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Contents
Admin Task[edit]
Deleting an Agreement[edit]
An Admin has the authority to delete an Agreement. An Agreement may be deleted if it is no longer being used or it is terminated.
To delete an Agreement:
1. Click the Admin Task tile.
2. Click the Delete Agreement button on the page.
3. You can search the Agreement to be deleted by providing any one of the fields listed below. The system automatically populates the data for the other field. Both the fields are mandatory to delete the Agreement from ICI.
- Agreement URL: Enter the URL of the Agreement that you want to delete.
- Sys Id: Enter the unique system ID for that Agreement.
4. Click Execute. The Agreement will be deleted.
Search Sync[edit]
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. This tool can be accessed by the Administrator from the Admin Task on User Administration 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.
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.
You can search the documents that an Agreement is linked to.
To use the Search Sync Tool:
1. Click Home > User Administration > Admin Task. The Admin Task page opens.
2. Click the Search Sync task from the left pane.
4. Select the Entity Type from the drop-down to sync data to the Icertis Search. For example, Agreement.
5. Select the Contract Type from the drop-down.
5. Toggle Skip Agreement Document Indexing to Yes/No as required.
6. To get the Sys Ids, click the Upload CSV button to upload the .CSV Agreement or enter the Sys Id using comma separated value in the box.
7. Click the Upload CSV button to upload the CSV document. The Upload Document window opens.
8. Click SelectFile to upload a CSV file and add a note if required.
9.Click Upload File. 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.
If the uploaded file format is incorrect, an alert message is displayed. The supported file formats will be also be displayed.
10. Click Sync. The Sync Request Accepted message is displayed.
11. Click Ok. Users can now get data from ES for a given instance’s SysId and can check if it has the latest value or if a sync is needed.
12. Select Get ES Value.
13. Enter the SysId and click Go. If the key exists, the latest value from ES will be displayed. If the key does not exist, the error message Please enter valid SysId is displayed.
Note: Data can be fetched from only one instance at a time.
Icertis Search Sync[edit]
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”.
Note: Data can be fetched from only one instance at a time.
Legacy Upload[edit]
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.
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
Click the Legacy Upload link in for more details.
Translations Editor[edit]
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.
To use the Translations Editor Tool:
1. Click the User Administration tile on the Home page.
2. Select Admin Task from the drop-down. The Admin Task page opens.
3. Select the Translation Editor task from the left pane.
Users can update translations in the following ways:
1. For selective editing, select a language and a resource key to update the translations.
2. 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[edit]
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).
The Resource Key and respective values of the selected language are displayed.
2. Enter a ResourceKey value in theSearch field to edit. For example, default. All ResourceKey(s) with the Par défaut (default) values from the French language are displayed.
Note: ResourceKey is a unique key by which the application gets its label text for different languages.
3. Click the Edit this Resource Key for Multiple Languages icon in the Actions column.
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.
4. Click Update. The ResourceKey value for default is updated to défaut for French and to Defecto in Spanish.
5. The Resources Updated Successfully message is displayed. Click Ok.
You can select the respective languages (French or Spanish) to verify that the resources have been successfully updated.
Bulk Editing in Multiple Languages[edit]
For editing Resource Key values of multiple languages in bulk:
1. Click Download File. A Microsoft Excel file (named BulkActionWorkBookStringResource) that contains all the Resource keys and values for all supported languages in ICI is downloaded.
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 Upload File. 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, andRecords Updated Successfully values.
11. Click Close. The label translations have been achieved for multiple languages in bulk.
Data Management[edit]
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.
Note: The type of attributes such as Expressions, Conditional, Multi-select Lookup, Script and System will remain non editable and cannot be updated through data management tool.
By default, the Data Management utility is enabled and can be controlled through the technical configuration.
Administrators can perform below mentioned actions from Data Management page:
- Replace User
- Delete Entity
- Update Entity
The 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.
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.
Replacing a user with multiple users[edit]
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 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.
To replace user:
1. Click User Administration > Admin Task on the Home page. The Admin Task page opens.
2. Click Data Management. The Data Management page opens.
3. Select Replace User in Actions field. The fields to enter details such as user to be replaced, user to be assigned, replacement criteria and entity are displayed.
4. Click Add user icon corresponding to the Replace User field. The Search User window opens.
5. Search and select a user you want to replace. For example, John Doe.
6. Click Add. The user will be entered in the Replace User field.
7. Click Add user icon corresponding to the Assign To field. The Search User window opens again.
8. Search and select a user to assign. For example, John Wick.
9. Click Add. The user will be entered in the Assign To field.
10. Select Replace Based On criteria from options:
- Saved Search
- Contract Type
- All Instances For Selected Entities
Saved Search
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 Doe is added to the Teams of agreements from UK 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 UK region and other for agreements in US region. A saved search JonhDoe_UK_Agreements can be created for John Doe’s UK region agreements and assigned to a user John Wick. A saved search JonhDoe_US_Agreements for his US region agreements can be created and assigned to another user, for example, Prajakta.
Select Saved Search. The Entity and Saved Search fields are displayed.
10.1.1 Select the Entity for which you want replace the user in its instances Team. For example, Agreement Team.
10.1.2 Select the Saved Search. For example, JonhDoe_UK_Agreements. Users need to create a saved search on the entity for which they want to replace a user in its instances team.
Contract Type
This option replaces a user added in Rules actions configured on the selected Contract Type by Assign To user.
Select Contract Type. The Entity and Contract Type fields are displayed.
10.2.1 Select the Entity as Rules.
10.2.2 Select Contract Types. For example, Statement of Work and ICM Master Services Agreement.
All Instances For Selected Entities
This option replaces a user in the Team of all instances of the selected entity by Assign To user.
Select All Instances For Selected Entities. The Entity field is displayed.
10.3.1 Select Entity. For example, Agreement Team.
11. Click Submit. The Information window opens displaying a Replace User action is submitted successfully message.
12. Click Ok. The task is submitted and will be scheduled and processed according the Time zone set in User Preference.
The Replace User John Doe will get replaced in all the agreement instances where he is added in the Team, by the Assign To user John Wick.
The audit details are captured and displayed in the History tab.
User can access the notifications in the Data Management category from the Notifications Dashboard on the Home page.
The notification contains a link to view the summary of the Replace User task.
Deleting an Entity[edit]
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.
Note: Deleting data this way, through data management tools, will not trigger any rules, events or integrations configured on concerned entities.
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:
- Click User Administration > Admin Task on the Home page. The Admin Task page opens.
- Select the Data Management option. The Data Management page opens.
- Select the Delete Entity in Action field. The fields to select an entity and its instance to be deleted, are displayed.
- Select the Entity which you want to delete. For example, Agreement.
- Click the Search icon corresponding to the Entity Instance field to select an instance of that entity to be deleted. The Lookup Search window for selected entity opens.
- Choose an instance and click Select. For example, ICIAutomationPrimeContract_522.
- Click Submit. The confirmation window opens.
- Click Yes to proceed. The selected entity instance will no longer be accessible.
Note: When you delete an entity instance, its linked associations will also be marked as deleted as per the standard behavior.
Updating an Entity[edit]
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.
Note: Updating data through data management tools will not trigger any rules, events, workflows or integrations configured on concerned entities.
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:
- Click User Administration > Admin Task on the Home page. The Admin Task page opens.
- Click the Data Management option. The Data Management page opens.
- Select the Update Entity option in the Action field. The fields to select entity, its instance and attribute are displayed.
- Select Entity. For example, Masterdata.
- 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 window for the selected entity opens.
- Choose an instance and click Select. For example, ICIAutomationStateMaster_20.
All supported attributes from the selected entity are displayed in the Attribute dropdown field.
- Select the Attribute whose value you want to modify. For example, State Assembly Email. The attribute’s value from the selected instance is displayed for a user to edit.
- Edit the attribute value as per the requirements. For example, enter a value for State Assembly Email as jane@svpnpa.gov.in.
- Click Submit. The confirmation window opens.
- Click Yes to proceed.
The attribute of the entity instance will be updated with the new value.
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.
Related Topics: Agreement Management | Managing Organization | Managing Users | Managing User Groups | Managing Security Groups | Application Settings | Notification Settings | Currencies | Reasons | Deleting an Agreement |Legacy Upload |
