<br/> 19. '''Click''' "Update". The contract type is updated with Obligation as Associated Contract Type.</div> <div class="image-green-border">20. '''Click''' "Publish" to publish the Agreement Contract Type.</div>
== Navigating through the Obligation Management App ==

There is a dedicated Obligation Management navigation tile, which acts as the quintessential entry point to triage and monitor all obligations and fulfillments, and track obligation compliance, with the help of the following options:

*Dashboard
*All Obligations
*All Fulfillments
*My Fulfillments
<div class="image-green-border">[[File:8.0-OM14-menu.png|360px|8.0-OM14-menu.png]]</div> <div class="image-green-border"> </div> <div class="note-box">'''Note:''' The default landing page or Home page of the Obligation Management App will display the App specific KPIs and dashboard widgets.</div>
 

=== Navigating the Dashboard ===

This is the obligation dashboard displaying a comprehensive report view of obligations and fulfillments across various analytics. To go to the Dashboard:

1. '''Click the '''“Obligations” navigation tile or menu on the top.
<div class="image-green-border">2. '''Click '''“Dashboard”. The OM Dashboard will open.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM-Compliance-Dashboard.PNG|800px|8.0-OM-Compliance-Dashboard.PNG]]</div> <div class="image-green-border"> </div> <div class="note-box">'''Note:''' The “Compliance Dashboard” link will be visible to all users who have at-least View access to either Obligation or Fulfillment seeded contract types.</div>
=== Navigating All Obligations ===

This opens up the list view of Obligations per the predefined saved search displaying all the existing obligations in the app.

To go to “All Obligations”:

1. '''Click the '''“Obligations” navigation tile or menu on the top.
<div class="image-green-border">2. '''Click '''“All Obligations”. The Obligations index page will open, listing all obligations. You can filter the obligations using the "Refine View" collapsible panel on the left. You can sort and wrap the text of the column by clicking the arrow and hamburger icon respectively in the column heading.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.1omapp1.png|800px|8.1omapp1.png]]</div> <div class="image-green-border"> </div>
 

=== Navigating All Fulfillments ===

This opens up the list view of Fulfillments per the predefined saved search displaying all the existing fulfillments in the app.

To go to “All Fulfillments”:

1. '''Click the '''“Obligations” navigation tile or menu on the top.
<div class="image-green-border">2. '''Click '''“All Fulfillments”. The Fulfillments index page will open, listing all fulfillments.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.1omapp2.png|800px|8.1omapp2.png]]</div>
=== Navigating My Fulfillments ===

These are the user-specific fulfillments that a user is directly involved in or assigned with as part of their tasks, being a member of the team/s with specific role/s. The Fulfillment Owner or Fulfillment Approver, who is part of the team for a fulfillment record, will see their respective list of fulfillments, per their role, through this tile option.

To navigate through “My Fulfillments”:

1. '''Click the '''“Obligations” navigation tile or menu on the top.
<div class="image-green-border">2. '''Click '''“My Fulfillments”. The index page opens listing fulfillments.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM-16-My-Fulfillments.PNG|720px|8.0-OM-16-My-Fulfillments.PNG]]</div>
 

== Creating an Obligation for an Agreement ==

To create an agreement with an obligation:

1. '''Click''' the "Agreements" navigation tile or menu on the top. The "Agreements” index page opens. '''Click '''"Create" on the top right. The “Create Agreement” page opens.<br/> 2. '''Select''' the Contract Type Name. For example, "OM Basic Agreement".<br/> 3. '''Select "'''Own" in the "Type Of Paper" dropdown.<br/> 4. '''Click "'''Next". The Attributes page opens.<br/> 5. '''Enter '''the details in the remaining tabs to the "Verify" page. <br/> 6. '''Click "'''Create and Publish".

The Obligation created is displayed as shown in the screenshot below. The "Obligations" tab is displayed in the left collapsible navigation pane with the count of Obligations shown beside "Manage".
<div class="image-green-border">[[File:8.0-OM-Create-OM.PNG|720px|8.0-OM-Create-OM.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">An obligation can have multiple fulfillments. Users can create the following types of obligations:</div>
*Scenario 1: Time-based Obligation and Time-Based Fulfillment
*Scenario 2: Time-based Obligation and Manual Fulfillment
*Scenario 3: Manual Obligation and Manual Fulfillment 

=== Creating an Obligation with Time-Based Fulfillment ===

To create a Time-Based Fulfillment:

1. '''Click '''the plus icon on the right of "Manage" under the "Obligations" section in the left navigation pane. The "Create Association" page opens.<br/> 2. '''Enter '''the “Name” for the obligation.<br/> 3. '''Enter '''the “Obligation Details” and Description.<br/> 4. '''Select '''“Obligation Type” from the dropdown. <br/> 5. '''Select '''“Obligation Sub-Type” from the dropdown.
<div class="image-green-border">[[File:8.0-OMapp 1.png|720px|8.0-OMapp 1.png]]</div> <div class="image-green-border"><br/> 6. '''Select '''the owning party from the “Party” dropdown.<br/> 7. '''Select '''the Business Unit from the “Business Unit” dropdown. Based on the Business Unit selected, the following fields get filled out as per seeded masterdata values per the seeded masters - Functional Team, User Role, Fulfillment Owner(s), and Fulfillment Approver(s).<br/> 8. '''Set '''the “Additional Users for Fulfillment” as “Yes” or “No”. If it is “Yes”:<br/>     a. Fill out “Additional Fulfillment Owner”<br/>     b. Fill out “Additional Fulfillment Approver”</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM6-Add functional team.png|720px|8.0-OM6-Add functional team.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">On clicking "Yes" for "Additional Users for Fulfillment", the "Additional Fulfillment Owner" and the "Additional Fulfillment Approver" are displayed.</div> <div class="image-green-border"><br/> [[File:8.0-OM6.2-Add functional team.png|720px|8.0-OM6.2-Add functional team.png]]</div> <div class="image-green-border"><br/> 9. '''Select '''“KPI Category” from the dropdown.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM6.5-Performance-Tracking0.png|720px|8.0-OM6.5-Performance-Tracking0.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">If no category is present, click the search icon, a drawer "Select KPI Category" opens. You can select or search and add a new category if not present. The selected records will be displayed at the bottom left.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM-Create-KPI-drawer.PNG|720px|8.0-OM-Create-KPI-drawer.PNG]]</div> <div class="image-green-border"><br/> 10. '''Select '''“Metric” from the dropdown.<br/> 11. '''Fill in '''other relevant KPI fields.</div> <div class="image-green-border">12. '''Select '''“Impact due to Non-Fulfillment” as “Low”, “Medium” or “High”.<br/> 13. '''Select '''“Financial Impact due to Non-Fulfillment” as “Yes” or “No”. If “Yes” is selected:<br/>      a. Enter “Quantitative Assessment of Impact”.</div> <div class="image-green-border">14. '''Select '''the “Frequency Type” from the dropdown. For example, “Time-Based”.</div> <div class="note-box">'''Note:''' Selecting the Time-Based Frequency Type will instantiate the fulfillments at the set frequency, and selecting the Manual Frequency Type will let users to manually add fulfillments.</div>
15. '''Select '''the fulfillment frequency in the Frequency dropdown, for example, “Monthly”.
<div class="note-box">'''Note:''' You can set the following frequency: “One Time”, “Weekly”, “Fortnightly”, “Monthly”, “Once in 2 Months”, “Quarterly”, “Semi-Annual”, “Annual” and “Once in 2 Years”.</div>
16. '''Select '''a date in the “1st Fulfillment’s Due Date” field. <br/> 17. '''Select '''a date in the “End Date” field. This date indicates the end date for fulfillment.
<div class="image-green-border">[[File:8.0-OM7.1-Add functional team.png|720px|8.0-OM7.1-Add functional team.png]]</div> <div class="image-green-border"> </div> <div class="note-box">'''Note''': The Extended Due Date field is automatically extended by 2 based on the Due Date. The Extended Due Date is the summation of the 1st Fulfillment’s Due Date and the value of Overdue Buffer Days. The system will treat a fulfillment as overdue after the extended due date is over. </div>
18. '''Set '''the “Allow Inheritance” field to “Yes”. This allows the inheritance of approved obligations from the parent agreement to the child agreement. For example, MSA_OM to SOW_OM.<br/> 19. '''Set '''the “Allow Fulfillment Tracking” field to “Yes”. This allows the system to track fulfillment instances.

20. '''Select '''a file in the “File Path” field. The obligation is now created with a Monthly fulfillment.
<div class="image-green-border">[[File:8.0-OMapp 2.png|600px|8.0-OMapp 2.png]]</div> <div class="image-green-border"> </div>
=== Creating an Obligation with Manual Fulfillment  ===

Follow the steps from 1 to 13 mentioned in the section Creating an Obligation with Time-Based Fulfillment and then do the following:  

1. '''Select '''“Manual” in the “Frequency Type” dropdown.
<div class="image-green-border">[[File:8.0-OM21-Agreement-Manage4.png|600px|8.0-OM21-Agreement-Manage4.png]]</div> <div class="image-green-border"><br/> 2. '''Select '''"Overdue Buffer Days". </div> <div class="image-green-border">3. '''Select '''a date in the “End Date” field. </div> <div class="image-green-border">Under the "Configuration Parameter" section,<br/> 1. '''Set '''the “Allow Inheritance” field to “Yes”.<br/> 2. '''Set '''the “Allow Fulfillment Tracking” field to “Yes”.<br/> 3. '''Select '''a file in the “File Path” field. </div> <div class="image-green-border">4. '''Click''' “Create”. The obligation is created with fulfillment.</div> <div class="image-green-border"> </div> <div class="image-green-border">The Obligations count shown beside "Manage" in the left pane is incremented. '''Click '''"Manage" and the Obligations are listed in the right pane. '''Click '''eye icon to view the details.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM23-Agreement-Manage6.png|720px|8.0-OM23-Agreement-Manage6.png]]</div> <div class="image-green-border"> </div>
=== Creating Obligations in Pre-approved state ===

You can create Obligations in pre-approved state. A new script attribute “Require Approval” (“ICMOMAppRequireApproval”) is added to “ICMOMAppObligation” Contract Type is added to govern the create and update obligation workflow.

To create a pre-approved obligation, do the following:

1.     Open the Agreements index page using the “Agreements” tile on the Home page.

2.    From the list of Agreements, open the Agreement details page.

3.    In the navigation menu, locate “Obligations” option and click “Create Obligation” (+ icon) next to “Manage” to create a new Obligation. The “Create Obligation” page opens.

4.    Enter the obligation details as required under the relevant sections.

5.    Configure the attribute “Require Approval” to “False”. If you select this attribute to “True” then pre-approved obligations will not be created.

When creating an Obligation, the status is defined based on state of the attribute, as shown in the following table:
<div class="image-green-border">[[File:8.1omapp3.PNG|720px|8.1omapp3.PNG]]</div>
Similarly, when updating an Obligation, the status is defined based on the “Stay in Approved On Edit” attribute, as shown in the following table:
<div class="image-green-border">[[File:8.1omapp4.PNG|720px|8.1omapp4.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border"><div class="note-box">'''Note:''' For Update action, “Stay in Approved On Edit” attribute continues to function as in the earlier releases.</div>
6.     Save the details. Notice that “Business Status” of the Obligation just created to set to “Approved”.
</div>
=== Approving Obligations ===

You can send the “Obligation” for approval as described in the following steps:<br/> <br/> 1. '''Click''' “Send For Approval” for the selected Obligation.<br/>    a. If the configured obligation is time-based, upon approval, the system generates the first instance of the Fulfillment.<br/>    b. The Obligation’s Team can be configured for the approver’s role. When the Obligation is sent for approval, it will create an approval task to the approvers on its Team.
<div class="image-green-border">[[File:8.0-OM24-Agreement-OMAsso-Approval.png|720px|8.0-OM24-Agreement-OMAsso-Approval.png]]</div> <div class="image-green-border">
2.    '''Click''' “Yes” (or “No”) to confirm.
''' '''</div> <div class="note-box">'''Note''': Unless the obligation is approved, the user cannot create Fulfillment instances. </div>
The obligation is now approved with the official status being displayed as “Approved”.
<div class="image-green-border">[[File:8.0-OM25-Agreement-OMAsso-Approval.png|720px|8.0-OM25-Agreement-OMAsso-Approval.png]]</div>
 

=== Putting Obligations On Hold  ===

If for some business reason, for a given obligation, it is required to hold some fulfillment instances, you can set the Obligation on Hold. This will prevent creating new fulfillment instances during the period of hold. You can set the expiry date of the hold using the Hold Expiry Date attribute.
<div class="note-box">'''Note''': When you put an Obligation on hold, any fulfillment that is not Approved will be marked Cancelled and will not be used to calculate overdue fulfillments.</div>
To apply a hold on an obligation: <br/> <br/> 1. '''Click '''"Hold". The “Add Note - Hold” drawer opens.
<div class="image-green-border">[[File:8.0-OM26-Agreement-OMAsso-Hold.png|720px|8.0-OM26-Agreement-OMAsso-Hold.png]]<br/>  <br/> 2. '''Enter''' a Hold Note.</div> <div class="image-green-border">3. '''Select '''"Reason Code" and  "Hold Expiry Date".<br/> 3. '''Click''' "Add".</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM-Create-OM-on hold.PNG|720px|8.0-OM-Create-OM-on hold.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">The obligation will thence go “On Hold”.</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="note-box">'''Note:''' You can hold an Obligation based on the default Role Action Mapping. You can hold an Obligation at “Draft”, “Waiting For Approval” and “Approved” states.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM26.2-Agreement-OMAsso-Hold.png|720px|8.0-OM26.2-Agreement-OMAsso-Hold.png]]</div>
 

=== Releasing the Hold ===

You can release the hold before the “Hold Expiry Date” by clicking the “Release Hold” button.
<div class="image-green-border">[[File:8.0-OM26.3-Agreement-OMAsso-ReleaseHold.png|720px|8.0-OM26.3-Agreement-OMAsso-ReleaseHold.png]]</div>
1. '''Click  '''“Release Hold” on the top right. The "Add Note - Release Hold" drawer opens.

2. '''Enter '''a hold note.

3. '''Select '''the appropriate “Reason Code”. 

4. '''Click '''“Add”.

The Obligation goes back to the previous state before it went on hold.
<div class="note-box">'''Note''': After releasing a hold, if the user approves the Obligation or the Obligation was already approved, the future applicable Fulfillment instances will be triggered at the configured frequency.</div>
=== Applying to Withdraw on Obligation ===

You can withdraw an obligation to send the obligation to the "Withdrawn" state and all user actions are removed.

To withdraw an Obligation:

1. '''Click''' "Withdraw". The "Add Note - Withdraw" drawer opens.
<div class="image-green-border">[[File:8.0-OM27-Agreement-OMAsso-Withdraw.png|720px|8.0-OM27-Agreement-OMAsso-Withdraw.png]]</div> <div class="image-green-border"><br/> 2. '''Enter''' a withdrawal note. <br/> 3. '''Select''' the appropriate Reason Code. <br/> 4. '''Click''' "Add". The obligation will be withdrawn. After the obligation is withdrawn, all its fulfillments that were not approved will be canceled.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM27.1-Agreement-OMAsso-Withdraw.png|720px|8.0-OM27.1-Agreement-OMAsso-Withdraw.png]]</div> <div class="image-green-border"> </div>
=== Reassigning User in Obligations ===

As a standard ICI platform capability, to replace users at the associated document level. User can be replaced in the following ways:

*One can replace the user at the Obligation and Fulfillment record level.
*User can also be replaced in bulk, at the system level, which is applicable to all Associated Documents, including Obligations and Fulfillments, replacing, say, “User 1” with “User 2”.

You can replace a user in Obligation from the Team tab.

1. '''Click '''"Team". The "Team" is opened on the right.
<div class="image-green-border">[[File:8.0-OM28-Agreement-OMAsso-Reassign.png|800px|8.0-OM28-Agreement-OMAsso-Reassign.png]]</div> <div class="image-green-border"><br/> 2. '''Click '''"Reassign", the "Reassign User" drawer opens. </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM28.1-Agreement-OMAsso-Reassign.png|800px|8.0-OM28.1-Agreement-OMAsso-Reassign.png]]<br/>  <br/> 3. '''Select''' the User. If you can't find the user, search it from the "Refine View" left pane. Enter the categories you want to search.<br/> 4. '''Enter''' "Add Note".<br/> 5. '''Click '''"Reassign", the user is reassigned.</div>
== Inheriting Obligations ==

Let us create a contract type (such as SOW) to understand inheritance in obligation (for example, from MSA_OM to SOW_OM).
<div class="image-green-border">[[File:7.16OM- Inheriting Obligations1.png|720px|7.16OM- Inheriting Obligations1.png]]<br/>  </div>
=== Configuring your existing Agreement Contract Type to set Obligation Inheritance ===

Assuming that your instance has an SOW Agreement Contract Type, let us now edit its configuration to add association for tracking Obligations. After this, both our agreements MSA_OM & SOW_OM will start tracking Obligations.

Additionally, we will configure inheritance such that any Obligation that is approved in a higher agreement type (e.g. MSA_OM) will be inherited to a child agreement type (e.g. SOW_OM) in order to force compliance of contractual obligations.

1. '''Click''' the "Configure" navigation tile or menu on the top, '''click '''“Contract Types”.<br/> 2. '''Select '''the Agreement Contract Type for which you want to configure obligations. For example, “OM Basic Agreement”.
<div class="image-green-border">[[File:8.0-OM12-CT-menu.png|720px|8.0-OM12-CT-menu.png]]</div> <div class="image-green-border"> </div>
3. '''Click''' the View Details eye icon. The Contract Type Details page opens.<br/> 4. '''Click''' "Edit" on the top right. The Edit Contract Type page opens.
<div class="image-green-border">[[File:8.0-OM29-CT-Edit.png|720px|8.0-OM29-CT-Edit.png]]</div> <div class="image-green-border"><br/> 5. '''Click''' "Next". <br/> 6. '''Toggle''' the "Allow Third Party Paper" field to "Yes".<br/> 7. '''Toggle '''the "Allow Clause Assembly" field to "Yes".<br/> 8. '''Toggle''' the "Allow Copy With Associations" field to "Yes".<br/> 9. '''Click''' "Next". The "Attributes" tab opens.<br/> 10. '''Select''' the attributes.  <br/> 11. '''Click''' "Next". The  "Association" tab opens.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM29.1-CT-Edit.png|720px|8.0-OM29.1-CT-Edit.png]]</div> <div class="image-green-border"><br/> 12. '''Click''' "Add Association" to add an Association. The "Add Association" section opens on the right.<br/> 13. To inherit obligation in SOW_OM, you need to select Obligation as Associated Contract Type.  <br/> 14. '''Enter''' a name in the Association Name field. For example, Obligation. <br/> 15 '''Select''' Obligation from the Associated Contract Type dropdown. <br/> 16. '''Toggle''' the "Allow Inheritance" field to "Yes".<br/> 17. '''Toggle''' the "Multiple Inheritance" field to "Yes". <br/> 18. '''Click''' "Save".</div> <div class="image-green-border">19. '''Enter''' the details in the remaining tabs such as Display Preference, Team, and Verify.<br/> 20. '''Click''' "Update". The contract type SOW_OM is updated having an Associated Contract Type (Obligation).</div>
 

=== Inheriting Obligations from Parent Agreement ===

Let us an example of inheriting obligations from the parent agreement (for example, MSA_OM obligations to SOW_OM).<br/> <br/> 1. '''Click''' the "Agreements" navigation tile or menu on the Top. The Agreements index page opens.<br/> 2. '''Click  '''"Create". The "Create Agreement" page opens.<br/> 3. '''Select '''the "Contract Type Name". For example, "SOW_OM". <br/> 4. '''Select '''"Third Party" in the "Type Of Paper" dropdown field. <br/> 5. '''Click '''"Next". The "Attributes" tab opens.<br/> 6. '''Click '''the down arrow icon in the "Associate and Inherit" field to inherit "MSA_OM" based agreement obligations to "SOW_OM" agreement.<br/> 7. The Lookup Search window opens.<br/> ''' '''
<div class="note-box">'''Note''': Ensure that the Allow inheritance flag is set to Yes to inherit obligations from the parent agreement as shown in the below screenshot. </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM30.png|420px|8.0-OM30.png]]<br/>  </div> <div class="image-green-border">8. '''Select''' the "MSA_OM" agreement from which you want to inherit obligations.<br/> 9. '''Click''' "Select". <br/> 10. '''Enter''' the details in the remaining tabs to take it to Verify step.<br/> 11. '''Click''' "Create and Publish".<br/>     <br/> [[File:8.0-OM31.png|720px|8.0-OM31.png]]</div>
All approved obligations of the MSA_OM agreement (Parent agreement) have been inherited by the SOW_OM agreement (Child). Any changes made to the parent contracts obligations have been cascaded to the child agreement's obligations.
<div class="note-box">'''Note''': The seeded attribute Allow Cascade Action is already set to Yes for the Contract Type (for example, MSA_OM). </div>
 

== Creating Obligation Groups ==

You can logically group Obligations under different categories. You can have a parent obligation and group several child obligations under it. You can also cascade the attribute changes from parent obligation to the child obligation, and the child obligations automatically inherit the changes.

You can define criteria for grouping depending on which the obligations within that group will be fulfilled. Some examples to identify how to logically group obligations are as follows:

*By Fulfillment Owner: the ownership of fulfilling such obligations lies with a particular group of users. For example, obligations whose fulfillment is with the suppliers can be grouped together.
*By Business Triggers: obligations that need to be fulfilled when a predefined business event is triggered can be categorized under one common group. For example, when a business event like contract termination occurs, all related obligations that must be fulfilled can be clustered under one group.
*By Phase: Obligations that should be fulfilled on completion of defined phases of contract execution can be classified in a group. For example, every contract completion stage can have an associated payment milestone. Thus, all obligations to be fulfilled on accomplishing a particular milestone are grouped together.

=== Creating an Obligation Group ===

To create obligation groups, do the following:

1.     On the Home page, click the “Agreements” tile to open the Agreements index page. A list of all available Agreements is displayed.

2.    Using the “View Details” option, open the details page of the Agreement of which you want to manage the obligations.
<div class="image-green-border">[[File:8.1omapp5.png|800px|8.1omapp5.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">
3.     On the Agreement details page, open the Menu pane in expanded view.

4.    Scroll down to the Obligations menu option. You will notice the number of Obligations under the Agreement.

5.    Click “Manage” under the Obligations option. The obligations under that Agreement are displayed in the right-side pane.

[[File:8.1omapp6.png|800px|8.1omapp6.png]]

6.     Click “Create Group”. In the Create Obligation Group drawer, enter the following details:

        i.    Name of the group you are creating, for example “DemoTest”

       ii.    Select Parent Obligation from the drop-down list

A list of child obligations associated with the parent obligation is displayed.

[[File:8.1omapp7.png|720px|8.1omapp7.png]]

7.     Select the child obligations of which you want to create a group and then click “Create”.

[[File:8.1omapp8.png|720px|8.1omapp8.png]]

8.     A notification about obligation group creation is displayed.

[[File:8.1omapp9.png|720px|8.1omapp9.png]]

=== <br/> Viewing an Obligation Group ===

To view and manage obligation groups, do the following:

1.     Follow the steps 1 through 5 explained in the section, “Creating Obligation Groups’.

2.    On the list of Obligations page, click “View Group”.

[[File:8.1omapp10.png|800px|8.1omapp10.png]]

3.     In the Create Obligation Group drawer, you can view the Obligation Group that is created and the associated obligations under that group. For example, “DemoTest”, in this case.

[[File:8.1omapp11.png|800px|8.1omapp11.png]]

=== Ungrouping an Obligation Group ===

To manage obligation groups, do the following:

1.     Follow the steps 1 through 3 explained in the section, “Viewing Obligation Groups’.

2.    On the list of Obligations page, click “View Group”.

3.    In the Create Obligation Group drawer, click the ellipsis (…) icon against the group name and then click “Ungroup’.

[[File:8.1omapp12.png|800px|8.1omapp12.png]]

=== Cascading Attributes in an Obligation Group ===

To manage obligation groups, do the following:

1.     Follow the steps 1 through 3 explained in the section, “Viewing Obligation Groups’.

2.    On the list of Obligations page, click “View Group”.

3.    In the Create Obligation Group drawer, click “View Details” icon for the respective obligation group.

[[File:8.1omapp13.png|800px|8.1omapp13.png]]

4.     Obligation Details page of the corresponding group opens. To change the attribute parameters, click “Edit”.

[[File:8.1omapp14.png|800px|8.1omapp14.png]]

5.     The Edit Obligation page opens. Edit the required fields. As an example, change the End Date of the obligation from 4<sup>th</sup> May 2022 to 20<sup>th</sup> May 2022.

[[File:8.1omapp15.png|720px|8.1omapp15.png]]

6.     Click “Update” to save the changes.

7.    Go to the Obligation Group page as described in section, “Viewing an Obligation Group”.

8.    Click “Refresh”. You will notice that the End Date is updated for the parent as well as the child obligations.

[[File:8.1omapp16.png|800px|8.1omapp16.png]]

The end date change applied to the parent obligation is successfully cascaded to the child obligations.

=== Inheriting obligations after grouping ===

The grouping of obligations must be cascaded to the inherited obligations as well. Consider the following example: the obligation gets created in child agreement (SOW), and Master and Child obligation relation is associated with SOW agreement only as explained in below example:

[[File:8.1omapp17.PNG|720px|8.1omapp17.PNG]]

After Inheritance:

[[File:8.1omapp18.PNG|720px|8.1omapp18.PNG]]
</div>
== Working with Fulfillments ==

=== The Out-of-the-Box Fulfillment Entity ===

The ICI Obligation Management app comes with a seeded Contract Type i.e. “ICMOMAppFulfillment”. As described earlier, Fulfillment is an association to the Obligation entity.

=== Contract Types ===

“ICMOMAppFulfillment” – This is an Associated Document Contract Type. It comes with a seeded set of attributes, workflow, rules and notifications. Implementation teams can easily tweak the configuration as per the customer’s requirements.

For more information about Fulfillment Contract Type, refer to the “ICI Obligation Management Configuration Guide”.

=== Seeded Attributes ===

The following attribute values are copied from Obligation to the associated Fulfillment, attributes marked with a red asterisk <span style="font-size:larger;">'''<span style="color:#FF0000;">*</span>'''</span> are MANDATORY:

*Agreement Code
*Name
*Fulfillment for Obligation
*Obligation Details
*Description
*Obligation Type
*Obligation Sub Type
*Triggering Event
*Frequency Type<span style="font-size:larger;">'''<span style="color:#FF0000;">*</span>'''</span>
*Frequency
*Due Date<span style="font-size:larger;">'''<span style="color:#FF0000;">*</span>'''</span>
*Overdue Buffer Days
*Extended Due Date
*Obligation’s End Date<span style="font-size:larger;">'''<span style="color:#FF0000;">*</span>'''</span>
*Expected Measure
*Metric
*Minimum Measure
*Unit Of Measurement
*Business Status
*Location
*Multi Party

The following attributes are used to capture Fulfillments completion, besides the aforementioned attributes used from obligation:

[[File:7.16OM-Fulfillment Attributes1.PNG|720px|7.16OM-Fulfillment Attributes1.PNG]]

{|
|-
| For more information about seeded attributes, refer to the “ICI Obligation Management Configuration Guide”.
=== Rules ===

The ICI Obligation Management app is seeded with the default set of rules. The contract type “ICMOMAppFulfillment” is configured with the following Rules:

[[File:7.16OM-Fulfillment Rules.PNG|720px|7.16OM-Fulfillment Rules.PNG]] 

For more information about Rules, refer to the “ICI Obligation Management Configuration Guide”.

 

=== Default Column Search Changes ===

The seeded configuration for “Default Column Search” introduces new default columns to provide a better summary view of fulfillments on the index page. When a user searches for “Fulfillments”, the list of fulfillments displayed includes columns configured in the “Default Column Search” and, thereby, also provides a detailed insight into each fulfillment:

*Fulfillment Attributes
**Business Status
**Name
**Frequency
**Party
**Fulfillment Approver(s)
**Due Date
**Fulfillment Completed Date
**Metric
**Expected Measure
**Actual Measure
**Unit of Measurement
**Created Date
<div class="image-green-border">[[File:8.0-OM32.png|800px|8.0-OM32.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">
== Creating and Editing Fulfillments ==

You can create Fulfillments manually for Obligations that have a frequency type set to “Time-Based” or “Manual”.
<div class="image-green-border">[[File:8.0-OM33.png|720px|8.0-OM33.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border"><div class="note-box">'''Note''': An obligation can have multiple fulfillments. Users can create the following types of obligations:  <br/> * Time-based Obligation & Time-Based Fulfillment<br/> * Time-based Obligation & Manual Fulfillment<br/> * Manual Obligation & Manual Fulfillment</div>
 

=== Adding Fulfillment Evidence ===

The Fulfillment team is responsible for submitting the fulfillment evidence and sending it for approval to the Obligation owner.<br/> <br/> 1. '''Click''' the "Fulfillment" tab under the Associations tab in the left navigation pane.

2. '''Click''' the View Details eye icon in the far right of the grid in the right pane. The Fulfillment Details page opens.

3. '''Click '''on the Create Association plus icon on the “Fulfillment” line item on the left pane.
<div class="image-green-border">[[File:8.0-OM34-CreatingFulfillment.png|720px|8.0-OM34-CreatingFulfillment.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"><div class="image-green-border">The “Create Association" with Fulfillment subtitle page opens with a few fields like Frequency Type, Obligation Type inherited from Parent Obligation.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM34.1-CreatingFulfillment.png|620px|8.0-OM34.1-CreatingFulfillment.png]]</div> <div class="image-green-border"><br/> 4.'''Click '''on “Select File” against the “Fulfillment Evidence” field under the group “Fulfillment Tracking”. </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM34.2-CreatingFulfillment.png|720px|8.0-OM34.2-CreatingFulfillment.png]]</div> <div class="image-green-border"><br/> 5.    '''Select '''the desired file as evidence for fulfillment and '''click '''“Open”. The required file is now added.<br/> 6.    On filling up the remaining fields with the Mandatory ones, '''click '''“Create”. A fulfillment “Draft” will be created with the attached “Fulfillment Evidence”.</div> <div class="image-green-border"><br/> '''Alternatively''', you can also upload the Fulfillment Evidence from the Fulfillment Details page.</div> <div class="image-green-border"><br/> Once you open the desired Fulfillment, with the Fulfillment Details page open on clicking the eye icon:</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM34.4-CreatingFulfillment.png|720px|8.0-OM34.4-CreatingFulfillment.png]]</div> <div class="image-green-border"><br/> 1. At the top right of the page, '''click''' “Upload Fulfillment Evidence”, the “Upload Document” drawer opens.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM34.5-CreatingFulfillment.png|720px|8.0-OM34.5-CreatingFulfillment.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Click '''“Select File” and select the file as evidence.</div> <div class="image-green-border">3. '''Write''' an appropriate note in the “Add Note” text area, and</div> <div class="image-green-border">4. '''Click''' "Upload".</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM34.6-CreatingFulfillment.png|720px|8.0-OM34.6-CreatingFulfillment.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">The required file is now added as fulfillment evidence and can be seen under the "Versions" of the Obligation.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM34.7-CreatingFulfillment.png|720px|8.0-OM34.7-CreatingFulfillment.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">
=== Approving Fulfillments ===

The Fulfillments are approved by the Obligation owner by reviewing the submitted Fulfillment evidence. Let us look into an example: 

1. '''Click''' the “Fulfillment” tab on the Obligation “Details” page in the left navigation pane. The Fulfillments are listed in the right pane.
<div class="image-green-border">[[File:8.0-OM38.0.png|720px|8.0-OM38.0.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Click''' the "View Details" eye icon, the fulfillment “Details” page opens with “Draft” status.</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM38.png|720px|8.0-OM38.png]]<br/>  <br/> 3. '''Click''' “Send For Approval”. The fulfillment is sent to the approver.</div> <div class="image-green-border">4. Upon approval, the fulfillment moves to the “Approved” state.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM39.png|720px|8.0-OM39.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div>
=== Cancelling Fulfillments ===

Fulfillments created can be canceled at any stage, as desired. To cancel fulfillments:

1. '''Click '''the “Cancel” at the top right of the Fulfillment Details page. The “Add Note - Cancel” drawer opens.
<div class="image-green-border">[[File:8.0-OM40.png|720px|8.0-OM40.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Enter '''any desired note, and '''click '''on “Add”.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM40.1.png|720px|8.0-OM40.1.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">The fulfillment is thereby cancelled and displays the status “Cancelled” on its Details page.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM40.2.png|720px|8.0-OM40.2.png]]</div>
=== Fulfillment KPI Tracking ===
<div class="image-green-border"> </div> <div class="image-green-border">The KPI Measure needs to be entered while creating the fulfillment as one of the mandatory field  "Actual Measure" denoted by red *.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM34.3-CreatingFulfillment.png|720px|8.0-OM34.3-CreatingFulfillment.png]]</div> <div class="image-green-border"><br/> To edit the Fulfillment to its actuals:</div> <div class="image-green-border"><br/> 1. '''Click '''and open the fulfillment record created.</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Click''' “Edit”, the “Edit Associated Document" page opens.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM35-CreatingFulfillment.png|720px|8.0-OM35-CreatingFulfillment.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">3. '''Fill''' the "Actual Measure", and '''click '''“Update”.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM35.1-CreatingFulfillment.png|600px|8.0-OM35.1-CreatingFulfillment.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">The Fulfillment Details page is now updated with the “Actual Measure” achieved.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM35.2-CreatingFulfillment.png|720px|8.0-OM35.2-CreatingFulfillment.png]]</div> <div class="image-green-border"> </div>
4. '''Click''' “Send for Approval” on the right top under the three dots.

The Fulfillment will now be approved. If there are any or more fulfillment evidence required, then you can upload as explained in the "Adding Fulfillment Evidence" section.
<div class="image-green-border">
== Configuring Reports ==

There are two broad categories of reports in ICI that apply to the OM App:

*Out-of-the-box Reports (read-only Power BI)
*Custom Reports (Advanced Analytics - Self-Serve Power BI)

=== Out-of-the-box Reports ===

There are some out-of-the-box reports dedicated to Obligation Management and here are their details:

*<div class="image-green-border">The out-of-the-box OM report is available in the "Reports" navigation menu under the “Default Reports" tab.</div>
<div class="image-green-border"> </div> <div class="image-green-border">[[File:OMR 4.PNG|720px|OMR 4.PNG]]</div> <div class="image-green-border"> </div>
*Select "Obligation Management" from the "Show Reports" dropdown.
*These are the default reports that are generated out of the box:
**Obligation Management Dashboard
**Obligation Management Health
**Obligation Management Summary

 
<div class="image-green-border">[[File:8.0-OM41-Reports.png|720px|8.0-OM41-Reports.png]]</div>
 

==== Obligation Management Dashboard ====

'''Obligations Dashboard Report:''' provides information of the Fulfillments due in the next 30, 60, 90 days and Fulfillments overdue by the owner. This enables the users to take corrective actions on time and thus mitigate any risks.

Here’s what the Obligation Management Dashboard report looks like:
<div class="image-green-border">[[File:8.0-OM41.1-Reports.png|820px|8.0-OM41.1-Reports.png]]</div> <div class="image-green-border"> </div>
 

==== Obligation Management Health ====

'''OMH - Obligation Management Health Report:''' provides an overall view of the total Fulfillments across all agreements that are fulfilled.

Here’s what the Obligation Management Health report looks like:
<div class="image-green-border">[[File:8.0-OM41.3-Reports.png|800px|8.0-OM41.3-Reports.png]]</div>
 

==== Obligation Management Summary ====

The “Obligation Management Summary” is a summary set of reports. It is the default location for the “Dashboard” tile navigation as well. It can be reached via the “Dashboard” tile option or through the “Reports” tile as previously mentioned.

The following reports can be accessed under OM summary reports from the bottom report tabs:

*Compliance Dashboard
*Resource Assignment
*Upcoming Milestones
*Recent Milestones
*Fulfillment Explorer
*SLA Tracking
*Health by Contract Types
*Timeline
<div class="image-green-border">Each report tab can be filtered based on the following parameters given in the far right:</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM41.5-Reports.png|800px|8.0-OM41.5-Reports.png]]</div>
Some examples of the “Obligation Management Summary” reports are as follows:

Example 1: Compliance Dashboard: Are shown in the screenshot above.

Example 2: Upcoming Milestones
<div class="image-green-border">[[File:OM dashboard5.png|800px|OM dashboard5.png]]</div> <div class="image-green-border"> </div>
''Example 3: Fulfilment Explorer''
<div class="image-green-border">[[File:OM dashboard6.png|800px|OM dashboard6.png]]</div> <div class="image-green-border"> </div>
''Example 4: SLA Tracking''
<div class="image-green-border">[[File:OM dashboard7.png|800px|OM dashboard7.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div>
 

=== Custom Reports ===

Using Advanced Analytics datasets and filters, users can create their reports for a customized, visual representation of obligations and fulfillments.
<div class="note-box">'''Note:''' “Advanced Analytics” is a separate subscription that customers are assumed to have purchased as a prerequisite.</div>
To create custom reports using Advanced Analytics:

1. '''Click '''on the “Advanced Analytics” tile or menu on the top.<br/> 2. '''Navigate '''and click on the “Analytics Reports". 
<div class="image-green-border">[[File:8.0-OMapp 3.png|360px|8.0-OMapp 3.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">3. Click "Create" on the top right.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM42.1-Custom-Reports.png|720px|8.0-OM42.1-Custom-Reports.png]]</div>
The "Create Report" page opens.

4. '''Select '''the Power BI data set for “Obligations & Fulfillments”. The report creation page opens.
<div class="image-green-border">[[File:8.0-OM42.2-Custom-Reports.png|360px|8.0-OM42.2-Custom-Reports.png]]</div> <div class="image-green-border"> </div>
5. On the report creation page design the report and '''select '''desired parameters, filters, fields, and visualization options on this page to create a report.
<div class="image-green-border">[[File:OM dashboard10.png|800px|OM dashboard10.png]]</div>
 

Such customized reports can be generated for different entities of the OM App data model, using the entity-specific capabilities provided as part of ICI:
<div class="image-green-border">[[File:OM dashboard11.png|480px|OM dashboard11.png]]<br/>  </div>
== Creating Obligations using Bulk Actions ==

You can add existing agreements with obligations using the "Bulk Actions" navigation tile or menu on the top. 

1. '''Click '''the “Bulk Actions”.
<div class="image-green-border">[[File:8.0-OM36 Bulk-Actions.png|320px|8.0-OM36 Bulk-Actions.png]]<br/>  <br/> 2. '''Click''' "Update Existing". The "Update Bulk Action Workbook" page opens.</div> <div class="image-green-border">3. '''Select''' the "Bulk Upload Action". For example, "Add Association To Agreement".<br/> 4. '''Select''' the "Saved Search"''. ''For example, "All Agreements".<br/> 5. '''Select''' the "Contract Type Name"''. ''For example, "ICMOMBasicAgreement".<br/> 6. '''Select''' the Association. For example, "ICIOMAppObligation".<br/> 7. '''Click''' "Next".</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM36.1 Bulk-Actions.png|520px|8.0-OM36.1 Bulk-Actions.png]]</div> <div class="image-green-border"><br/>  <br/> 8. '''Select''' an attribute from the "Available Attribute" list as per your requirement.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM36.2 Bulk-Actions.png|520px|8.0-OM36.2 Bulk-Actions.png]]</div> <div class="image-green-border"> <br/> 9. '''Click''' "Generate Workbook". The workbook will get downloaded and seen in the bottom right as shown in the screenshot below.<br/> 10. '''Add '''the attribute values in the Workbook.<br/> 11. '''Save''' the Workbook.<br/> 12. '''Click''' "Add Batch" on the Bulk Action Management page.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM36.3 Bulk-Actions.png|720px|8.0-OM36.3 Bulk-Actions.png]]</div> <div class="image-green-border"><br/> 13. '''Enter''' a "Batch Name". For example, "Obligation_MSA".<br/> 14. '''Select''' the "Data file" and the "Attached Zip File"<br/> 15. '''Click''' "Add". </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM36.4 Bulk-Actions.png|720px|8.0-OM36.4 Bulk-Actions.png]]</div>
 Agreements are now created in bulk with the added Associations.

 

== Obligation Library ==

=== Overview ===

ICI Obligation Management provides multiple ways to discover and create obligations, and users can automatically attach obligations as associations to agreements and amendments based on defined event rules.

The auto-attachment functionality, derived from the core ICI, supports all configurations of associated document contract types including those which may have mandatory attributes.

OM App users can:

*Configure obligation-specific attributes in the “Standard Document Master” Contract Type.
*Define and maintain a list of Standard Document master records, which use the obligation attributes, and that will be treated as the “Obligation Library”.
*Utilize this Obligation Library by defining rules and library structures, to auto-create obligations.
*Maintain the Obligation library by updating and deleting Standard Document records as required.
*Create Saved Search to define applicable obligations, for example, creating a list of Standard Document Master records as GDPR obligations and using it to auto attach in agreements.
<div class="image-green-border">[[File:7.16OM-Obligation library.png|720px|7.16OM-Obligation library.png]]</div> <div class="image-green-border"> </div> <div class="note-box">'''Note:''' The auto-associations supports only parent child type associations for agreements and amendments.</div>
In the following sections, we will walk through the processes involved in triggering and using this feature to auto-attach obligations to agreements. An agreement with the contract type “Master Agreement” was previously created, in order to demonstrate the required processes, configurations, exhibits and steps.

=== Creating the Obligation Library ===

Once the “Standard Document Master” and the framework for the Obligation Library have been configured, we will create obligation records and define saved searches, in order to create the actual library.

=== Creating Obligation Records ===

After configuring the “Standard Document Master” for obligation, the next logical phase is to create masterdata records for obligations, or, in other words, the Obligation Library.

1. '''Click '''“Configure"> “Masterdata” on the navigation menu or tile on the top. The “Masterdata” index page opens.
<div class="image-green-border">[[File:8.0-OM37-Om-Library.png|200px|8.0-OM37-Om-Library.png]]</div> <div class="image-green-border"> </div>
2. '''Click '''"Create" on the top right. The "Create Masterdata" page opens.<br/> 3. '''Select '''“Standard Document Master” from the “Masterdata” field dropdown.
<div class="image-green-border">[[File:8.0-OM37.1-Om-Library.png|720px|8.0-OM37.1-Om-Library.png]]</div> <div class="image-green-border"> </div>
4. '''Click '''“Next”, the “Attributes” tab opens.<br/> 5. '''Enter '''an appropriate name in the “Name” field, and select “Obligation” from the “CT Name” field dropdown. All the seeded masterdata attributes (fields) for Obligation get populated.
<div class="image-green-border">[[File:8.0-OM37.2-Om-Library.png|720px|8.0-OM37.2-Om-Library.png]]</div> <div class="image-green-border"> </div> <div class="note-box">'''Note:''' All dependent attributes of obligation are displayed per masterdata configuration.</div>
5. '''Fill''' out the form, including the mandatory fields.<br/> 6. '''Click '''“Create”.

=== Validating the Obligation Records ===

On creating a planned set of such obligation records, the Obligation Library gets created. To validate and locate the number of obligation records created for the library:

1. '''Click '''on the "Advanced" on the top right beside the search bar. The Advanced Search page opens.
<div class="image-green-border">[[File:8.0-OM37.3-Om-Library.png|720px|8.0-OM37.3-Om-Library.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">2. '''Enter '''and search for “Standard Document Master” in the “Entity” field dropdown. This will display the records from the masterdata, which is the source library.</div> <div class="image-green-border">3. In the “Categories” field on the left pane, type “CT Name”, and '''Select '''“Obligation” checkbox. The total number of obligation records in masterdata will be displayed.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM37.5-Om-Library.png|720px|8.0-OM37.5-Om-Library.png]]</div>
=== Defining Saved Searches ===

Once obligation records are created, we need to predefine a list of obligations by defining saved search. 

1. For the list of obligation records (CT Name = Obligation), '''select''' “Obligation Category” = “Financial Obligations”. 
<div class="image-green-border">A filtered list of related obligation records related is displayed.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM37.6-Om-Library.png|720px|8.0-OM37.6-Om-Library.png]]</div> <div class="image-green-border"> </div>
2. '''Click '''"Save View" to save the search. A "Save View" drawer opens.
<div class="image-green-border">[[File:8.0-OM37.7-Om-Library.png|720px|8.0-OM37.7-Om-Library.png]]</div>
 

3. In the “Save View” drawer:<br/>     a. '''Enter '''a desired "View Name" like "Financial Obligations".<br/>     b. '''Activate '''the “Global Search” toggle button as “Yes”.<br/>     c. '''Fill '''any desired value in the remaining fields.<br/>     d. '''Click '''“Save”.
<div class="image-green-border">Amongst all the obligations in the library, the ones related to Financial Obligations have now been predefined.</div>
=== Auto-Instantiating Obligations ===

Now, with the Standard Document Master pre-configured, the Obligation Library predefined (with saved search), and event rules configured, it is time to apply the final trigger for obligations to automatically reflect on the Agreement.

1. '''Navigate '''to the pre-created agreement (Draft) with the “OM Basic Agreement” contract type, and '''click '''the view eye icon, the agreement with “Draft” status opens.

The number of Obligations is shown as zero at this stage for the “Draft” agreement.
<div class="image-green-border">2. '''Click '''“Send for Approval”.</div> <div class="image-green-border"> </div> <div class="image-green-border">When the agreement goes through approval, the obligation event rule gets triggered and creates target objects automatically from a predefined list of obligations. There is a processing time during which a notification is displayed: “The agreement is being transitioned to the next state”.</div>
3. '''Click '''on the “Refresh” button to refresh the agreement page and process to the auto-instantiated state showing obligations, as evident by the number displayed on the left pane.
<div class="note-box">'''Note:''' It might take a few rounds of refreshes for obligations to take effect and display. Eventually, all the auto-instantiated obligations get reflected on the agreements.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:8.0-OM-Auto-Instantiation-Attachment.PNG|720px|8.0-OM-Auto-Instantiation-Attachment.PNG]]</div> <div class="image-green-border"> </div>
=== Creating Bulk Obligations from AI discovered obligations ===

To create Obligations in bulk for AI discovered Obligations, do the following:

1.     Open the “Agreement” index page.

2.    Click the “View Details” option to open details of the Agreement of which you want to view AI discovered obligations.

3.    Open the Menu pane in expanded view and navigate to the “Discover” option under “Obligations”.
<div class="image-green-border">[[File:8.1omapp19.png|280px|8.1omapp19.png]]</div>
4.     The discovered obligations are displayed. Select the individual obligations for which you want to create Obligations in bulk and then click “Create Obligations”.
<div class="image-green-border">[[File:8.1omapp20.png|720px|8.1omapp20.png]]</div>
5.    A notification for Obligation creation process is displayed.
<div class="image-green-border">[[File:8.1omapp21.png|720px|8.1omapp21.png]]</div>
6.     You will receive an email about the obligation creation status. You can also view the status of obligations created in the “Notifications” menu.

        i.       Email Notification:
<div class="image-green-border">[[File:8.1omapp22.png|800px|8.1omapp22.png]]</div>
       ii.       Notifications Page:
<div class="image-green-border">[[File:8.1omapp23.png|800px|8.1omapp23.png]]</div>
== Glossary ==

Some key terms and concepts introduced with the ICI Obligation Management App:

[[File:7.16OM-Glossarytable.PNG|720px|7.16OM-Glossarytable.PNG]]

== Known Issues ==

[[File:7.16OM-KnownIsuuestable.PNG|720px|7.16OM-KnownIsuuestable.PNG]]

{|
|-
| <span style="font-size: 13.718px;">'''Related Topics''': [[Agreement_Management|Agreement Management]] | [[ICI_Sourcing_App|ICI Sourcing App]] | [[Obligation_AI|Obligation AI]] |</span>
|}
</div> </div> </div> </div> </div>
|}

ICI Sourcing App

2022-06-09T10:03:41Z

IDT-1:

= ICI Sourcing Business Application =

== Overview ==

The ICI Sourcing App, based on the solid foundation of Icertis Contract Intelligence (ICI) platform (a world leader in Contract Lifecycle Management), is designed to make it easier for sourcing professionals to negotiate better deals and deliver on business imperatives of velocity, efficiency and risk mitigation.

The ICI Sourcing App is unique in the way it models the Sourcing process to be contract-centric. Since, the most important artefact of any commercial arrangement is an executed contract, ICI Sourcing puts contracts at the center of all Sourcing events. This paradigm is called Contract-Centric Sourcing.

The platform’s modern, scalable and integration-friendly cloud architecture can model even the most complex sourcing scenarios. Its multilingual, multi-currency capabilities make it well-suited for global supply chains.

The app enables secure communication with suppliers and partners that is more efficient than traditional communication methods such as email. Its easy-to-use interface makes it possible for everyone in the enterprise from the legal department to the supply analytics team, to be able to access the platform capabilities.

Using this app, third parties are granted customized access to the ICI platform so that they can submit RFx responses, contract redlines, review their contracts, upload compliance documentation, get alerts, and update obligation assignments with ease.
<div class="image-green-border">[[File:7.9 Sourcing Overview 1.png|720px|7.9 Sourcing Overview 1.png]]</div> <div class="image-green-border"> </div>
== The Challenge ==

In complex business environments, partner, supplier and customer relationships are critical. Emails are no longer reliable for collaboration and raise the risk of delays or miscommunication. Emails also do not allow for information and data to flow from sourcing events and supplier performance systems for insights during negotiations, nor resolve the complexity of multiple languages.

Hence, enterprises with increasingly complex value chain need a better way of communicating and managing these commercial relationships. Procurement organizations need better ways to collaborate with suppliers while balancing risk mitigation with accelerating speed of business.

Some of the key challenges that Sourcing professionals face include:

*Lack of data on past vendor performance
*Sourcing event management tied to contract renewal and expiry timelines
*Contracts language negotiations left for the end of the process
*Non-optimized contracts leading to poor performance
*Siloed contracts in different formats, geographies and repositories leading to inconsistent terms of engagement with same suppliers
*Inability to search and report on legacy and ongoing contracts
*Extremely limited view into the inherent risks and obligations due to the lack of central management

== The Solution ==

The ICI Sourcing App provides an integrated environment that integrates existing contract portfolio, performance of suppliers in various parts of businesses, obligations related performance of suppliers with RFx management and helps them execute their category strategy much better. The flexible architecture and configurable design of the platform allows buyers to configure and run a variety of sourcing events with different business rules to suit their negotiation approach for specific sourcing projects. The application is also equipped with a secure collaboration feature that allows for broadcast or private mode collaboration with RFx participants so that transparency of the entire Sourcing event process is always auditable.

The most distinguishing feature of the ICI Sourcing Application is its approach of contract-centric sourcing. This approach allows buyers to define pre-requisite and mandatory contract conditions that the prospective suppliers must comply with. The level of compliance and agreement to desired contract terms can be made the third pillar of evaluation beyond the traditional two pillars of commercial and technical evaluation. This contract-centric sourcing approach promises to cut down negotiation cycles tremendously.

== The Capabilities ==

The ICI Sourcing app helps customers address specific business requirements and get even more of their investment in the ICI platform. It offers these powerful capabilities for sourcing contracts:

*Complete RFx management by automating the Request-to-Award process, using pre-approved templates
*Co-negotiation of contract language with technical and commercial evaluation
*Excel aided bid evaluation and selection, and the ability to score them on quantitative and qualitative criteria
*Multi-round RFx negotiations allowing users to sequentially or parallelly negotiate prices and shortlist best suppliers, and initiate the awarding process based on specific rounds
*Full lifecycle compliance tracking giving full visibility into supplier risk to ensure compliance across source-to-contract process with built-in dashboards providing directional insights into the RFx cycle time, supplier risk or contractual obligations

== The Benefits ==

The key benefits of using the ICI Sourcing App include:

*Streamlining the entire source-to-contract process with a contract-centric sourcing event design
*De-risking awards by integration vendor performance
*Storing important documents that can be referenced later for various purposes such as shortening or speeding up negotiation cycles
*Making the sourcing process faster and more efficient
*Ensuring a streamlined process when collaborating with external suppliers and internal customers or partners

== The Sourcing Process ==

The main purpose of the Sourcing process is to acquire the desired product at the best possible price from the most reliable source. The other objectives are improving the overall bidding and awarding process and minimizing the risk.

Here is a quick walkthrough of the Sourcing process offered by Icertis Sourcing application:

1. The organization/buyer performs demand management by understanding and analyzing the requirement for the product, its quantity and the budget for the same. In a more mature organization, this takes the form of category management.

2. The buyer creates an RFx instance for the product by specifying details related to the product. The product to be procured is called as a line item to the RFx. The buyer can add one or more line items to one RFx instance.

3. The buyer then invites the suppliers to submit their bids and creates a round for the same.

4. The suppliers evaluate the RFx invitation and submit appropriate bid responses during the rounds created by the buyer.

5. The buyer collects all the bid responses received from one or multiple rounds and evaluates those responses. The Icertis Sourcing app facilitates an easy way to conduct bid analysis by downloading the bid responses on an excel sheet.

6. The buyer can then initiate the awarding process and award the contract to the selected supplier(s).

7. The Icertis Sourcing application also provides the ability to sign NDAs, and other agreements with the suppliers at any stage of the sourcing process as per the business requirement.
<div class="image-green-border">[[File:7.9 Sourcing Process 1.PNG|720px|7.9 Sourcing Process 1.PNG]]</div> <div class="image-green-border"> </div>
== Glossary ==

*'''Sourcing event:''' Refers to any solicitation process whether informational, commercial or technical.
*'''RFx:''' An acronym for X where X may stand for Information, Proposal or Quotation.
*'''Round:''' A single cycle of seeking proposals or bids from suppliers and evaluating them may be referred to as a Round. There can be multiple Rounds in the complete RFx lifecycle.
*'''Bid:''' The response submitted by a supplier for an RFx created by the buyer is referred to as a bid. Typically, bid is part of a round and may be revised and resubmitted by the supplier till the round is open.
*'''Bid Analysis: '''The process of comparing and analyzing the bid responses received from one or more suppliers along with the evaluation criteria created by the buyer.
*'''Awarding: '''When all the Rounds are closed, and bids are analyzed, the buyer creates the awarding instance that will be awarded to the suppliers that match the evaluation criteria.
*'''Split Awarding: '''It is the process of awarding the RFx to multiple suppliers with specifically decided quantity or percentage.

 

 

'''Related Topics''':'' ''''[[Agreement_Management|Agreement Management]] | [[Working_with_RFx|Working with RFx]] | [[Working_with_RFI|Working with RFI]] | [[ICI_Obligation_Management|Obligation Management]] |'''''<b>[[ICI_Risk_Management|Risk Management]]''| ''</b>

Icertis Business Apps

2022-06-09T10:02:45Z

IDT-1:

= ICI Business Applications =

ICI Business Applications, built on the Icertis Contract Intelligence (ICI) platform, help customers address specific business requirements and get even more out of their investment in the ICI platform.

== ICI Sourcing Application ==

The ICI Sourcing application places contracts at the center of the sourcing process to ensure compliance, minimize risk, and create long term strategic agility. Get full visibility into supplier’s risk profile and ensure compliance throughout the procurement process. Leverage AI/ML based contract terms and clause recommendations to better negotiate RFx events and surface opportunities for savings. Perform side-by-side analysis of bids or proposals, and score them with both qualitative and quantitative criteria. Get a complete view of your relationship with suppliers including current and past contracts, historical performance and complete risk profile for a unified view for sourcing events.

== ICI Obligation Management Application ==

The ICI Obligation Management application enables companies to better manage their commitments and to realize the full value of their entitlements. This helps optimize business performance, and protects organizations from reputational, commercial and financial risks. Built on the ICI platform and infused with artificial intelligence, the new app transforms how organizations identify, create, manage and fulfill obligations that were previously hidden in complex contract language. The app includes automatic obligation discovery, powerful rule-based obligation ownership, workflow tools to ensure seamless obligation fulfillment, and sophisticated analytics – all designed to protect your business and maximize the ROI of your relationships.

<span style="color:#008000;">'''Extend Contract Type definition to be able to describe the Application Type'''</span>

ICI offers the ability to determine the Application Type (''Contracting'', ''Sourcing'', ''Proposal'', ''Obligation Management'', and ''Supplier Lifecycle Management'') when creating a Contract Type. The access privileges for Business Applications such as Sourcing, are driven through Security Groups.

== ICI Risk Management Application ==

The Icertis Risk Management application to make it easier for professionals to carry out their tasks related to risk management such as assessment, due diligence, remediation, monitoring and reassessment. Risk Management is the process of identifying the potential risk, assessing the magnitude of risk based on the business objectives and devising strategies to mitigate them and tracking the performance until they are completely mitigated.

The platform’s modern, scalable and integration friendly cloud architecture can model even the most complex risk management scenarios. It enables secure communication with different parties involved in the process of risk management that is more effective than the traditional ways of communication such as email. Its user-friendly interface makes it possible for anyone in the enterprise, from the risk management personnel to the supply analytics team, to be able to use the platform with ease.

== ICI Proposal Management Application ==

The Icertis Proposal Management application has devised an opportunity to introduce out-of-the-box entities, drive the lifecycle and entire business process that begins with the inputs from an RFx, qualifies them, plans and reverts with a proposal, and finally facilitates the completion of the proposal. In addition, Icertis gives the flexibility to configure the Proposal Management App as per the customer requirement, making it a truly enterprise App.

 

== ICI Supplier Relationship Management Application  ==

Icertis is expanding its market coverage by adding a major enhancement to its Supplier Relationship Management (SRM) Suite - the Supplier Onboarding & Diversity Compliance App. This enhances the SRM suite and increases value to the procurement functions in the enterprise set up.

Built on top of the ICI Supplier Relationship Management Suite, this app enables businesses to  handle both standard supplier management challenges and those unique to their business <br/> cases, processes, and policies.

Icertis gives the flexibility to configure the App as per the customer requirement, making it a truly enterprise App.

== ICI Matter Management Application  ==

Icertis Introduces Matter Management App, designed to address needs of corporate legal function. It powers legal operations teams to create secured, standardized process for matter intakes, matter management there by improving the productivity of the legal operations workforce.

It infers contractrelated insights for all matter transactions and helps to make necessary amendments to the contract while institutionalizing enterprise-wide matter management.

It empowers organizations to streamline matter workflow via seamless collaboration and insightful analytics.   

 

 

'''Related Topics:''' [[ICI_Sourcing_App|ICI Sourcing App]] | [[ICI_Obligation_Management|ICI Obligation Management App]] | [[ICI_Risk_Management|ICI Risk Management App]] | [[ICI_Proposal_Management|ICI Proposal Management App]] | [[ICI_Supplier_Relationship_Management|ICI Supplier Relationship Management App ]]|  [[ICI_Rebates_and_Promotions_App|ICI Rebates and Promotions App]] | [[ICI_Matter_Management_Application|ICI Matter Management Application]]

Icertis Business Apps

2022-06-09T10:01:06Z

IDT-1:

= ICI Business Applications =

ICI Business Applications, built on the Icertis Contract Intelligence (ICI) platform, help customers address specific business requirements and get even more out of their investment in the ICI platform.

== ICI Sourcing Application ==

The ICI Sourcing application places contracts at the center of the sourcing process to ensure compliance, minimize risk, and create long term strategic agility. Get full visibility into supplier’s risk profile and ensure compliance throughout the procurement process. Leverage AI/ML based contract terms and clause recommendations to better negotiate RFx events and surface opportunities for savings. Perform side-by-side analysis of bids or proposals, and score them with both qualitative and quantitative criteria. Get a complete view of your relationship with suppliers including current and past contracts, historical performance and complete risk profile for a unified view for sourcing events.

== ICI Obligation Management Application ==

The ICI Obligation Management application enables companies to better manage their commitments and to realize the full value of their entitlements. This helps optimize business performance, and protects organizations from reputational, commercial and financial risks. Built on the ICI platform and infused with artificial intelligence, the new app transforms how organizations identify, create, manage and fulfill obligations that were previously hidden in complex contract language. The app includes automatic obligation discovery, powerful rule-based obligation ownership, workflow tools to ensure seamless obligation fulfillment, and sophisticated analytics – all designed to protect your business and maximize the ROI of your relationships.

<span style="color:#008000;">'''Extend Contract Type definition to be able to describe the Application Type'''</span>

ICI offers the ability to determine the Application Type (''Contracting'', ''Sourcing'', ''Proposal'', ''Obligation Management'', and ''Supplier Lifecycle Management'') when creating a Contract Type. The access privileges for Business Applications such as Sourcing, are driven through Security Groups.

== ICI Risk Management Application ==

The Icertis Risk Management application to make it easier for professionals to carry out their tasks related to risk management such as assessment, due diligence, remediation, monitoring and reassessment. Risk Management is the process of identifying the potential risk, assessing the magnitude of risk based on the business objectives and devising strategies to mitigate them and tracking the performance until they are completely mitigated.

The platform’s modern, scalable and integration friendly cloud architecture can model even the most complex risk management scenarios. It enables secure communication with different parties involved in the process of risk management that is more effective than the traditional ways of communication such as email. Its user-friendly interface makes it possible for anyone in the enterprise, from the risk management personnel to the supply analytics team, to be able to use the platform with ease.

== ICI Proposal Management Application ==

The Icertis Proposal Management application has devised an opportunity to introduce out-of-the-box entities, drive the lifecycle and entire business process that begins with the inputs from an RFx, qualifies them, plans and reverts with a proposal, and finally facilitates the completion of the proposal. In addition, Icertis gives the flexibility to configure the Proposal Management App as per the customer requirement, making it a truly enterprise App.

 

== ICI Supplier Relationship Management Application  ==

Icertis is expanding its market coverage by adding a major enhancement to its Supplier Relationship Management (SRM) Suite - the Supplier Onboarding & Diversity Compliance App. This enhances the SRM suite and increases value to the procurement functions in the enterprise set up.

Built on top of the ICI Supplier Relationship Management Suite, this app enables businesses to  handle both standard supplier management challenges and those unique to their business <br/> cases, processes, and policies.

Icertis gives the flexibility to configure the App as per the customer requirement, making it a truly enterprise App.

== ICI Matter Management Application  ==

Icertis Introduces Matter Management App, designed to address needs of corporate legal function. It powers legal operations teams to create secured, standardized process for matter intakes, matter management there by improving the productivity of the legal operations workforce.

It infers contractrelated insights for all matter transactions and helps to make necessary amendments to the contract while institutionalizing enterprise-wide matter management.

It empowers organizations to streamline matter workflow via seamless collaboration and insightful analytics.   

 

 

'''Related Topics:''' [[ICI_Sourcing_App|ICI Sourcing App]] | [[ICI_Obligation_Management|ICI Obligation Management App]] | [[ICI_Risk_Management|ICI Risk Management App]] | [[ICI_Proposal_Management|ICI Proposal Management App]] | [[ICI_Supplier_Onboarding_and_Diversity_Compliance|ICI Supplier Onboarding and Diversity Compliance]]|  [[ICI_Rebates_and_Promotions_App|ICI Rebates and Promotions App]] | [[ICI_Matter_Management_Application|ICI Matter Management Application]]

File:RN 8.1 5.png

2022-06-09T09:37:09Z

IDT-1:

File:RN 8.1 10.PNG

2022-06-09T09:36:15Z

IDT-1:

File:RN 8.1 9.PNG

2022-06-09T09:35:46Z

IDT-1:

File:RN 8.1 8.PNG

2022-06-09T09:35:38Z

IDT-1:

File:RN 8.1 7.PNG

2022-06-09T09:35:31Z

IDT-1:

File:RN 8.1 6.png

2022-06-09T09:35:24Z

IDT-1:

File:RN 8.1 2.png

2022-06-09T09:34:44Z

IDT-1:

File:RN 8.1 4.png

2022-06-09T09:34:42Z

IDT-1: