Revision as of 19:23, 10 December 2021

Admin Task

Deleting an Agreement

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

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.

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.

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.

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

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

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

Bulk Editing in Multiple Languages

 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

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 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.

By default, the Data Management utility is enabled and can be controlled through the technical configuration.

Administrators can perform the below-mentioned actions from the 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 the 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.

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.

To replace user:

1. Click Admin > Admin Task on the top. The Admin Task page opens.

 
2. Click "Data Management". The "Data Management" page opens.

 
3. 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.</div>

 
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 Watson.

 
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, Johne Deol.

 
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 Watson 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 the UK region and the other for agreements in the US region. A saved search "JonhDoe_UK_Agreements" can be created for John Watson's’s UK region agreements and assigned to a user Johne Doel.  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

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. Click User Administration > Admin Task on the Home page. The Admin Task page opens.

2. Select the Data Management option. The Data Management page opens.

3. Select the Delete Entity in Action field. The fields to select an entity and its instance to be deleted, are displayed.

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

5. 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.
6. Choose an instance and click Select. For example, ICIAutomationPrimeContract_522.

7. Click Submit. The confirmation window opens.

8. 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

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. Click User Administration > Admin Task on the Home page. The Admin Task page opens.

2. Click the Data Management option. The Data Management page opens.

3. Select the Update Entity option in the Action field. The fields to select entity, its instance and attribute are displayed.

4. Select Entity. For example, Masterdata.

5. 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.
6. Choose an instance and click Select. For example, ICIAutomationStateMaster_20.

All supported attributes from the selected entity are displayed in the Attribute dropdown field.

7. 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.

8. Edit the attribute value as per the requirements. For example, enter a value for State Assembly Email as jane@svpnpa.gov.in.
9. Click Submit. The confirmation window opens.

10. 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 | Notifications Dashboard