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== Search Sync ==
 
== Search Sync ==
  
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The Search Sync tool gets data from Elastic Search (ES) 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.
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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.
 
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.
 
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.
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<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>  
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<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.
 
You can search the documents that an Agreement is linked to.
  
 
To use the Search Sync Tool:
 
To use the Search Sync Tool:
  
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1. '''Click'''&nbsp;Home > User Administration >&nbsp;''Admin Task''.&nbsp;The ''Admin Task'' page opens.
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1. '''Click'''&nbsp;Admin tile on the Home page and then '''click''' "Admin Task".
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<div class="image-green-border">[[File:Search Sync 1.png|720px|Search Sync 1]]</div>  
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<div class="image-green-border">[[File:Admin Task Menu Access.png|450px]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">The&nbsp;Admin Task&nbsp;page opens.</div>  
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2. '''Click'''&nbsp;the&nbsp;''Search Sync ''task from the left pane.
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2. '''Click'''&nbsp;"Search Sync"''&nbsp;''menu&nbsp;from the left pane.
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<div class="image-green-border">[[File:Search Sync 2.png|720px|Search Sync 2]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border"><div class="image-green-border">4.&nbsp;'''Select'''&nbsp;the&nbsp;''Entity Type&nbsp;''from the drop-down to sync data to the Elastic Search. For example, Agreement.</div> </div>
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<div class="image-green-border">[[File:Admin Task Landing Page.png|500px]]</div> <div class="image-green-border"><div class="image-green-border">
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5.&nbsp;'''Select'''&nbsp;the&nbsp;''Contract Type&nbsp;''from the drop-down''.''
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3.&nbsp;'''Select'''&nbsp;the&nbsp;“Entity Type”&nbsp;from the drop-down to sync data to the Icertis Search. For example, Agreement.
  
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5. '''Toggle '''''Skip Agreement Document Indexing ''to ''Yes/No'' as required.
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4.&nbsp;'''Select'''&nbsp;the&nbsp;“Contract Type”&nbsp;from the drop-down''.''
  
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6. To get the ''Sys Ids,''&nbsp;'''click'''&nbsp;the&nbsp;''Upload CSV&nbsp;button'' to upload the .CSV Agreement or&nbsp;enter&nbsp;the Sys Id using comma separated value in the box.
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To get the&nbsp;“Sys Ids”'',''&nbsp;you can either use the&nbsp;“Upload CSV”&nbsp;feature to upload the .CSV Agreement or&nbsp;enter&nbsp;the Sys Id using comma separated values in the box.
  
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7. '''Click''' the&nbsp;''Upload CSV''&nbsp;button to upload the CSV document. The&nbsp;''Upload Document''&nbsp;window opens.
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[[File:Entity Type1.png|720px|Entity Type.png]]
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<div class="image-green-border">[[File:Search Sync 3.png|720px|Search Sync3]]</div> <div class="image-green-border">
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</div> </div>  
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8.&nbsp;'''Click''' ''SelectFile'' to upload a CSV file and add a note if required.
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5. '''Click'''&nbsp;the&nbsp;“Upload CSV”&nbsp;button to upload the CSV document. The&nbsp;“Upload Document”&nbsp;window opens.
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</div> <div class="image-green-border">[[File:Search Sync 4.png|720px|Search Sync 4]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">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.</div> <div class="image-green-border">
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If the uploaded file format is incorrect, an alert message is displayed. The supported file formats will be also be displayed.
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[[File:Search Sync 6.png|720px|Search Sync 6]]
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6. '''Click'''&nbsp;the “Select File”&nbsp;button to upload a CSV file and add a note, if required.
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</div>  
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<div class="image-green-border">[[File:UploadSysID File1.png|720px|Upload Sys ID File.png]]</div> <div class="image-green-border">&nbsp;</div>  
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10. '''Click'''&nbsp;''Sync''. The&nbsp;''Sync Request Accepted''&nbsp;message is displayed.&nbsp;
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7.&nbsp;'''Click'''&nbsp;the "Upload" button. The file is uploaded to the "File Path"&nbsp;displayed''.''
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<div class="image-green-border">[[File:Search Sync 7.png|720px|Search Sync7]]</div>  
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11. '''Click'''&nbsp;''Ok''. Users can now get data from ES for a given instance’s&nbsp;SysId&nbsp;and can check if it has the latest value or if a sync is needed.
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''&nbsp; &nbsp;'' If the uploaded file format is incorrect, an alert message is displayed. The supported file formats will be also be displayed.
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<div class="image-green-border">[[File:Search Sync File Error1.png|720px|Search Sync File Error1.png]]</div>  
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8. '''Click'''&nbsp;the "Sync" button. The "Sync Request Accepted"&nbsp;message is displayed.&nbsp;
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<div class="image-green-border">[[File:Search Sync Accepted.png|720px|Search Sync Accepted.png]]</div>
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9. Users can now get data from ES for a given instance’s&nbsp;SysId&nbsp;and can check if it has the latest value or if sync is needed.
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10. '''Select'''&nbsp;"Get ES Value".
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11. Enter the SysId and '''click'''&nbsp;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.
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<div class="image-green-border">[[File:8.0-Search-Sync-GET-ES.PNG|720px|8.0-Search-Sync-GET-ES.PNG]]</div>
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&nbsp;
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<div class="note-box">'''Note''': Data can be fetched from only one instance at a time.</div>
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== Legacy Upload ==
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Organizations may have a large number of existing Agreements that are created outside of ICI platform. These are henceforth referred to as Legacy Agreements.&nbsp;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.
  
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12. '''Select''' ''Get ES Value''.
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The highlights of this feature are&nbsp;:&nbsp;
  
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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.
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*Uploading Agreements, Teams, Notes and Commitments in bulk.  
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*Uploading Associations, Masterdata, User Information and Amendments in bulk.  
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*Scheduled batch processing for improved performance.
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*Enhanced validations, including the ability to exclude the specified attributes from being validated.&nbsp;
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*Ability to view logs and reporting of success and failure statuses for validations and uploads.  
  
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'''Note''': Data can be fetched from only one instance at a time.
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You can use the utility to upload the following entities:&nbsp;
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<div class="image-green-border">[[File:Search Sync 8.png|720px|Search Sync 8]]</div>
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=== Elastic Search Sync ===
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Users can now get data from Elastic 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”.
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*Agreements&nbsp;
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*Amendments
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*Associated Documents (with or without workflow)
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*Masterdata (with or without workflow)
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*Team, Notes, and Commitment
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*User details
  
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'''Note''': Data can be fetched from only one instance at a time.
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Refer to the&nbsp;&nbsp;[[Legacy_Upload|Legacy Upload]]&nbsp;page or link for more details.
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<div class="image-green-border">[[File:Search Sync ES.png|720px|Search Sync ES.png]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">&nbsp;</div>
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== Translations Editor ==
 
== Translations Editor ==
 
<div class="image-green-border">
 
<div class="image-green-border">
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The ICM platform is available in different languages and different languages label text are available&nbsp;for&nbsp;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.
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The ICI platform is available in different languages and different languages label text are available&nbsp;for&nbsp;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.
  
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Hence, a self-service ''Translations Editor'' tool has been introduced that contains all strings that are localized.
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Hence, a self-service "Translations Editor" tool has been introduced that contains all strings that are localized.
  
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Users can now download all keys and their localization values as an Excel file, modify multiple values, and upload the modified changes to ICM. Once the values are updated in ICM, 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.
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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:
 
Using this tool, users can now:
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*Update multiple language strings by selecting and saving the Resource Key value.  
 
*Update multiple language strings by selecting and saving the Resource Key value.  
 
*Download and upload the localization key values using Microsoft Excel.  
 
*Download and upload the localization key values using Microsoft Excel.  
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*View the modified values in the ICM instance immediately.  
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*View the modified values in the ICI instance immediately.  
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</div> <div class="image-green-border">
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</div>  
 
To use the Translations Editor Tool:
 
To use the Translations Editor Tool:
  
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1. '''Click'''&nbsp;the&nbsp;''User Administration'' tile on the ''Home'' page.
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1. C'''lick'''&nbsp;Admin tile on the Home page and then '''click''' "Admin Task".&nbsp;The "Admin Task" page opens.
  
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2. '''Select '''''Admin Task''&nbsp;from the drop-down. The ''Admin Task'' page opens.
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2.&nbsp;'''Select'''&nbsp;the "Translation Editor"task from the left pane''.''
  
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[[File:User Administration.PNG|720px|User Administration]]
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Users can update translations in the following ways:
  
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3.&nbsp;'''Select'''&nbsp;the&nbsp;''Translation Editor ''task from the left pane.
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*For selective editing, select a language and a resource key to update the translations.
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*For bulk editing and updation of multiple languages and resource keys, use the Download / Upload option to download an MS Excel sheet.  
  
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[[File:Translation Editor 1.png|720px|Translation Editor 1]]
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===== Selective Editing to Update Translations =====
  
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Users can update translations in the following ways:
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For editing Resource Key values selectively:
  
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1. For selective editing, select a language and a resource key to update the translations.
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1. From the "Select Language" drop-down, select a language in which you want to edit the labels.&nbsp;For example, français (French).
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<div class="image-green-border">[[File:Select Language1.png|720px|Select Language.png]]</div>
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The Resource Key and respective values of the selected language are displayed.
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<div class="image-green-border">[[File:Resource Key List1.png|720px|Resource Key List.png]]</div>
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2. '''Ente'''r a "ResourceKey"&nbsp;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.
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<div class="note-box">'''Note:''' ResourceKey is a unique key by which the application gets its label text for different languages.</div>
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3.&nbsp;'''Click '''the "Edit this Resource Key&nbsp;for the Multiple Languages"''&nbsp;''icon [[File:Edit Resource Key Icon.png|20px|Edit Resource Key Icon.png]]&nbsp;in the "Actions" column on the right.
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<div class="image-green-border">
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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".
  
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2. For bulk editing and updation of multiple languages and resource keys, use the Download / Upload option to download an MS Excel sheet.
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[[File:Edit Resource Key1.png|600px|Edit Resource Key.png]]
  
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&nbsp;
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4.&nbsp;'''Click'''&nbsp;the "Update" button.
  
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===== Selective Editing to Update Translations =====
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5. After the "Resources Updated Successfully" message is displayed.
  
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For editing Resource Key values selectively:
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You can select the respective languages (French or Spanish) to verify that the resources have been successfully updated.
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</div>
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===== Bulk Editing in Multiple Languages =====
  
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1. From the ''Select Language'' drop-down, select a language in which you want to edit the labels.&nbsp; For example, français (French).
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&nbsp;For editing Resource Key values of multiple languages in bulk:
  
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[[File:Translation Editor 2.png|720px|Translation Editor 2]]
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1.&nbsp;'''Click'''&nbsp;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.
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<div class="image-green-border">[[File:Translations Bulk Upload1.png|720px|Translations Bulk Upload1.png]]</div>
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2.&nbsp;'''Open''' the downloaded Microsoft Excel file.
  
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The Resource Key and respective values of the selected language are displayed.
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3. '''Click'''&nbsp;"Enable Editing". All ICI supported language Resource keys and their respective values are displayed.
  
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[[File:Translation Editor 3.png|720px|Translation Editor 3]]
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4.&nbsp;'''Edit''' the ResouceKey of multiple languages as required.
  
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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.
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5. '''Save''' the Excel file.
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<div class="note-box">'''Note:''' ResourceKey is a unique key by which the application gets its label text for different languages.</div>
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[[File:Translation Editor 4.png|720px|Translation Editor 4]]
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</div> <div class="image-green-border">
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3.&nbsp;'''Click '''the ''Edit this Resource Key for Multiple Languages&nbsp;'''''icon '''in the ''Actions'' column.
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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&nbsp;''Defecto''.
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6.&nbsp;'''Click'''&nbsp;the "Upload File" button. The "Upload Translations" window opens.
  
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[[File:Translation Editor 5.png|720px|Translation Editor 5]]
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7. '''Click "'''SelectFile". The "Open"''window opens.''
  
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4.&nbsp;'''Click''' ''Update''. The ResourceKey value for ''default ''is updated to ''défaut ''for French and to ''Defecto'' in Spanish.
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8. '''Select''' the updated Excel file.
  
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5. The ''Resources Updated Successfully'' message is displayed. '''Click''' ''Ok''.
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9.&nbsp;'''Click'''&nbsp;"Open". A warning window opens indicating that this is a heavy operation and can potentially affect overall application performance.
  
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&nbsp;
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10.&nbsp;'''Click'''&nbsp;"Ok". The "Upload Summary" displays the number ''of "''Records Uploaded", "Records Processed", and "Records Updated Successfully"''values.''
  
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You can select the respective languages (French or Spanish) to verify that the resources have been successfully updated.
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11.&nbsp;'''Click'''&nbsp;"Close". The label translations have been achieved for multiple languages in bulk.
  
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&nbsp;
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== Data Management ==
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</div>
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===== Bulk Editing in Multiple Languages =====
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&nbsp;For editing Resource Key values of multiple languages in bulk:
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Moving one step ahead in the self-service, ICI now allows performing data management activities for entities in all workflow stages.
  
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1.'''Click''' ''Download File''. A Microsoft Excel file (named BulkActionWorkBookStringResource) that contains all the Resource keys and values for all supported languages in ICM is downloaded.
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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.
  
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2.'''Open''' the downloaded Microsoft Excel file.
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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.
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<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>
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By default, the Data Management utility is enabled and can be controlled through the technical configuration.
  
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3. '''Click''' ''Enable Editing''. All ICM supported language Resource keys and their respective values are displayed.
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Administrators can perform the following actions from the Data Management page:
  
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4.'''Edit''' the ResouceKey of multiple languages as required.
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*Replace User
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*Delete Entity
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*Update Entity
  
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5. '''Save''' the Excel file.
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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.
  
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6.'''Click''' ''Upload File''. The ''Upload Translations'' window opens.
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Please refer [[Notifications_Dashboard|"Notifications Dashboard"]] page for notification details.
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<div class="note-box">'''Note:'''&nbsp;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>
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=== Replacing a user with multiple users ===
  
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7. '''Click''' ''SelectFile''. The ''Open ''window opens.
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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. 
  
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8. '''Select''' the updated Excel file.
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Administrators can now:&nbsp;
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*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. &nbsp;
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*Validate the replaced user role against the assigned role.&nbsp;
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*Get a notification on adding or completing a task.
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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.
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<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>
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To replace user:
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1. '''Navigate''' to the "Data Management" page.
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2.&nbsp;'''Select '''"Replace User" in the "Action"&nbsp;field. The fields to enter details such as user to be replaced, user to be assigned, replacement criteria, and entity are displayed.
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3. '''Click '''Add User icon corresponding to the "Replace User"&nbsp;field. The "Search User" drawer&nbsp;opens.
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<div class="image-green-border">[[File:Replace User 3.png|720px]]<br/> '''&nbsp;'''<br/> 4''. '''''Search&nbsp;'''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.&nbsp;'''Click '''"Add". The user will be entered in the "Replace User" field.</div>
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6. '''Search '''and '''Add '''the "Assign To" user with whom you want to replace the user.
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<div class="image-green-border">[[File:Assign Replace User.png|720px|Assign Replace User.png]]<br/> &nbsp;<br/> 7. '''Select '''"Replace Based On"&nbsp;criteria from options:</div>
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*Saved Search
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*Contract Type
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*All Instances For Selected Entities&nbsp;
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'''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.
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For example, user John Watson&nbsp;is added to the Teams of agreements from India&nbsp;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.&nbsp;A saved search "JonhWatson_India_Agreements" can be created for John Watson's’s India&nbsp;region agreements and assigned to a user Johne Doel.&nbsp; A saved search "JonhWatson_US_Agreements" for his US region agreements can be created and assigned to another user, for example, Prajakta.
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<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>
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7.1&nbsp;'''Select&nbsp;'''"Saved Search". The "Entity" and "Saved Search" fields are displayed.
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&nbsp; &nbsp; &nbsp;&nbsp;'''Select '''the Entity for which you want to replace the user in its instances "Team". For example, "Agreement Team".
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&nbsp; &nbsp; &nbsp;&nbsp;'''Select '''the "Saved Search". For example, "John_Watson_India_Agreements". Users need to create a saved search on the entity for which they want&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; to&nbsp;replace a user in its instances team.
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&nbsp; &nbsp; &nbsp;&nbsp;'''Click '''"Submit".&nbsp;The success&nbsp;message flashes&nbsp;displaying a "Replace User action is submitted successfully".'''&nbsp;'''
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'''Contract Type'''<br/> This option replaces a user added in "Rules" actions configured on the selected "Contract Type" by the "Assign To" user.
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7.2&nbsp;'''Select '''"Contract Type". The "Entity" and "Contract Type" fields are displayed.
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&nbsp; &nbsp; &nbsp;&nbsp;'''Select '''the "Entity" as "Rules".
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&nbsp; &nbsp; &nbsp;&nbsp;'''Select '''"Contract Types". For example, "Standard Document Master".
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&nbsp; &nbsp; &nbsp;&nbsp;'''Click '''"Submit".&nbsp;The success&nbsp;message flashes&nbsp;displaying a "Replace User action is submitted successfully".
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<div class="image-green-border">[[File:Replace User Contract Type.png|720px]]</div>
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'''All Instances For Selected Entities'''
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This option replaces a user in the Team of all instances of the selected entity by the "Assign To" user.
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7.3 '''Select '''"All Instances For Selected Entities". The Entity field is displayed.
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&nbsp; &nbsp; &nbsp;&nbsp;'''Select ''''Entity". For example, "Agreement Team".&nbsp;
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&nbsp; &nbsp; &nbsp;&nbsp;'''Click '''"Submit". The success message flashes&nbsp;displaying a "Replace User action is submitted successfully".
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<div class="image-green-border">[[File:All Instances For Selected Entities.png|720px|All Instances For Selected Entities.png]]</div>
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The task is submitted and will be scheduled and processed according to the&nbsp;"Time zone" set in "User Preferences".&nbsp;The audit details are captured and displayed in the Agreement History tab.
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Users can access the notifications in the "Data Management" category from the "Notifications Dashboard"&nbsp;from the bell icon on the top right.&nbsp;The notification contains a link to view the summary of the Replace User task.&nbsp;
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<div class="image-green-border">[[File:Data Management Notifications Dashboard1.png|600px|Data Management Notifications Dashboard1.png]]</div>
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=== Deleting an Entity ===
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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.
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<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>
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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.
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To delete an entity instance:
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1. '''Navigate '''to&nbsp;the "Data Management" option as mentioned in the above section.
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2. '''Select&nbsp;'''the "Delete Entity"&nbsp;in the "Action"&nbsp;field. The fields to select an entity and its instance to be deleted, are displayed.
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<div class="image-green-border">3.&nbsp;'''Select&nbsp;'''the "Entity" which you want to delete. For example, "Agreement".</div>
 +
4. '''Click&nbsp;'''the&nbsp;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:&nbsp;'''When you delete an entity instance, its linked associations will also be marked as deleted as per the standard behavior.</div>
 +
 
 +
=== Updating&nbsp;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"&nbsp;page as mentioned in the above section.&nbsp;
 +
 
 +
2. '''Select&nbsp;'''the "Update Entity" option&nbsp;in&nbsp;the "Action"&nbsp;field. The fields to select an entity, its instance, and attribute are displayed.
 +
 
 +
3. '''Select "'''Entity". For example, "Masterdata".
 +
 
 +
4. '''Click '''the&nbsp;Search icon corresponding to the "Entity Instance" field to select an instance of the entity that you want to update. The Lookup Search&nbsp;"Select MasterData" drawer for the selected entity opens.
  
−
9.'''Click''' ''Open''. A warning window opens indicating that this is a heavy operation and can potentially affect overall application performance.
+
5. '''Select&nbsp;'''an instance.&nbsp;All supported attributes from the selected entity are displayed in the Attribute dropdown field.
  
−
10.'''Click''' ''Ok''. The ''Upload Summary'' displays the number ''of Records Uploaded, Records Processed, ''and''Records Updated Successfully ''values.
+
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.
  
−
11.'''Click''' ''Close''. The label translations have been achieved for multiple languages in bulk </div>
+
9. '''Click '''"Yes" to proceed.&nbsp;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>&nbsp;</div> <div id="_com_1">'''Related Topics:&nbsp;'''''[[Agreement_Management|Agreement Management]] |&nbsp;[[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>

Latest revision as of 10:22, 9 June 2022

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.

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 Admin tile on the Home page and then click "Admin Task".

Admin Task Menu Access.png
 
The Admin Task page opens.

2. Click "Search Sync" menu from the left pane.

Admin Task Landing Page.png

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.

Entity Type.png

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.

Upload Sys ID File.png
 

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.

Search Sync File Error1.png

8. Click the "Sync" button. The "Sync Request Accepted" message is displayed. 

Search Sync Accepted.png

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.

8.0-Search-Sync-GET-ES.PNG

 

Note: Data can be fetched from only one instance at a time.

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.
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 page or link for more details.

Translations Editor

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 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).

Select Language.png

The Resource Key and respective values of the selected language are displayed.

Resource Key List.png

2. Enter 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.

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 the Multiple Languages" icon Edit Resource Key Icon.png in the "Actions" column on the right.

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".

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.

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.

Translations Bulk Upload1.png

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.

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.

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" page for notification details.

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

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.

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.

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.

Replace User 3.png
 
4. Search and select a user you want to replace.
Select User to Replace.png

5. Click "Add". The user will be entered in the "Replace User" field.

6. Search and Add the "Assign To" user with whom you want to replace the user.

Assign Replace User.png
 
7. 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 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.

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.

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
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".

Replace User Contract Type.png

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".

All Instances For Selected Entities.png

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. 

Data Management Notifications Dashboard1.png

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.

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:

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.

3. Select the "Entity" which you want to delete. For example, "Agreement".

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.

8.0-Data-fix-tools-Deleting.PNG

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.

Note: When you delete an entity instance, its linked associations will also be marked as deleted as per the standard behavior.

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.

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:

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.

7. Edit the attribute value as per the requirements. For example, enter a value for Name.
Select Attribute.png

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.

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 |Legacy Upload | Notifications Dashboard
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