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| | = Legacy Upload = | | = Legacy Upload = |
| | | | |
| − | Organizations may have a large number of existing Agreements that are created outside of ICI platform. These are henceforth referred to as Legacy Agreements. Organizations may want to import these Agreements to ICI to leverage its vast capabilities and manage all Agreements within a single platform.<br/> The Legacy Upload feature enables ICI Administrator to easily upload in bulk the legacy agreements that were created outside of ICI. This feature enhances productivity by allowing you to upload a large volume of existing Agreements and other entities using Excel. | + | 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 highlights of this feature are :
| + | ICI legacy Migration tool helps in migrating these large volumes of legacy Contracts from the Customer system to ICI Application with accuracy and efficiency which helps in creating a central repository. This in turn helps in a shift from Paper base to digitalization. |
| | | | |
| − | *Uploading Agreements, Teams, Notes and Commitments in bulk. | + | The highlights of the ICI Legacy Migration Tool are: |
| | + | |
| | + | *Uploading entities such as Agreements and their respective Teams, Notes, and Commitments in bulk. |
| | *Uploading Associations, Masterdata, User Information and Amendments in bulk. | | *Uploading Associations, Masterdata, User Information and Amendments in bulk. |
| − | *Scheduled batch processing for improved performance. | + | *Bulk Clause and Template creation, with the power of Attribute/metadata tagging. |
| − | *Enhanced validations, including the ability to exclude the specified attributes from being validated. | + | *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. | + | *Ability to view logs and report of success and failure statuses on legacy UI. |
| | + | *Record level email notification trigger capability as per customer requirement. |
| | + | *Reporting capabilities on the uploaded legacy records. |
| | + | *Email Notifications for batch initiation and completion. |
| | + | *Support of Peer Association & Linkage types, ensuring no manual work post legacy upload. |
| | + | *Enabling legacy upload of Agreements with Status as Expired, Terminated. |
| | + | *Support uploading of files from Sub folder from Task server and blob storage repository. |
| | | | |
| − | 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
| + | |
| | | | |
| | == Important Considerations == | | == Important Considerations == |
| | | | |
| − | *Only an Administrator can perform Legacy Upload of the entities. | + | *Only an Administrator can perform a Legacy Upload of the entities. |
| | *The absolute path where the Agreements and other entities documents are saved must be accessible by the task service of the ICI instance. This must be ensured while configuring the ICI instance. | | *The absolute path where the Agreements and other entities documents are saved must be accessible by the task service of the ICI instance. This must be ensured while configuring the ICI instance. |
| − | *The mapping and data files created in Excel can only have an .xlsx extension. | + | *The Data files created in Excel can only have .xlsx extension. |
| − | *For Agreements, only PDF files are supported. For Associations, several file formats such as Pdf, docx, doc, xls, jpeg, png, zip are supported. | + | *For Agreements, only .pdf files are supported. For Associations, several file formats such as .pdf, .docx, .doc, .xlsx, .jpeg, .png and .zip are supported. |
| − | *Contract Types for the Agreements and other entities that you are trying to upload must be present in Published state in ICI. | + | *Contract types for the Agreements and other entities that you are trying to upload must be present in Published state in ICI. |
| − | *To upload any Associations, ensure that the relevant Contract Type has been added in the Associations tab in the parent Contract Type. | + | *To upload any Associations, ensure that the relevant contract type has been added in the Associations tab in the parent contract type. |
| − | *An attribute which will always have unique value must be present in ICI so that the relevant value can be used as a Primary Key to map other entities with that Agreement. If such an attribute does not already exist, you must create it. The unique value attribute can be a backend attribute which may not be visible on the UI. Also, Agreement Code attribute which contains a system-generated value only after an Agreement has been created, cannot be used as a Primary Key for the Contract Type. | + | *An attribute which will always have unique value must be present in ICI so that the relevant value can be used as a Primary Key to map other entities with that Agreement. If such an attribute does not already exist, you must create it. The unique value attribute can be a backend attribute which may not be visible on the UI. However, Agreement Code attribute, though unique, contains a system-generated value that is generated only after an Agreement has been created thus, cannot be used as a Primary Key for the contract type. |
| | *When adding batches for uploading, it is advisable not to schedule too many batches at close intervals and configure schedules to line-up batches to be uploaded at different times to optimize the processing speed. | | *When adding batches for uploading, it is advisable not to schedule too many batches at close intervals and configure schedules to line-up batches to be uploaded at different times to optimize the processing speed. |
| − | *Since this is a provisioning tool, any sort of updates to uploaded records are not supported. | + | *Since this is only a provisioning tool, as such any sort of updates to uploaded records are not supported. |
| − | | + | |
| − | == Viewing Legacy Upload Dashboard ==
| + | |
| − | | + | |
| − | You can view the status of the batch by clicking the ''Refresh ''button in the top right hand corner to refresh the status of the batch. If you encounter any error while processing the batch, it is highlighted in red color and displayed under the ''Failed Count'' column. Hovering over the Failed Co… on the ''Legacy Upload'' page, is displayed as ''Failed Count''. After the batch is uploaded, '''click '''the ''Batch Name ''to view the history of the processes performed on a particular batch.
| + | |
| − | <div class="image-green-border">[[File:Legacy Upload-Dashboard-7.8.png|720px|RTENOTITLE]]</div>
| + | |
| − | == Uploading Agreements ==
| + | |
| − | | + | |
| − | This section demonstrates with an example how to upload plain Agreements for a particular Contract Type.
| + | |
| − | | + | |
| − | === Searching or Creating a Contract Type for the Agreements with Workflow ===
| + | |
| − | | + | |
| − | Identify an existing Contract Type in ICI for which to upload the Agreements. If that Contract Type does not exist, you need to create it using ''Create Contract Type'' on ''Configuration'' page in ICI. If the ''Enable Approval Workflow'' flag is set to ''Yes'', it means that the workflow is enabled for that Contract Type.
| + | |
| − | | + | |
| − | 1.Create a Contract Type named as ''Legacy Contract'' with the attributes as can be seen under the ''Selected Attribute'' tab in the screenshot. The ICI name for this Contract Type is ''ICILegacyContract''.Create a ''Legacy Ref Id'' attribute which will be used as a Primary Key in the metadata file for this Contract Type.
| + | |
| − | <div class="image-green-border">[[File:CreateContractType LegacyUpload C7SP6.png|560px|LegacyUpload_CreateContractType.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:LegacyUpload Create Attribute.png|720px|LegacyUpload Create Attribute.png]]</div>
| + | |
| − | 2. Copy the Agreement PDF at the location accessible by the task server.
| + | |
| − | | + | |
| − | === Creating a Metadata File for Agreements ===
| + | |
| − | | + | |
| − | Important things to note for the metadata file:
| + | |
| − | | + | |
| − | *The metadata file must contain the display names of the attributes spelled exactly as they are present in ICI. The display names are case-sensitive.
| + | |
| − | *It is not necessary to include all the ICI attributes in the metadata file. However, the following attributes and their values must be provided in the data file- ''Name, File Path, Business Status, ''and ''Type of Paper. ''Some of these may be backend attributes that are not visible on the UI.
| + | |
| − | | + | |
| − | '''To create a metadata file for ICILegacyContract Contract Type:'''
| + | |
| − | | + | |
| − | 1. Create an Excel file with .''xlsx'' extension and save it with the appropriate name, for example ''ICILegacy_Contract_single .''
| + | |
| − | | + | |
| − | 2. Edit the same file to create columns that are essentially the ICI attributes for ICILegacyContract Contract Type, and enter their values for the legacy Agreement that you want to upload. To ensure that you use the attributes correctly, switch to ICI and navigate to Configurations and then to Contract Types, and '''Click''' ''View Record'' to view the details of ICILegacyContract. Then go to Attributes tab to see all the Selected Attributes for that CT.
| + | |
| − | | + | |
| − | 3. In the metadata file the first row is a header row wherein you need to provide the exact Display Names of all or the desired attributes from ICI in consecutive columns.
| + | |
| − | | + | |
| − | The following screenshots are of the same metadata file ICILegacy_Contract_single, broken down into 2 images to capture all the columns:
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload Metadata 1.png|720px|LegacyUpload Metadata 1.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:SP6 LegacyUpload Metadata 2.png|720px|LegacyUpload Metadata 2.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">The following section describes the column names (ICI attributes) and their values provided in the data file:</div>
| + | |
| − | *'''Name''': String data type, provide name of the Agreement. For example, Acme Corp Legacy Contract.
| + | |
| − | *'''File Path''': FileSelection data type, provide exact file name of the document that you copied to the accessible location after creating the Contract Type, append the file name with .PDF. For example, test.pdf.
| + | |
| − | *'''Legacy Ref Id''': String data type, user-defined value, must be unique, used as a Primary Key that you created while creating the Contract Type ''ICILegacyContract.''
| + | |
| − | *'''Contract Value''': Currency data type, value of the contract in USD for this example, accepts value up to 2 decimals as configured for the data type. For example, 1000.
| + | |
| − | *'''Effective Date''':Date data type in MM/DD/YY, format depends upon how it is configured for the ICI instance, invalid format will not be accepted while uploading the metadata file. For example, 3/9/2018.
| + | |
| − | *'''Signature Type''': Choice data type, another choice for this example is Electronic Signature. For example, Manual Signature.
| + | |
| − | *'''External Signatory''': Email data type, enter valid email ID with FQDN only. For example,clmadmin@gmail.com.
| + | |
| − | *'''Item List''': MultiSelectChoice data type, provide list of multiple values separated by ‘|’ without any spaces. For example, Item1|Item2|Item3.
| + | |
| − | *'''LegacyDate''':Date data type in MM/DD/YY, format depends upon how it is configured for the ICI instance, invalid format will not be accepted while uploading the metadata file. For example, 5/9/2018.
| + | |
| − | *'''Primary Owner Email''' : Email data type, enter valid email ID with FQDN only. For example, acmeadmin@acmecorp.com.
| + | |
| − | *'''CompanyUrl''': URL data type, enter a valid URL exactly in the same format as shown. For example, <a target="_blank"href="[http://acmecorp.com/ http://acmecorp.com/]">[http://acmecorp.com http://acmecorp.com]</a>.
| + | |
| − | *'''Country Name''' :Lookup field, case-sensitive, enter the exact value. For example, USA.
| + | |
| − | *'''Is Amendment''': Boolean data type, values Yes/No. For example, No.
| + | |
| − | *'''Is Assigned''': Boolean data type, values Yes/No. For example, No.
| + | |
| − | *'''Is Assignment''': Boolean data type, values Yes/No. For example, No.
| + | |
| − | *'''Is Termination''': Boolean data type, values Yes/No. For example, No.
| + | |
| − | *'''Type of Paper''': Not visible on UI, value must always be Third Party, case-sensitive. For example, Third Party.
| + | |
| − | *'''Business Status''': Not visible on UI, value can optionally be Executed, case-sensitive. For example, Draft.
| + | |
| − | | + | |
| − | == Uploading Agreements with Team, Notes and Commitments ==
| + | |
| − | | + | |
| − | You can add Team members, Notes, and Commitments along with the legacy Agreements from within the same metadata file.
| + | |
| − | <div class="note-box">'''Note''': Uploading the team, notes or commitments must be done at the first time when uploading the Agreements. Updating these entities later after Agreements are uploaded is not supported.</div>
| + | |
| − | === Creating a Metadata File with Team, Notes, and Commitments ===
| + | |
| − | | + | |
| − | Edit the same Agreements metadata file ICILegacy_Contract_single to add more sheets for Team, Notes, and Commitments.
| + | |
| − | <div class="note-box">'''Note''': The sheets always must be named and formatted (irrespective of the client instance environment) as specified in the respective steps below.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:SP6 LegacyUpload CreateMetadata.png|720px|LegacyUpload CreateMetadata.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">'''To create the Team metadata:'''</div>
| + | |
| − | 1. '''Add''' a sheet and name it as ''AgreementTeamMember''.
| + | |
| − | | + | |
| − | 2. '''Edit''' the sheet to create columns as below and provide their values as appropriate:
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload Create Team Metadata.PNG|360px|LegacyUpload Create Team Metadata.PNG]]</div>
| + | |
| − | The following screenshot of the ''ICILegacy_Contract_single'' shows the Team sheet and the columns.
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload Create Team Metadata 1.PNG|720px|LegacyUpload_Create_Team_Metadata]]</div>
| + | |
| − | '''To create the Notes metadata:'''
| + | |
| − | | + | |
| − | 1. Add a sheet and name it as ''AgreementNote.''
| + | |
| − | | + | |
| − | ''2. Edit the sheet to create columns as below and provide their values as appropriate:''
| + | |
| − | | + | |
| − | *Parent_FK: '''Provide '''the value of the Primary Key (Legacy Ref Id) of the Parent Agreement for which to add the team members.
| + | |
| − | *User Name: String data type, enter a user's name
| + | |
| − | *Reason Code: Numeric data type, enter a valid reason code that can be found under ''User Administration'' and then the ''Reasons ''tile. It is not a mandatory column.
| + | |
| − | | + | |
| − | The following screenshot of the ''ICILegacy_Contract_single'' shows the Note sheet and the columns.
| + | |
| − | <div class="image-green-border">[[File:Legacy Upload CreateNoteMetadata-7.8.png|360px|RTENOTITLE]]</div> <div class="image-green-border"> </div> <div class="image-green-border">'''To create the Commitments metadata:'''</div>
| + | |
| − | 1. Add a sheet and name it as ''AgreementCommitment''.
| + | |
| − | | + | |
| − | 2. Edit the sheet to create columns as below and provide their values as appropriate:
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload Create Commitments Metadata 1.PNG|360px|LegacyUpload Create Commitments Metadata 1.PNG]]</div>
| + | |
| − | 3. Create an additional column named Parent_FK and provide the value of the Primary Key (Legacy Ref Id) of the parent Agreement.
| + | |
| − | | + | |
| − | The following screenshot of the ''ICILegacy_Contract_single'' shows the Commitment sheet and the data.
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload Create Commitments Metadata 2.PNG|720px|LegacyUpload Create Commitments Metadata 2.PNG]]</div>
| + | |
| − | === Creating a Mapping File ===
| + | |
| − | | + | |
| − | Important things to note for the mapping file:
| + | |
| − | | + | |
| − | *Mapping file must contain the ICI names (not display names) of the attributes spelled exactly as they are present in ICI. The ICI names are case-sensitive.
| + | |
| − | *You can bypass validations for mandatory attributes in the mapping file by providing their ICI names in the Exclude Mandatory Validations column. However, it cannot skip generic validations for data types.
| + | |
| − | | + | |
| − | '''To create a mapping file: '''
| + | |
| − | | + | |
| − | 1.Create an Excel file with .xlsx extension and save it with the name, ''Mappings_Acme_agreements.''
| + | |
| − | | + | |
| − | ''2.Edit the file to create columns and provide their details/values as specified below:''
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload CreateMappingFile1.PNG|360px|LegacyUpload CreateMappingFile1.PNG]]</div> <div class="image-green-border"> </div> <div class="image-green-border">''Mappings_Acme_agreements'' file created for ''ICILegacyContract'' Contract Type.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:LegacyUpload Create MappingFile 7.8.png|720px|RTENOTITLE]]</div> <div class="image-green-border"> </div> <div class="image-green-border">In the above example, </div>
| + | |
| − | *''C:\Integration'' is the UNCFolderpath where you uploaded the legacy agreement PDF
| + | |
| − | *''ICILegacyContract'' is the Contract Type Name
| + | |
| − | *''ICILegacyRefId'' under the ''Primary Key'' column is the unique attribute that you created in for ''ICILegacyContract'' Contract Type
| + | |
| − | *Data Processing allows you to configure the number of records that will be processed simultaneously. Degree of Parallelism (DOP) is the number of records to be processed simultaneously
| + | |
| − | *Workflow processing allows you to configure the number of records that will be processed simultaneously
| + | |
| − | | + | |
| − | === Uploading the Legacy Agreements ===
| + | |
| − | | + | |
| − | Now that the metadata and mapping files are created for ''ICILegacyContract'' Contract Type, the relevant Agreements can be uploaded using the Legacy Upload feature on the ICI UI.
| + | |
| − | | + | |
| − | '''To upload the Legacy Agreements''':
| + | |
| − | | + | |
| − | 1.'''Click '''the ''User Administration ''tile on the Dashboard.
| + | |
| − | | + | |
| − | 2.'''Click '''the ''Admin Task ''tile.
| + | |
| − | | + | |
| − | 3.'''Click '''''Legacy Upload.''
| + | |
| − | <div class="image-green-border">''[[File:SP6 LegacyUpload.png|360px|LegacyUpload.png]]''</div>
| + | |
| − | 4.'''Click '''''Add Batch ''and provide details of the batch on the next screen that opens.
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload AddBatch.png|LegacyUpload AddBatch.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:Legacy Upload-7.8-Add Batch1.png|360px|RTENOTITLE]]</div>
| + | |
| − | *'''Batch/API Name''': Provide unique name for the Batch as ''AcmeCorp_legacy_agreements .''
| + | |
| − | *'''Integration Type''': '''Select '''''Legacy Contract Management. ''
| + | |
| − | *'''Contract Type Name''': '''Select '''the Contract Type as ''ICILegacyContract. ''
| + | |
| − | *'''Use mapping from''': '''Select '''''None ''since you are uploading a new mapping file.
| + | |
| − | *Optionally, '''select '''from the list if using mappings from any previously uploaded batch for ''ICILegacyContract ''Contract Type.
| + | |
| − | *'''Defer Workflow''': Leave this checkbox unselected for the current example.
| + | |
| − | | + | |
| − | '''Select '''''Defer Workflow ''checkbox only if you need to add any pre-requisite Associations for the Legacy Agreement. See uploading Agreements with mandatory Associations.
| + | |
| − | | + | |
| − | *A row with your newly created batch will be added to the list with ''Draft'' status.
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload Batch Upload.png|720px|LegacyUpload Batch Upload.png]]</div>
| + | |
| − | 5. '''Click '''''Upload Integration Files ''icon and provide the details of the mapping file on the next screen that opens.
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload UploadIntegrationFiles.png|360px|LegacyUpload UploadIntegrationFiles.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:SP6 LegacyUpload UploadIntegrationFiles 1.png|360px|LegacyUpload UploadIntegrationFiles 1.png]]</div>
| + | |
| − | *'''File Type''': '''Select '''''MappingFile ''option from the drop-down.
| + | |
| − | *'''File Path''': '''Click '''''Choose File ''to browse and select the mappings file ''Mappings_Acme_agreements'' that was created earlier.
| + | |
| − | | + | |
| − | 6. '''Click '''''Upload ''to upload the mapping file.
| + | |
| − | | + | |
| − | 7. After the mapping file is uploaded successfully, '''click''' ''Upload Integration Files'' icon again to upload the metadata file. '''Select''' ''DataFile'' option to browse and upload the batch file saved locally, and '''click''' ''Upload''.
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload UploadIntegrationFiles.png|360px|LegacyUpload UploadIntegrationFiles.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:SP6 LegacyUpload UploadIntegrationFiles 2.png|360px|LegacyUpload UploadIntegrationFiles 2.png]]</div>
| + | |
| − | *'''File Type''': '''Select '''''DataFile ''option from the drop-down.
| + | |
| − | *'''File Path''': '''Click '''''Choose File ''to browse and select the metadata file ''ICILegacy_Contract_single'' that was created earlier.
| + | |
| − | | + | |
| − | 8. '''Click''' ''Upload'' to upload the metadata file.
| + | |
| − | | + | |
| − | 9. After the metadata file is successfully uploaded, '''click''' ''New Validate and Initiate'' icon to validate the data and initiate the batch upload.
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload NewValidateand Initiate.png|360px|LegacyUpload NewValidateand Initiate.png]]</div>
| + | |
| − | A window opens showing the status of validation, and count or summary of errors or warnings, if any.
| + | |
| − | | + | |
| − | * Legacy Upload tool validates whether the type of paper is ''Third Party'' or ''Own.'' If the ''Type of Paper ''is ''Third Party, ICI'' will validate if the uploaded document is in .pdf format. If you upload a document in .docx format, Legacy Upload tool the batch validation process fails and the error messages are captured in the error file.
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload ScheduleBatch.png|360px|LegacyUpload ScheduleBatch.png]]</div>
| + | |
| − | The message in the above screen is interpreted as one agreement record is successfully validated for ''ICILegacyContract'' Contract Type.<br/> You can upload a large number of agreement records using the same metadata file. Once all the records are validated without any errors, '''click''' ''OK'' to schedule the batch for processing. Then the batch is lined up for processing and the Status changes to Scheduled. Finally, the Status changes to Workflow Processed indicating that the batch is successfully uploaded and the workflow is triggered.<br/> The following screenshot, broken down in 2 images, is of the same screen that displays overall status and progress of the batches.
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload ViewBatchProgress.png|720px|LegacyUpload ViewBatchProgress.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:SP6 LegacyUpload ViewBatchProgress1.png|720px|LegacyUpload ViewBatchProgress1.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">Some of the columns in the screen are explained below: </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:SP6 LegacyUpload ViewBatchProgress2.png|360px|LegacyUpload_ViewBatchProgress2]]</div> <div class="image-green-border"> </div> <div class="image-green-border">It can be seen in the screenshot below that the batch AcmeCorplegacyagreements that was created for the ''ICILegacyContract'' Contract Type, with a single agreement record and with workflow, is successfully uploaded.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:SP6 LegacyUpload ViewBatchProgress3.png|720px|LegacyUpload_ViewBatchProgress3]]</div> <div class="image-green-border"> </div> <div class="image-green-border"> </div> <div class="image-green-border">
| + | |
| − | === Viewing the Batch Activity Log ===
| + | |
| − | | + | |
| − | '''Click '''the batch name on ''Legacy Upload ''page to view the activity log of a particular batch. The activity log shows the operations performed while processing the batch and also displays the errors if any in red color.
| + | |
| − | | + | |
| − | You can view the error details by clicking the error message on the ''Batch Activity Logs ''window.
| + | |
| − | | + | |
| − | [[File:Legacy Upload-7.8-BatchActivityLogs.png|720px|RTENOTITLE]]
| + | |
| | | | |
| | | | |
| − | </div>
| |
| − | === Viewing the status and error files ===
| |
| | | | |
| − | When the batch processing is complete a third icon [[File:SP6 LegacyUpload DownloadIcon.png|RTENOTITLE]] called ''Download Integration Files'' appears under the Actions column.
| + | == Uploading entities using Legacy Upload == |
| | | | |
| − | '''Click''' the icon to download the Status and/or Error files. If there are any errors, correct those in the metadata file and try uploading the batch again.
| + | You can use the utility to upload the following entities: |
| | | | |
| − | In the following screenshot, the Status File shows that there were no errors or warnings for ''AcmeCorplegacyagreements'' batch that was uploaded.
| + | *Agreements with Team, Notes, and Commitment |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload ViewStatus and ErrorFiles.png|720px|LegacyUpload_ViewStatus_and_ErrorFiles]]</div>
| + | *Amendments with Team, Notes, and Commitment |
| − | === Viewing the uploaded Agreements in ICI ===
| + | *Associated Documents (with or without workflow) |
| − | | + | *Masterdata (with or without workflow) |
| − | To view the uploaded Agreements in ICI, go to Agreement Management in ICI and Click ''View Record'' icon to open the recently added legacy Agreement.<br/> If you have added any Notes, Team, or Commitments, they will be displayed under the respective tabs in the Agreement Summary.
| + | *User Information (with or without Extended Attributes) |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload View Uploaded Agreement.png|720px|LegacyUpload_View_Uploaded_Agreement]]</div>
| + | *Clauses (with or without Extended Attributes) |
| − | === Uploading Agreements with mandatory Associations ===
| + | *Templates (with or without Extended Attributes) |
| − | | + | |
| − | There may be cases where any associated documents are required before an Agreement can move to the ''Executed'' state. In that case, you can defer the workflow for the Agreement while uploading, then upload the required Association with workflow attached, and then enable the workflow for the Agreement when needed.<br/> Whether an Association is mandatory or not can be seen in ICI in the following 2 ways:<br/> If ''Is Mandatory'' flag is set to ''Yes'' while adding an Association for a particular Agreement Contract Type, an Association is mandatory.
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload Upload Agreement with MandatoryAssociation.png|720px|LegacyUpload_Upload_Agreement_with_MandatoryAssociation]]</div> <div class="image-green-border"> </div> <div class="image-green-border">If Prerequisite or Postrequisite is selected in the Constraints drop-down list while creating an Associated Document Contract Type, an Association is mandatory.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:SP6 LegacyUpload Upload Agreement with MandatoryAssociation Prerequisites.png|360px|LegacyUpload_Upload_Agreement_with_MandatoryAssociation_Prerequisites]]</div> <div class="image-green-border"> </div> <div class="image-green-border">'''To upload Agreements that require mandatory Associations: '''</div>
| + | |
| − | 1. Follow the same steps to create metadata and mapping file for the Agreement as described in the Uploading Agreements section.
| + | |
| − | | + | |
| − | 2. While creating the batch for uploading the Agreement, '''select''' the ''Defer Workflow'' check box so that the workflow is not attached to the Agreements while uploading. This check box controls the attachment of approval workflow to a particular batch.
| + | |
| − | <div class="image-green-border">[[File:Legacy Upload-7.8-DeferWorkflow.png|RTENOTITLE]]</div> <div class="image-green-border"> </div> <div class="image-green-border">3. Proceed with uploading the mapping and metadata files. </div>
| + | |
| − | 4. Initiate the batch processing by clicking ''New Validate and Initiate ''icon.
| + | |
| − | | + | |
| − | 5. After the batch processing is successful and the Agreement is uploaded, the Status of the batch shows as ''Completed'', ''WF Deferred''. This indicates that the Agreement will not follow the workflow automatically.
| + | |
| − | | + | |
| − | 6. Follow the steps to upload the required Associations as described in the relevant section.
| + | |
| − | | + | |
| − | 7. After the Association’s workflow is successfully processed, you can click on the ''Enable Workflow'' icon for the Agreement batch to attach the approval workflow.
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload EnableWorkflow.png|720px|LegacyUpload_EnableWorkflow]]</div> <div class="image-green-border"> </div> <div class="image-green-border">In the following sections for uploading other entities, the same notes and considerations for the Metadata and Mapping Files, and data validations apply as detailed in the above section for uploading the Agreements.</div>
| + | |
| − | == Uploading Associations ==
| + | |
| − | | + | |
| − | Before uploading the Associations, the parent Agreement must be uploaded first.<br/> You need to create separate metadata file for Associations, and one such file can contain Associations for one Association Contract type. This section demonstrates with an example how to upload an Association for the previously uploaded Agreement that is seen in ICI as ''Acme Corp Legacy Contract'' – ''ICILegacyContract_1''.<br/> There can be 2 scenarios for uploading Associations: With Workflow and Without Workflow.
| + | |
| − | | + | |
| − | === Searching or Creating a Contract Type for Associations with Workflow ===
| + | |
| − | | + | |
| − | Search an existing Associated Document Contract Type in ICI for which to upload the Associations. If that Contract Type does not exist, you need to create it using Create Contract Type on Configuration page in ICI. If the Enable Approval Workflow flag is set to Yes, it means that the workflow is enabled for that Contract Type.
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload EnableApprovalWorkflow.png|560px|LegacyUpload_EnableApprovalWorkflow]]</div> <div class="image-green-border"> </div> <div class="image-green-border">In this example, we have an Associated Document Contract Type named as ''LegacyAssocDocWF1'' with the attributes as can be seen under the ''Selected Attribute'' tab. The ICI name for this Contract Type is ''ICILegacyAssocDocWF1. ''</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:SP6 LegacyUpload Create Metadata file for Associations.png|560px|LegacyUpload_Create_Metadata_file_for_Associations]]</div> <div class="image-green-border"> </div> <div class="note-box">'''Note''': Ensure that the ''ICILegacyAssocDocWF1'' Contract Type has been added in the Associations tab in the parent Contract Type ''ICILegacyContract''.</div>
| + | |
| − | === Creating a Metadata File for Associations ===
| + | |
| − | | + | |
| − | '''To create the metadata file for ''ICILegacyAssocDocWF1'' Contract Type:'''
| + | |
| − | | + | |
| − | 1. Create an Excel file with .xlsx extension and save it with the name ''ICILegacy_AcmeAssociation''.
| + | |
| − | | + | |
| − | 2. Edit the same file to create columns that are essentially the ICI attributes for ''ICILegacyAssocDocWF1'' Contract Type, and enter their values for the associated document that you want to upload.
| + | |
| − | | + | |
| − | 3. Create an additional column named ''ParentInstance_PK'' and provide the value of the Primary Key of the parent Agreement (''Legacy Ref Id'' for ''ICILegacyContract Contract Type'').
| + | |
| − | | + | |
| − | The following screenshot of the Association’s metadata file ''ICILegacy_AcmeAssociation'' shows the attributes and highlights the Primary Key of the parent Agreement.
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload Create Metadata file for Associations.png|720px|LegacyUpload Create Metadata file for Associations.png]]</div>
| + | |
| − | === Making changes to the mapping file for Associations ===
| + | |
| − | | + | |
| − | Open the same mapping file (''Mappings_Acme_agreements'') created while uploading the Agreement, and edit it to provide details for binding the Associated Document Contract Type with the parent Contract Type.
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload MappingFile WithAssociations.png|720px|LegacyUpload MappingFile WithAssociations.png]]</div>
| + | |
| − | Add another row as highlighted in the above screenshot:
| + | |
| − | | + | |
| − | *'''ICILegacyAssocDocWF1''' is the ''Contract Type Name ''for the Associated Document Contract Type. | + | |
| − | *'''ICILegacyRefId''' under the Primary Key column is the mapping attribute for ''ICILegacyAssocDocWF1'' Contract Type.
| + | |
| − | *'''ICILegacyContract''' under the Parent Entity Name is the parent Contract Type name.
| + | |
| − | *'''ICILegacyRefId''' under the ''Parent Primary Key'' column is the mapping attribute for ''ICILegacyContract'' Contract Type (parent).
| + | |
| − | <div class="note-box">'''Note''': Ensure that the associated documents are also stored at the same ''UNCFolderPath'' location as the agreements.</div>
| + | |
| − | === Uploading the Associations and viewing in ICI ===
| + | |
| − | | + | |
| − | Follow the same steps on the UI for uploading the associations as they are for uploading the agreements.
| + | |
| − | | + | |
| − | Only, ensure that you select the Associated Document Contract Type while creating the batch and do not select the check box for ''Defer Workflow''. In the current example, '''select''' the Contract Type Name as ''ICILegacyAssocDocWF1''.
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload MappingFile WithAssociations1.png|560px|LegacyUpload MappingFile WithAssociations1.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">The following screenshot shows the batch successfully uploaded, with the workflow attached and processed.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:SP6 LegacyUpload WorkflowProcessed.png|720px|LegacyUpload WorkflowProcessed.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">After the Associations are successfully uploaded, you can view them under the ''Associations'' tab in the previously uploaded Agreement.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:SP6 LegacyUpload Assocations.png|720px|LegacyUpload Assocations.png]]</div>
| + | |
| − | === Uploading Associations without Workflow ===
| + | |
| − | | + | |
| − | You can create the Associations for which the approval workflow is not enabled in ICI. This is configured in ICI by setting the ''Enable Approval Workflow'' flag to No for the relevant Contract Type. It means that the Associations for that Contract Type will not follow the approval workflow automatically.
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload EnableApprovalWorkflow2.png|720px|LegacyUpload EnableApprovalWorkflow2.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">You can upload these Associations using the Legacy Upload utility and enable the workflow manually, when needed. The overall process to create the metadata file for an association and upload remains the same, except that the workflow is not automatically attached during the batch processing.</div> <div class="image-green-border"> </div> <div class="image-green-border">'''To upload Associations without workflow:'''</div>
| + | |
| − | 1. Create the metadata file for an Association as described in the respective section.
| + | |
| − | | + | |
| − | 2. Begin upload by creating a batch using the utility. At this point, it does not matter if you select the ''Defer Workflow'' check box or not, because the workflow is not enabled to begin with.
| + | |
| − | | + | |
| − | 3. Proceed to upload the mapping file and metadata file.
| + | |
| − | | + | |
| − | 4. Initiate the batch processing by clicking ''New Initiate and Validate'' icon.
| + | |
| − | | + | |
| − | 5. After the batch processing is successful and the data is uploaded, the Status of the batch shows as ''Completed'', ''WF Deferred''.
| + | |
| − | | + | |
| − | 6. Then you can click on the Enable Workflow icon anytime to attach the approval workflow. See the screenshot below:
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload EnableWorkflow.png|720px|LegacyUpload EnableWorkflow.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">When an Association uploaded without workflow is viewed in ICI, it will not have any buttons visible on the UI. See the representational screenshot below:</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:SP6 LegacyUpload Assocations without workflow.png|720px|LegacyUpload Assocations without workflow.png]]</div>
| + | |
| − | == Uploading Amendments ==
| + | |
| − | | + | |
| − | The process to upload the Amendments for an Agreement is the same as for uploading the Associations.<br/> Except that you do not need to create the Contract Type for the Amendments as it is automatically created when you create the Contract Type for Agreements.
| + | |
| − | | + | |
| − | === Creating Metadata File for Amendments ===
| + | |
| − | | + | |
| − | '''To create the metadata file for ICILegacyContractAmendment Contract Type''':
| + | |
| − | | + | |
| − | 1. Create an Excel file with .''xlsx'' extension and save it with the name – ''ICILegacy_AcmeAmendment.''
| + | |
| − | | + | |
| − | 2. Edit the same file to create columns that are essentially the ICI attributes for ''ICILegacyContract'' (parent) Contract Type, and enter their values as required.
| + | |
| − | | + | |
| − | You may refer to the metadata file for the parent Agreement to create the Amendments metadata file, and add/remove columns or change their values as required. Name, File Path, Legacy Ref Id (or any other existing unique attribute), Business Status, and Type of Paper are mandatory attributes for Amendments as well.
| + | |
| − | | + | |
| − | 3. Ensure that the Amendment has a unique Primary Key. If not, create it as an ICI attribute (for example, ''Legacy Ref Id'').
| + | |
| − | | + | |
| − | 4. Create an additional column named ''ParentInstance_PK'' and provide the value of the Primary Key of the parent Agreement (previously uploaded for ''ICILegacyContract'' Contract Type).
| + | |
| − | | + | |
| − | The following screenshot of the Amendment metadata file ''ICILegacy_AcmeAmendment'' shows the attributes and highlights the Primary Key of the parent Agreement (''ParentInstance_PK''), and of the Amendment (''Legacy Ref Id'') that is being uploaded. The Primary Key of the Amendment (''Legacy Ref Id'') can be used as a mapping attribute for the relevant associations, and other entities that may be dependent upon the Amendment.
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload Create Metadata file for Amendments.png|720px|LegacyUpload Create Metadata file for Amendments.png]]</div> <div class="image-green-border"> </div> <div class="note-box">'''Note''': Ensure that the amendment documents, if any, are also stored at the same ''UNCFolderPath'' location as the Agreements.</div>
| + | |
| − | === Making changes to the mapping file for Amendments ===
| + | |
| − | | + | |
| − | Open the same mapping file (''Mappings_Acme_agreements'') created while uploading the Agreement, and edit it to provide details for binding the Amendment Contract Type with the parent Agreement Contract Type.<br/> Add another row as described below:
| + | |
| − | | + | |
| − | *'''ICILegacyContractAmendment''' is the ''Contract Type Name'' for the Amendment. | + | |
| − | *'''ICILegacyRefId''' under the ''Primary Key'' column is the unique attribute for '''ICILegacyContractAmendment''' Contract Type.
| + | |
| − | *'''ICILegacyContract''' under the ''Parent Entity Name'' is the parent Contract Type name.
| + | |
| − | *'''ICILegacyRefId''' under the ''Parent Primary Key'' column is the unique attribute for '''ICILegacyContract''' Contract Type (parent).
| + | |
| − | | + | |
| − | === Uploading the Amendments and viewing in ICI ===
| + | |
| − | | + | |
| − | Follow the same steps on the UI for uploading the associations as they are for uploading the agreements.<br/> Only, ensure that you select the Amendment Contract Type while creating the batch. In the current example, select the Contract Type Name as ''ICILegacyContractAmendment''.
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload UploadAmendments.png|360px|LegacyUpload UploadAmendments.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">After the Amendments are successfully uploaded, you can view them under the Amendments tab in the previously uploaded parent Agreement.</div>
| + | |
| − | == Uploading Masterdata ==
| + | |
| − | | + | |
| − | This section demonstrates with an example how to upload the Masterdata. Masterdata is uploaded independently as it is not related to any other entities. So there is no need for the mapping file.<br/> There can be 2 scenarios for uploading Masterdata – With Workflow and Without Workflow.
| + | |
| − | | + | |
| − | === Searching or Creating a Contract Type for the Masterdata with workflow ===
| + | |
| − | | + | |
| − | Search an existing Masterdata Contract Type in ICI for which to upload the data. If that Contract Type does not exist, you need to create it using Create Contract Type on ''Configuration'' page in ICI. If the ''Enable Approval Workflow'' flag is set to ''Yes'', it means that the workflow is enabled for that Contract Type.
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload Create Masterdata.png|560px|LegacyUpload Create Masterdata.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">In this example, we have a Masterdata Contract Type named as ''Acme Legacy Master Data'' with the attributes as can be seen under the Selected Attribute tab. The ICI name for this Contract Type is ''ICILegacyMasterData''.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:SP6 LegacyUpload Create Masterdata 1.png|720px|LegacyUpload Create Masterdata 1.png]]</div> <div class="image-green-border"> </div>
| + | |
| − | === Creating Metadata file for Masterdata ===
| + | |
| − | | + | |
| − | '''To create the metadata file for ICILegacyMasterData Contract Type''':
| + | |
| − | | + | |
| − | 1. Create an Excel file with .xlsx extension and save it with the name ''ICILegacy_AcmeMasterdata''.
| + | |
| − | | + | |
| − | 2. Edit the same file to create columns that are essentially the ICI attributes for ''ICILegacyMasterData'' Contract Type, and enter their values for the master data that you want to upload.
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload Create MetadataFile for Masterdata.png|720px|LegacyUpload Create MetadataFile for Masterdata.png]]</div>
| + | |
| − | === Uploading Masterdata ===
| + | |
| − | | + | |
| − | Follow the same steps on the UI for uploading the Masterdata as they are for uploading the agreements.<br/> Only, ensure that you select the relevant Masterdata Contract Type while creating the batch and do not select the check box for ''Defer Workflow''. In the current example, select the Contract Type Name as ''ICILegacyMasterData''.
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload Upload Masterdata.png|360px|LegacyUpload_Upload_Masterdata]]</div> <div class="image-green-border"> </div> <div class="image-green-border">After the Masterdata is successfully uploaded, you can view them under the Masterdata tile on ''Configuration'' page.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:SP6 LegacyUpload Upload Masterdata 1.png|560px|LegacyUpload Upload Masterdata 1.png]]</div>
| + | |
| − | === Uploading Masterdata without Workflow ===
| + | |
| − | | + | |
| − | You can create the Masterdata for which the approval workflow is not enabled in ICI. This is configured in ICI by setting the ''Enable Approval Workflow'' flag to ''No'' for the relevant Masterdata Contract Type. It means that the Masterdata for that Contract Type will not follow the approval workflow automatically.
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload Upload Masterdata.png|360px|LegacyUpload Upload Masterdata.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">You can upload this Masterdata using the Legacy Upload utility and enable the workflow manually, when needed. The overall process to create the metadata file for the Masterdata and upload remains the same, except that the workflow is not auomatically attached during the batch processing. </div>
| + | |
| − | 1. Create''' '''the metadata file for the Masterdata as described in the respective section.
| + | |
| − | | + | |
| − | 2. Begin upload by creating a batch using the utility. At this point, it does not matter if you select the ''Defer Workflow'' check box or not, because the workflow is not enabled to begin with.
| + | |
| − | | + | |
| − | 3. Proceed to upload the metadata file.
| + | |
| − | | + | |
| − | 4. Initiate the batch processing by clicking ''New Initiate and Validate'' icon.
| + | |
| − | | + | |
| − | 5. After the batch processing is successful and the data is uploaded, the Status of the batch shows as ''Completed'', WF''Deffered''.
| + | |
| − | | + | |
| − | 6. Then you can click on the ''Enable Workflow'' icon anytime to attach the approval workflow.
| + | |
| − | | + | |
| − | When the Masterdata uploaded without workflow is viewed in ICI, it will not have any buttons visible on the UI.
| + | |
| − | | + | |
| − | == User Provisioning ==
| + | |
| − | | + | |
| − | This section demonstrates with an example how to provision the users in ICI using the utility. User information is uploaded independently as it is not related to any other entities. The relevant Contract Type UserInformation is created when ICI is configured.<br/> You can also upload additional user information by uploading a separate metadata file with the relevant data, after a user is provisioned.
| + | |
| − | | + | |
| − | === Creating Metadata file for User Information ===
| + | |
| − | | + | |
| − | '''To create the metadata file for UserInformation Contract Type''':
| + | |
| − | | + | |
| − | 1. Create an Excel file with .''xlsx ''extension and save it with the name ''ICILegacy_AcmeUserInformation .''
| + | |
| − | | + | |
| − | 2. Edit the same file to create columns as below:
| + | |
| − | <div class="image-green-border">[[File:LegacyUpload CreateMetadata File for UserInformation.png|360px|LegacyUpload CreateMetadata File for UserInformation.png]] </div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:SP6 LegacyUpload CreateMetadata File for UserInformation1.png|720px|LegacyUpload CreateMetadata File for UserInformation1.png]]</div>
| + | |
| − | === Uploading the User Information ===
| + | |
| − | | + | |
| − | Follow the same steps on the UI for uploading the user information as they are for uploading the agreements, except for uploading the mapping file.<br/> Ensure that you select the ''UserInformation'' Contract Type while creating the batch.
| + | |
| − | <div class="image-green-border">[[File:SP6 LegacyUpload Upload UserInformation.png|360px|LegacyUpload Upload UserInformation.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">Then upload the metadata file ''ICILegacy_AcmeUserInformation''.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:SP6 LegacyUpload Upload IntegrationFiles.png|360px|LegacyUpload Upload IntegrationFiles.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">'''Click''' on ''New Validate and Initiate'' icons to validate the data and schedule the batch for processing.<br/> After the user information is successfully uploaded, you can view it under the ''Users'' tab in ''User Administration''.</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:SP6 LegacyUpload Upload UserInformation1.png|720px|LegacyUpload Upload UserInformation1.png]]</div>
| + | |
| − | === Creating Metadata File for extended user information ===
| + | |
| − | | + | |
| − | The relevant Contract Type needs to be created in ICI. For the current example, create a Contract Type named ExtendedUserInformation with the required attributes.<br/> To create the metadata file for ExtendedUserInformation Contract Type:
| + | |
| − | | + | |
| − | 1. Create an Excel file with .xlsx extension and save it with the name – ''ICILegacy_AcmeExtendedUserInfo''.
| + | |
| − | | + | |
| − | 2. Edit the same file to create columns as below:
| + | |
| − | <div class="image-green-border">[[File:LegacyUpload CreateMetadata File for ExtendedUserInformation.PNG|360px|RTENOTITLE]]</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:SP6 LegacyUpload CreateMetadata File for ExtendedUserInformation1.png|720px|LegacyUpload CreateMetadata File for ExtendedUserInformation1.png]]</div>
| + | |
| − | 3. Follow the same steps on the UI for uploading the extended user information as they are for uploading the user information. Only, ensure that you select the ''ExtendedUserInformation'' Contract Type while creating the batch.
| + | |
| − | | + | |
| − | == Error Handling ==
| + | |
| − | | + | |
| − | When validating the batch, it displayed ''Object Reference ''''not set to an instance of an object '''''<b>error message. </b>
| + | |
| − | | + | |
| − | == Limitations ==
| + | |
| − | | + | |
| − | When uploading the data file and mappping file and creating a batch, if the type of paper is ''Third Party'', ICI validates whether the document is .docx or .pdf format. Uploading a document in .docx format does not display the document preview correctly.
| + | |
| − | | + | |
| − | | + | |
| − | | + | |
| − | | + | |
| − | | + | |
| − | | + | |
| − | == Uploading Clauses and Templates ==
| + | |
| − | | + | |
| − | An automation has been provided for bulk import using the “Legacy Upload” tool, which will reduce any human dependency, manual approvals and delays for onboarding templates and clauses using the current capabilities. ICI administrators can now import templates and upload clauses to ICI in bulk.<br/> Along with the tool, an XML specification document is also released which can be used for creating tags in the input document files of clauses and templates.
| + | |
| − | | + | |
| − | To upload templates and clauses in bulk using the Legacy Upload tool, the following files are required as a prerequisite:
| + | |
| − | | + | |
| − | *Mapping File
| + | |
| − | *Data File
| + | |
| | | | |
| | | | |
| | | | |
| − | === Prerequisites ===
| + | The Legacy Upload tool follows a simple workflow to upload the aforementioned entities. |
| − | | + | |
| − | ==== Creating a Mapping File''' ''' ====
| + | |
| − | | + | |
| − | To create a mapping file:
| + | |
| − | | + | |
| − | 1. '''Create''' an Excel file with .XLSX extension and save it with the name, for example Clause - Mappings.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 01.png|720px|7.15 Clauses Templates Upload 01.png]]</div>
| + | |
| − | 2. Edit the file to create columns and provide their details/values as specified below:
| + | |
| − | <div class="image-green-border">[[File:7.15 Upload Table 01.PNG|720px|7.15 Upload Table 01.PNG]][[File:7.15 Upload Table 02.png|720px|7.15 Upload Table 02.png]]</div>
| + | |
| − | '''Note''': Mapping file must contain the ICI names (not display names) of the attributes spelled exactly as they are present in ICI. The ICI names are case-sensitive.
| + | |
| − | | + | |
| − | You can bypass validations for mandatory attributes in the mapping file by providing their ICI names in the Exclude Mandatory Validations column. However, it cannot skip generic validations for data types.
| + | |
| − | | + | |
| − |
| + | |
| − | | + | |
| − | ==== Creating a Data File ====
| + | |
| − | | + | |
| − | To create a data file for Clause Contract Type:
| + | |
| − | | + | |
| − | 1. Use the Excel template downloaded in Section 1.9.2 Uploading Clauses, Step 5 and save it with a name, for example Clause Creation with Signatory 11.
| + | |
| − | <div class="note-box">'''Note''': The file name must be unique, different from previously uploaded data files.</div>
| + | |
| − | 2. '''Edit''' the same file to create columns that are essentially the ICI attributes for Clause Contract Type.
| + | |
| − | | + | |
| − | 3. Enter the column values for the clause that you want to upload.
| + | |
| − | | + | |
| − | *All Contract Type: Enter value as TRUE if you want the clause to be applicable to all contract types; FALSE if you want it to be applicable to a specific contract type.
| + | |
| − | *Contract Type Name: Enter the name of the contract type to which the clause should belong.
| + | |
| − | *Clause Name: Enter a unique name for the clause.
| + | |
| − | <div class="note-box">'''Note''': The same clause name should be reflected in the Word document on the task server. Refer Section 1.11.2.1 Creating a Clause Document for more details.</div>
| + | |
| − | *Clause Group: Enter the clause group. For example, Legal, None or Termination.
| + | |
| − | *Clause Description: Enter a description for the clause.
| + | |
| − | *Clause Language: Specify the language of the clause.
| + | |
| − | *Primary Clause: Enter value as TRUE if you want the clause to be a primary clause; if not, then enter FALSE.
| + | |
| − | *Linked Primary Clause: If Primary Clause has been marked as FALSE, then in the Linked Primary Clause field, enter the exact name of the primary clause to which the present clause should be linked.
| + | |
| − | *Is Alternate Clause: Enter value as TRUE if the present clause is supposed to be an alternate clause.
| + | |
| − | *Alternate Of: If Is Alternate Clause has been marked as TRUE, then enter the name of the clause of which the present clause is an alternate.
| + | |
| − | *Is Mandatory: Specify if the clause is mandatory or not.
| + | |
| − | *Is Editable: Specify if the clause should be editable or not.
| + | |
| − | *Perform Deviation Analysis: Enter value as TRUE if deviation analysis needs to be performed on the clause.
| + | |
| − | *Is Dependent Clause: Enter value as TRUE if the present clause is supposed to be a dependent clause.
| + | |
| − | *Depends On: If Is Dependent Clause has been marked as TRUE, then enter the name of the clause on which the present clause is dependent.
| + | |
| − | *File: Enter the exact name of the .DOCX file containing the actual clause content; for example, Clause_With_Signatory. This file needs to be saved on the task server.
| + | |
| − | *Version Comments: Enter version comments, if any.
| + | |
| − | *Status: Enter the status you want the clause to be in, once created. For example, Draft.
| + | |
| − | | + | |
| − | Here is an example of a data file for clauses:
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 02.png|720px|7.15 Clauses Templates Upload 02.png]]</div>
| + | |
| − | 4. '''Save '''the data file.
| + | |
| − | | + | |
| − |
| + | |
| − | | + | |
| − | === Uploading Clauses ===
| + | |
| − | | + | |
| − | To upload clauses in bulk:
| + | |
| − | | + | |
| − | 1. Go to ''Home'' > ''User Administration'' > ''Admin Task''. The Admin Task page opens.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 03.png|720px|7.15 Clauses Templates Upload 03.png]]</div>
| + | |
| − | 2. '''Click''' ''Legacy Upload''. The Legacy Upload page opens.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 04.png|720px|7.15 Clauses Templates Upload 04.png]]</div>
| + | |
| − | 3. '''Click '''''Add Batch. ''The Integration Management - Create Batch/API pop-up window opens.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 05.png|720px|7.15 Clauses Templates Upload 05.png]]</div>
| + | |
| − | 4. '''Enter '''the relevant details.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 06.png|720px|7.15 Clauses Templates Upload 06.png]]</div>
| + | |
| − | *Batch/API Name: '''Enter''' a unique name for the batch, for example, ''Clause Upload 11''.
| + | |
| − | *Contract Type Name: '''Select''' CT name as Clause.
| + | |
| − | *Use Mapping From: '''Select''' ''None'' if you want to upload a new mapping file; alternatively, an existing mapping file from a previously uploaded batch can be selected.
| + | |
| − | | + | |
| − | 5. '''Click''' ''Create''. The batch gets created in Draft state and an Excel template for a data file gets downloaded.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 07.png|720px|7.15 Clauses Templates Upload 07.png]]</div>
| + | |
| − | 6. '''Edit''' the Excel template downloaded in Step 5. Refer Section 1.11.1.2 Creating a Data File for details.
| + | |
| − | | + | |
| − | 7. '''Click''' the ''Upload Integration Files'' icon in the Actions column. The ''Integration File Upload'' pop-up window opens.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 08.png|720px|7.15 Clauses Templates Upload 08.png]]</div>
| + | |
| − | 8. '''Enter''' the relevant details.
| + | |
| − | | + | |
| − | *File Type: '''Select''' ''DataFile'' from the drop-down.
| + | |
| − | *File Path: '''Select''' the data file in .XLSX format from the desired folder. Refer Section 1.11.1.2 Creating a Data file for details.
| + | |
| − | | + | |
| − | 9. '''Click''' ''Upload''. The file gets uploaded and the Legacy Upload page is displayed.
| + | |
| − | | + | |
| − | 10. '''Click''' the ''Upload Integration Files'' icon shown in Step 7. The ''Integration File Upload'' pop-up window opens once again.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 09.png|720px|7.15 Clauses Templates Upload 09.png]]</div>
| + | |
| − | 11. Enter the relevant details.
| + | |
| − | | + | |
| − | *File Type: '''Select''' ''MappingFile'' from the drop-down.
| + | |
| − | *File Path: '''Select''' the mapping file in .XLSX format from the desired folder. Refer Section 1.11.1.1 Creating a Mapping file for details.
| + | |
| − | | + | |
| − | 12. '''Click''' ''Upload''. The data gets uploaded and the Legacy Upload page is displayed.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 10.png|720px|7.15 Clauses Templates Upload 10.png]]</div>
| + | |
| − | 13. '''Click''' the ''New Validate and Initiate'' icon in the Actions column. A confirmation message ‘Do you want to schedule this batch?’ is displayed with the validation results.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 11.png|720px|7.15 Clauses Templates Upload 11.png]]</div>
| + | |
| − | 14. '''Click''' ''OK''. The Status changes to Scheduled message is displayed, and the Legacy Upload page reloads. The Status column updates to Scheduled.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 12.png|720px|7.15 Clauses Templates Upload 12.png]]</div>
| + | |
| − | '''Note''': The data will be picked up for processing when the task service runs on the backend, at 9pm IST every day. When the task is triggered, the status updates to Processing. After the processing is complete, the status changes to Tagging Pending.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 13.png|720px|7.15 Clauses Templates Upload 13.png]]</div>
| + | |
| − | 15. '''Click''' the ''Tag Documents'' icon in the Actions column. The Tagging Documents progress window is displayed with details of Passed or Failed records.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 14.png|720px|7.15 Clauses Templates Upload 14.png]]</div>
| + | |
| − | 16. '''Click '''''Clause Management'' > ''Clauses''. The Clause Management index page opens. The batch is displayed in the uploaded clauses.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 15.png|720px|7.15 Clauses Templates Upload 15.png]]</div>
| + | |
| − | 17. '''Click''' the ''View Record'' icon. The Details page for the uploaded clause opens. You can verify the details of the uploaded clause here and check if it has been tagged correctly.
| + | |
| − | | + | |
| − | The status on the Legacy Upload page changes to Completed. These clauses can now be used to create agreements in ICI.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 16.png|720px|7.15 Clauses Templates Upload 16.png]]</div> <div class="image-green-border"> </div>
| + | |
| − | ==== Creating a Clause Document ====
| + | |
| − | | + | |
| − | To create a clause document, it is mandatory to use the following tags:
| + | |
| − | <div class="image-green-border">[[File:7.15 Upload Table 03.png|720px|7.15 Upload Table 03.png]]</div> <div class="image-green-border"> </div> <div class="image-green-border">[[File:7.15 Upload Table 04.png|720px|7.15 Upload Table 04.png]]</div>
| + | |
| − | To further understand tag properties, refer the below table:
| + | |
| − | <div class="image-green-border">[[File:7.15 Upload Table 05.png|720px|7.15 Upload Table 05.png]]</div>
| + | |
| − | '''Observations and assumptions '''
| + | |
| − | | + | |
| − | The following observations and assumptions need to be taken into consideration while bulk uploading clauses using the Legacy Upload tool:
| + | |
| − | | + | |
| − | *A ''Primary Clause'' and a ''Linked Primary Clause'' should not be a part of same batch. The Primary Clause must be created first and then it should be used as a ''Linked Primary Clause''.
| + | |
| − | *A clause with ''Is Alternate Clause'' value marked as ''TRUE'' and the clause that it is the ''Alternate of'' should not be part of same batch.
| + | |
| − | *A clause with ''Is Dependent Clause'' value marked as ''TRUE'' and the clause which it ''Depends On'' should not be part of same batch.
| + | |
| − | *The ''Clause Text'' field is currently not supported for legacy uploads. The user needs to enter the clause content inside a file and provide the file path in ''File'' field.
| + | |
| − | *Tags must be on the same line in the template document. Tagging will not function if the tags are on separate lines. For example, if the closing tag </cta> is on the next line, tagging does not work.
| + | |
| − | *There should be no non-breaking spaces (ASCII value xA0) within XML tags. Ensure to replace them with regular spaces in XML tags. Using deactivated clause groups is allowed.
| + | |
| − | *Template Variables cannot be tagged in a clause. If tagged, the template variable will be treated as plain text and no exceptions are triggered.
| + | |
| − | *The user importing templates and clauses must have permissions on the respective tiles, otherwise they will not be able to view them in Icertis Experience for Word.
| + | |
| − | *Only creation of clause is supported. Bulk edits and updating edited clause text in templates where the clause is referred are currently not supported.
| + | |
| − | | + | |
| − |
| + | |
| − | | + | |
| − | === Uploading Templates ===
| + | |
| − | | + | |
| − | 1. Follow steps 1 to 3 from section Uploading Clauses.
| + | |
| − | | + | |
| − | 2. '''Enter '''the relevant details.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 17.png|720px|7.15 Clauses Templates Upload 17.png]]</div>
| + | |
| − | i. ''Batch/API Name'': '''Enter''' a unique name for the batch, for example, Template Upload 11.
| + | |
| − | | + | |
| − | ii. Contract Type Name: '''Select''' CT name as ''Template''.
| + | |
| − | | + | |
| − | iii. Use Mapping From: '''Select''' ''None'' if you want to upload a new mapping file; alternatively, an existing mapping file from a previously uploaded batch can be selected.
| + | |
| − | | + | |
| − |
| + | |
| − | | + | |
| − | 3. '''Click''' the''Upload Integration Files'' icon in the ''Actions'' column. The ''Integration File Upload'' pop-up window opens.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 18.png|720px|7.15 Clauses Templates Upload 18.png]]</div>
| + | |
| − | 4. Enter the relevant details.
| + | |
| − | | + | |
| − | *File Type: '''Select''' ''DataFile'' from the drop-down .
| + | |
| − | *File Path: '''Select''' the data file in .XLSX format from the desired folder. Refer Section 1.11.1.2 Creating a Data file for details.
| + | |
| − | | + | |
| − | 5. '''Click''' ''Upload. ''The file gets uploaded and the Legacy Upload page is displayed.
| + | |
| − | | + | |
| − | 6. '''Click''' the ''Upload Integration Files'' icon shown in Step 3. The Integration File Upload pop-up window opens once again.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 19.png|720px|7.15 Clauses Templates Upload 19.png]]</div>
| + | |
| − | 7. '''Enter''' the relevant details.
| + | |
| − | | + | |
| − | *File Type: '''Select''' ''MappingFile'' from the drop-down.
| + | |
| − | *File Path: '''Select''' the mapping file in .XLSX format from the desired folder. Refer Section 1.11.1.1 Creating a Mapping file for details.
| + | |
| − | | + | |
| − | 8. '''Click''' ''Upload''. The data gets uploaded and the Legacy Upload page is displayed.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 20.png|720px|7.15 Clauses Templates Upload 20.png]]</div>
| + | |
| − | 9. '''Click''' the ''New Validate and Initiate'' icon in the Actions column. A confirmation message ‘Do you want to schedule this batch?’ is displayed with the validation results.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 21.png|720px|7.15 Clauses Templates Upload 21.png]]</div>
| + | |
| − | 10. '''Click''' ''OK''. The Status changes to Scheduled message is displayed, and the Legacy Upload page reloads. The Status column updates to Scheduled.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 22.png|720px|7.15 Clauses Templates Upload 22.png]]</div>
| + | |
| − | '''Note''':The data will be picked up for processing when the task service runs on the backend, at 9pm IST every day. When the task is triggered, the status updates to Processing. After the processing is complete, the status changes to Tagging Pending.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 23.png|720px|7.15 Clauses Templates Upload 23.png]]</div>
| + | |
| − | 11. '''Click''' the ''Tag Documents'' icon in the Actions column. The Tagging Documents progress window is displayed with number of Passed or Failed records.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 24.png|720px|7.15 Clauses Templates Upload 24.png]]</div>
| + | |
| − | 12. To continue:
| + | |
| − | | + | |
| − | i. If all records have passed, proceed directly to Step 13.
| + | |
| − | | + | |
| − | ii. If some or all records fail, '''click''' the ''Download Integration Files'' icon.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 25.png|720px|7.15 Clauses Templates Upload 25.png]]</div>
| + | |
| − | The ''Download Integration Files'' pop-up window is displayed.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 26.png|720px|7.15 Clauses Templates Upload 26.png]]</div>
| + | |
| − | iii. '''Click''' ''Error File''. A ''Processing_Error… ''file gets downloaded in .XLSX format.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 27.png|720px|7.15 Clauses Templates Upload 27.png]]</div>
| + | |
| − | iv. '''Open''' the downloaded file. It contains details on Integration Status, Validation Status, Errors, Warnings, Contract Type Name, Name (of the uploaded file), and so on.
| + | |
| − | | + | |
| − | v. '''Check''' the exception message in the ''Errors'' column.
| + | |
| − | | + | |
| − | vi. Correct the errors and reupload the Data File (Step 3).
| + | |
| − | | + | |
| − | 13. '''Click''' ''Template Management'' > ''Templates''. The Template Management index page opens. The batch is displayed in the uploaded templates.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 28.png|720px|7.15 Clauses Templates Upload 28.png]]</div>
| + | |
| − | 14. '''Click''' the ''View Record'' icon. The Details page for the uploaded template opens. You can verify the details of the uploaded template here and check if it has been tagged correctly.
| + | |
| − | | + | |
| − | The status on the Legacy Upload page changes to Completed. These templates can now be used to create agreements in ICI.
| + | |
| − | <div class="image-green-border">[[File:7.15 Clauses Templates Upload 29.png|720px|7.15 Clauses Templates Upload 29.png]]</div>
| + | |
| − | '''Observations and Assumptions '''
| + | |
| | | | |
| − | The following observations and assumptions need to be taken into consideration while uploading templates using the Legacy Upload tool: | + | The workflow for Legacy Upload process at a glance: |
| | | | |
| − | *If tagging fails for a part of the batch, only the Passed count gets updated while the Failed count is not updated. However, the failed count can be inferred.
| + | S1 |
| − | *The entire XML should be on the same line. Tagging will not function if the tags are split on separate lines.
| + | |
| − | *There should be no non-breaking spaces (ASCII value is xA0) within XML tags. Ensure to replace them with regular spaces in XML tags.
| + | |
| − | *Primary and alternate templates cannot be a part of same batch.
| + | |
| − | *Threading causes some issues. Further, if there has been any error in tagging, it is not possible to rollback or delete instances created using batch upload.
| + | |
| − | *Ensure each template is given a unique name. If two templates are uploaded with the same name, then one of the entries fails. However, the Error file does not show any corresponding error message.
| + | |
| − | *Extended Entities for Template:
| + | |
| − | **Configuration keys will be saved in WindowsTask Service solution in AppSettings.config. For example, ExtendedTemplateEntityName or ExtendedTemplateEntitySysIdAttributeName.
| + | |
| − | **Email needs to be added as value in user type attribute.
| + | |
| | | | |
| | | | |
Organizations may have a large number of existing Agreements that are created outside of ICI platform. These are henceforth referred to as Legacy Agreements. Organizations may want to import these Agreements to ICI to leverage its vast capabilities and manage all Agreements within a single platform.
ICI legacy Migration tool helps in migrating these large volumes of legacy Contracts from the Customer system to ICI Application with accuracy and efficiency which helps in creating a central repository. This in turn helps in a shift from Paper base to digitalization.
The Legacy Upload tool follows a simple workflow to upload the aforementioned entities.
