Overview of ICM Bot[edit]




= Overview of ICM Bot =

ICM Bot&nbsp;is a multichannel communication software application that allows users to interact with ICM in natural language. You can perform certain actions using ICM Bot&nbsp; without logging on to ICM. Currently, the&nbsp;Email channel and Microsoft Teams are available, however other channels such as Skype will be made available in the future.

ICM Bot&nbsp; identifies the purpose of your task from the emails you send to it. The sentences you compose in the email are analyzed to separate the data and identify your intent.<br/> You can draft your emails to ICM Bot&nbsp;as follows:

*Subject lines are not mandatory. However, for future reference, providing a subject line each time a conversation is initiated, makes it easier to consolidate all the communication with Bot&nbsp;under a single subject.&nbsp; 
*Body of the email must contain queries in simple English (see examples below). 
*Every email must conclude with /icmbot on the last line, before your signature. 

Use ICM BOT by sending emails through any email client to perform a task. ICM Bot&nbsp; understands simple, plain English. For example, if you want to search for specific agreements within ICM, you can instruct ICM Bot&nbsp; in the email client to perform the search for you. You don’t have to log on to ICM to perform the search manually. The Bot&nbsp; performs a search and responds to your email with a list of agreements that match your defined criteria.

Icertis Support or Professional Services (PS) teams will configure and communicate the email address which you need for using the ICM Bot. If you need any help using the Bot, send an email to the configured email address with ''/help'' in the body of your email. You can get the email ID from your PS team.

ICM Bot&nbsp; saves you time by automating simple and repetitive tasks, allowing you to focus on other complex tasks in ICM.

== Prerequisites for using ICM Bot ==

*Users must be provisioned to use the ICM Bot&nbsp;services&nbsp;(users must be provisioned in ICM) 
*Only users provisioned in ICM can be configured for ICM Bot&nbsp; (Users must be configured to use ICM Bot&nbsp;) 

== Configuring ICM Bot&nbsp;for ICM Users ==

An ICM user with administrative privileges can configure the users for ICM Bot&nbsp; services. To configure:

1. '''Click'''&nbsp;the&nbsp;''Configuration''&nbsp;tile on&nbsp;My Dashboard. This opens the&nbsp;''Configuration''&nbsp;page.

2.&nbsp;'''Click'''&nbsp;the&nbsp;''Masterdata''&nbsp;tile on the&nbsp;''Configuration''&nbsp;page. This displays all the types of Masterdata.

3.&nbsp;'''Click''' [[File:]]the&nbsp;&nbsp;icon next to&nbsp;''BotUserInclusionList''. This opens the&nbsp;''Masterdata Details''&nbsp;page.

4.&nbsp;'''Click'''&nbsp;''Edit&nbsp;''to add the email address of a user that needs to be configured into ICM.

5. '''Enter''' the user’s email address in the&nbsp;''UserAccessList''&nbsp;field.&nbsp;
<div class="note-box">'''Note''': You can enter multiple email addresses separated by commas.</div> 
6. '''Click'''&nbsp;''Update''. The specified users are now configured to use the ICM Bot&nbsp;services.

== Tasks Performed by ICM Bot ==

You&nbsp;can instruct ICM Bot&nbsp; to perform the following tasks:

*Retrieve your pending tasks 
*Approve or Reject a task 
*Search Agreements 
*Download agreement documents 
*Create Agreements 
*Upload Documents for an Agreement 

== Searching Agreements using ICM Bot ==

You can search Agreements for your search criteria. Searching agreements using ICM Bot&nbsp;is similar to looking for Agreements on the ICM Search page.

To search for Agreements, send an email to the ICM Bot&nbsp; with the following query:

{| border="1" cellpadding="1" cellspacing="1"
|-
! 
'''Action:'''

! 
'''Such as:'''

! 
'''Sample of email to send:'''

! 
'''ICM Bot's response:'''

|-
| 
Search for Agreements

| 
Do we have any '''X''' Agreement on record?&nbsp;where:
<blockquote>
'''X''' is the search word. It can be a customer name, an Agreement name, and so on.
</blockquote> 
X and the Agreement are the search criteria for searching agreements in ICM.

| 
Do we have any ACME Agreement on record?<br/> /icmbot

Search for ACME agreement<br/> /icmbot

| Bot responds with a list of agreements matching ACME
|}

== Creating Agreements using ICM Bot ==

You can use the ICMBot&nbsp;to create an agreement for Contract Types that are not complex. You can create agreements from Contract Types:

*that are configured in ICM Bot&nbsp; 
*with default templates (not where the template selection is required) 

You must complete the entire process of creating an Agreement in a single email thread. For example, you cannot retrieve the pending tasks by replying to the email that you sent for creating the agreement.

Creating an agreement is a multi-step process, in which ICM Bot&nbsp;guides you through each step. Creating an Agreement using ICM Bot&nbsp;includes the following steps:

#Initiating the Agreement 
#Selecting the Contract Type 
#Filling in the Attribute Details 

=== Initiating the Agreement ===

Create an Agreement by sending an email to ICM Bot. You can create an Agreement using ICM Bot&nbsp;and publish it through ICM.

Start creating the Agreement using this query:

{| border="1" cellpadding="1" cellspacing="1"
|-
! 
'''Action'''

! 
'''Such as'''

! 
'''Sample of email to send'''

! 
'''ICM Bot's response'''

|-
| 
Initiate Agreement

| 
Create an agreement

| 
I want to create an agreement<br/> /icmbot

| ICM Bot responds to specify the Contract Type
|}

=== Selecting the Contract Type ===

After you initiate the Agreement (step 1), ICM Bot&nbsp;responds by sending the available Contract Types. The list only contains those Contract Types that are configured in ICM Bot&nbsp;and not the list of Contract Types that are configured in the ICM application. Select a Contract Type by sending an email with one of the following queries:

{| border="1" cellpadding="1" cellspacing="1"
|-
! Action
! 
'''Such as'''

! 
'''Sample of email to send'''

! 
'''ICM Bot's response'''

|-
| 
Create an agreement by using Own type of paper

| 
I want to use '''X''' with type of paper "'''Y'''".<br/> /icmbot

'''where:'''
<blockquote>
'''X''' is the serial number of the agreement
</blockquote> <blockquote>
'''Y '''is the type of paper.
</blockquote> 
| 
I want to use 1 with type of paper "Own". /icmbot

| ICM Bot responds with a list of attributes
|-
| Create an agreement with Third Party type of paper
| 
I want to use '''X''' with type of paper '''Y'''.<br/> /icmbot

'''where:'''
<blockquote>
'''X''' is the serial number of the agreement.

'''Y '''is the type of paper.
</blockquote> 
| I want to you use 1 with type of paper "Third Party".<br/> /icmbot
| ICM Bot responds with a list of attributes
|}

=== Filling in the Attribute Details ===

After you select the Contract Type, ICM Bot sends a list of attributes to you. This list contains mandatory and optional attributes and a hint, wherever possible. Reply by filling in the values of the attributes in the table.

{| border="1" cellpadding="1" cellspacing="1"
|-
! <br/> Sr. No.
! 
'''Name'''

! 
'''Is Mandatory'''

! 
'''Value'''

|-
| 
1.

| Explain why this NDA is necessary at this time
| True
| New agreement
|-
| 2.
| Requester Name
| True
| John Doe
|}

== Retrieving&nbsp;your Pending Tasks using ICM Bot ==

You can retrieve a specific or all your pending tasks by sending the following query in the body of your email:

{| border="1" cellpadding="1" cellspacing="1"
|-
| 
'''Action:'''

| 
'''Such as:'''

| 
'''Sample of email to send:'''

| 
'''ICM Bot's response:'''

|-
| 
Retrieve pending tasks

| 
Any pending tasks

| 
Any pending tasks for me?<br/> /icmbot

Anything pending for me?<br/> /icmbot

| ICM Bot responds with a list of your pending tasks
|-
| 
&nbsp;

| 
Tasks pending for approval

| 
Any tasks pending for approval?<br/> /icmbot

Anything for me to approve?<br/> /icmbot

| ICM Bot responds with a list of your pending approval tasks
|-
| &nbsp;
| Tasks pending for review
| 
Any tasks pending for review?<br/> /icmbot

Anything for me to review?<br/> /icmbot

| ICM Bot responds with a list of your pending review tasks
|}

== Approving and Rejecting Tasks using ICM Bot ==

To approve or reject tasks, you must first request a list of your pending tasks. This step depends on the query you send to retrieve pending tasks (as shown above). Reply to the same email in which you received your pending tasks. It is important to use the same email thread, or ICM Bot&nbsp;may run into issues.

Reply to the ICM Bot’s email with the list of your pending tasks, as follows:

{| border="1" cellpadding="1" cellspacing="1"
|-
! 
'''Action:'''

! 
'''Such as:'''

! 
'''Sample of email to send:'''

! 
'''ICM Bot's response:'''

|-
| 
Approve tasks

| 
Please approve '''X '''with a note "'''Add Notes'''",&nbsp;where:
<blockquote>
'''X''' is the serial number of the record. Replace '''X''' with the serial number of the record (from ICM Bot’s email) you wish to approve.
</blockquote> 
Add your note in the '''Add Notes'''section

| 
Approve 1 with a note “approved, subject to additional details”<br/> /icmbot

| ICM Bot responds that the task is Approved
|-
| Reject tasks
| 
Please reject '''X''' with a note "'''Add Notes'''",&nbsp;where:
<blockquote>
'''X''' is the serial number of the record. Replace '''X''' with the serial number of the record that you want to reject.
</blockquote> 
Add your note in the '''Add Notes''' section.

| 
Please reject 3 with a note "rejected, important details missing."<br/> /icmbot

| ICM Bot responds that the task is rejected
|}

== Downloading Agreement Documents using ICM Bot ==

You can download the documents of any agreement through ICM Bot. The document are sent by the ICM Bot as an attachment.

'''Note''': You will only get the Associated Document if the download function is available,&nbsp;depending on your privileges and the state the Agreement is in.

#Send an email to get the Agreement for which you need the Associated Documents. You can do so by: 

*Retrieving your pending tasks, or 
*Searching for the Agreement 
<ol start="2">
<li>To respond to the email that you receive from ICM Bot for your pending task, send any one of the following queries:</li>
</ol>

{| border="1" cellpadding="1" cellspacing="1"
|-
! 
'''Action:'''

! 
'''Such as:'''

! 
'''Sample of email to send:'''

! 
'''ICM Bot's response:'''

|-
| 
Download Agreement Documents

| 
Please send me '''X'''

Can you send me X?

'''where:'''
<blockquote>
'''X''' is the serial number of the agreement in the pending tasks and search agreement email.
</blockquote> 
| 
Please send me 1<br/> /icmbot

Can you send me 1?&nbsp; &nbsp; &nbsp; &nbsp; /icmbot

| ICM Bot downloads the requested agreement document and sends them as attachment.
|}

&nbsp;

== Uploading Documents using ICM Bot ==

You can upload documents to an existing agreement directly from ICM Bot. To upload documents:

#Send email for either one of the following: 

*Request for a list of pending tasks 
*Search Agreements 
<ol start="2">
<li>Attach the document to the email</li>
<li>Reply to the response of the above queries</li>
</ol>

{| border="1" cellpadding="1" cellspacing="1"
|-
! 
'''Action:'''

! 
'''Such as:'''

! 
'''Sample of email to send:'''

! 
'''ICM Bot's response:'''

|-
| 
Upload document

| 
Upload an attached document to'''X'''<br/> &nbsp;<br/> '''where:'''
<blockquote>
'''X'''&nbsp;is the serial number of record you received in an earlier email.
</blockquote> 
| 
Upload the attached document to 1<br/> /icmbot

| ICM Bot replies that the document is successfully uploaded
|}

== Error Scenarios in ICM Bot ==

In case of errors or validation issues, ICM Bot tries to send relative responses. Only in cases where ICM Bot is not able to figure out the reason for the error, such as Internal Server Error from ICM, does it send a generic error response.

=== Invalid Message ===

*'''Scenario''': You forgot to include /icmbot at the end of your previous email or you misspelt the command. 
*'''Error''': ICM Bot sends a message indicating that it did not find /icmbot on a new line in an email. 

=== Invalid sequence of query ===

*'''Scenario''': All queries must follow a certain sequence, such as a query of pending tasks before trying to approve an agreement. Alternatively, changing the sequence during an ongoing conversation, also results in this error. For example,&nbsp;while creating an Agreement, you should first send a query to create an agreement, then select Contract Type and fill in the attributes. You cannot send a query to approve an agreement in between. 
*'''Error''': ICM BOT requests you to send a query in a new email thread and start a new conversation. You should follow the proper sequence to complete your query. 

=== User Permissions ===

*'''Scenario''': You are not provisioned or configured for ICM Bot services. 
*'''Error''': ICM Bot sends a response indicating that either you do not have permission or are not configured to access the Bot services. 

&nbsp;

= Integration with Collaboration Tool MS Teams using ICM Bot =

By integrating the ICM platform with MS Teams, users can collaborate for contract authoring, negotiations, etc. This not only provides a better, seamless user experience, but also helps to discuss ideas, and in turn significantly improve the cycle time.

Through this integration, we support:

*Invoking ICM Bot in the Teams app 
*Querying My Pending Tasks using the ICM Bot to be able to collaborate with others and take decisions on pending tasks and expedite the contracting process 
*Searching for Agreements using ICM Bot so that the user can find the relevant, share their status and make informed decisions 
*Using ICM Bot to get answers to frequently asked questions 

&nbsp;

=== Installing the ICM Bot App ===

The ICM Bot app can be installed from the Additional apps on the App store. Once inside the app, you can type your questions. ICM Bot retrieves the logged in user’s information and displays responses based on the authorization in the Security Groups. If the user invoking ICM Bot does not have a valid ICM account, then you will get a message indicating that your ICM profile could not be found and you need to contact the ICM Administrator.

'''Note:''' To get the ICM Bot app in App store, the ICM Bot needs to set up in your environment by the ICM Administrator.
<div class="image-green-border">[[File:7.9 ICM Bot 1.png|720px|7.9 ICM Bot 1]]</div> <div class="image-green-border">&nbsp;</div> 
=== Using ICM Bot to find Agreements ===

The Bot is integrated with ICM using ICM APIs. The Bot accepts the NLP (Natural Language Processing) queries from the user through MS Teams&nbsp;and displays the results based on the search criteria.&nbsp;

In the 7.9&nbsp;release, performing a text based search for Agreements is supported. For example, ''A query to the bot ’''find msa with microsoft’ will list all the agreements where words ‘msa’ and ‘microsoft’ are present.
<div class="image-green-border">[[File:7.9 ICM Bot 3.png|720px|7.9 ICM Bot 3]]</div> <div class="image-green-border">&nbsp;</div> 
=== Using ICM Bot to query for My Pending Tasks&nbsp; ===

Based on the query, ICM Bot renders the top 5 results in the chat window along with a link to the ICM search results page. The top 5 results display the URL to the respective Agreement. These results are the same as those that will be available through the Advanced Search page in ICM. Clicking the hyperlink next to the Agreement name will navigate you to the Agreement to take necessary action.
<div class="image-green-border">[[File:7.9 ICM Bot 4.png|720px|7.9 ICM Bot 4]]</div> <div class="image-green-border">&nbsp;</div> 
=== Using ICM Bot for general FAQ ===

The ICM Bot provides answers based on the predefined Knowledge Base. In case the knowledge base does not have the query defines, ICM Bot displays a message indicating that there are no current responses to the query.
<div class="image-green-border">[[File:7.9 ICM Bot 5.png|720px|7.9 ICM Bot 5]]</div> 
&nbsp;

&nbsp;

&nbsp;

'''Related Topics:'''&nbsp;[[Agreement_Management|Agreement_Management]]