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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.

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 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.
  • 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.
  • 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.

 

 

 

'''Important Considerations''' 

  • 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 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, .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.
  • 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. 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.
  • Since this is only a provisioning tool, as such any sort of updates to uploaded records are not supported.

 

 

 

'''Uploading entities using Legacy Upload'''

You can use the utility to upload the following entities: 

  • Agreements with Team, Notes, and Commitment
  • Amendments with Team, Notes, and Commitment
  • Associated Documents (with or without workflow)
  • Masterdata (with or without workflow)
  • User Information (with or without Extended Attributes)
  • Clauses (with or without Extended Attributes)
  • Templates (with or without Extended Attributes)

 

The Legacy Upload tool follows a simple workflow to upload the aforementioned entities.

The workflow for Legacy Upload process at a glance:

S1

 Creating a contract type entity for Legacy Upload

 

To upload legacy records in ICI, there must be a relevant contract type configured in the ICI as per the specific entity type need of legacy records.

 

If the contract type does not exist in ICI, you must create the contract type for the entity of legacy records. You must configure the details of legacy records as the attributes in ICI contract type.

 

'''Configuring contract type with or without approval workflow'''

 

You can upload entities such as Associations, Masterdata with or without Approval Workflow using Legacy Upload.

 

You can automatically attach the Approval workflow to an entity while processing the Legacy Upload batch. All you have to do is enable the approval workflow in the contract type by setting the Enable Approval Workflow attribute value to Yes.

 

For entities that have the Enable Approval Workflow attribute value set to No in their contract type, the approval workflow will not follow automatically. You can enable the workflow manually, whenever needed, by clicking the Resume WF icon.

When an Entity that has been uploaded without workflow is viewed in ICI, it will not have any buttons visible on the UI.

 

 

To create a contract type:

  1. Click Configuration > Create Contract Type on the Home page. The Create Contract Type page opens.
  2. Select the Contract Type of the entity for which you want to upload legacy records. For example, AGREEMENT Contract Type.
  3. Click Next. The Details tab opens.
  4. Enter the Contract Type Name and other required details.
  5. Toggle the “Enable Approval Workflow “ to Yes if you want to enable the workflow for approval for this contract type with the creation.

S2

  1. Click Next. The Attributes tab opens.
  2. Select and add the Attributes which are required for the legacy records you are uploading, to map them to the ICI Contract Type.

S3

  1. Click Next and enter the details on the Associations, Display Preference and Team tabs to complete the contract type creation following the standard ICI workflow.

Refer the Creating Contract Type for further details on how to configure contract types.

 

Note: You do not need to create a contract type for amendments as the required contract type is already available when the parent agreement records were created.

 

 

'''Configuring contract type with mandatory Associations'''

There may be cases where any associated documents are required before an Agreement can move to the Executed, Expired or Terminated 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.
Whether an Association is mandatory or not can be seen in ICI in the following 2 ways:
If Is Mandatory flag is set to Yes while adding an Association for a particular Agreement Contract Type, an Association is mandatory. 

S4

If Prerequisite or Post requisite is selected in the Constraints drop-down list while creating an Associated Document Contract Type, an Association is mandatory.

 

S5

 

 

 

 

'''Creating a batch for an entity'''

Once the relevant contract type is present in the ICI, you can create a new batch to upload the legacy records in the ICI from the Legacy Upload page.

Creating a batch for agreements

  1. Click the User Administration tile on the Home page.  The sub menu tiles dropdown opens.
  2. Click the Admin Task tile. The Admin Task page opens.

S6

  1. Click the Legacy Upload option. The Legacy Upload page opens.

S7

  1. Click the Create Batch icon. The Create Batch page’s Details tab opens.

S8

  1. Identify the entity for legacy records and select the Legacy Upload Action accordingly from the dropdown. For example, select Create Agreement when you are creating a batch of agreements.

S9

  1. Select the Contract Type Name. The dropdown will show all agreement contract types configured in ICI. For example, ICMMSA.

S10

  1. Click Next. The Attributes tab opens. The Available Attribute section shows all attributes from the selected agreement contract type in the left column. The mandatory attributes like Name is already populated in the Selected Attribute list

 

 

  1. Select the attributes for which you want to upload the legacy data in the current batch from the Available Attribute section and add to the Selected Attribute section using the action arrows. For example, select attributes Name, Contract Description and Effective Date.

S11

Note: Mandatory and Dependent attributes will be automatically included in the generated workbook.

  1. Click Generate Workbook. The workbook template is generated in the MS Excel format and downloaded at the pre-set download location on your system.

 

 

'''Creating a batch for Amendments'''

The agreement contract type for uploading Amendments is already available in the ICI when the parent agreements were created or unloaded. You can create a set of agreements that you want to upload amendments to, using the Saved Search capability.

 

To create an amendment batch:

  1. Click User Administration > Admin Task on the Home page. The Admin Task page opens.
  2. Click the Legacy Upload option. The Legacy Upload page opens.
  3. Click the Create Batch icon. The Create Batch page’s Details tab opens.
  4. Select the Legacy Upload Action from the dropdown. For example, Create Amendment. The fields to select Saved Search and Contract Type name are displayed.
  5. Select a Saved Search. For example, All Executed Agreements.

You must create a saved search beforehand to group the agreement records to which you want to add the amendments through Legacy Upload. For example, here, configure the Saved Search for all Executed Agreements. The system would ignore all statuses other than Executed.

  1. Select the Contract Type Name. The dropdown will show all agreement contract types from the selected Saved Search. For example, select ICMMSA.

S12

  1. Click Next and complete the batch creation for Amendments following the same process as for the creation of the agreement batch.

 

 

 

Creating a batch for Associations

Before you proceed to upload Associations using the Legacy Upload, ensure that the parent Agreements are already uploaded. Also ensure that the Associated Document Contract Type has been added in the Associations tab in the parent Agreement Contract Type.

 

You can upload Associations with or without Approval Workflow using Legacy Upload in the ICI.

Associations can be mapped with their parent agreements using a Saved Search capability. A set of agreements can be created for which you want to upload peer associations by configuring a Saved Search beforehand. The auto-generated workbook will contain the agreements details from the selected saved search as the parent agreements. These details would help users to find the records in the ICI and map them with the Association agreement code in the workbook.

To create an Association batch:

  1. Click User Administration > Admin Task on the Home page. The Admin Task page opens.
  2. Click the Legacy Upload option. The Legacy Upload page opens.
  3. Click the Create Batch icon. The Create Batch page’s Details tab opens.
  4. Select the Legacy Upload Action from the dropdown. For example, Create Association. The fields to select a Saved Search and parent Contract Type are displayed.
  5. Select a Saved Search to pick a set of parent agreements. For example, All MSA Draft Status.
  6. Select the Contract Type Name for which you want to upload the legacy associations. This dropdown field displays the contract types from the selected Saved Search. For example, select ICMMasterServicesAgreement.

The Association field is displayed to select the associated document contract type for the legacy associations you are uploading in this batch.

This dropdown field displays all Associated Document Contract Types configured under the Association tab for the Contract Type that you have selected in the Contract Type Name field.

 

 

  1. Select the Association contract type. For example, ICMStatementOfWork.

S13

  1. Click Next and complete the batch creation for Association following the same process as for creation of agreement batch.

The auto generated workbook will contain the pre-filled details for the selected agreement contract type from the selected saved search as parent agreements.

 

 

 

Creating a batch for Peer Associations

You can upload associated documents as peer associations to agreements using Legacy Upload.

  1. Follow the same process explained in the section above for creating a batch for Associations till the selection of Associated Document Contract Type on the Details tab of the Create Batch page.
  2. Select the Association contract type. For example, ICMMutualNDA.

When you select the peer Associated Document Contract Type in the Association field, the Association field will reflect this relationship for the selected parent Contract Type and Associated Document Contract Type combination.

Note: When the Self-Linkage is enabled for the selected parent contract type, you can select the same contract type to link as peer association in the Association field.

S14

  1. Click Generate Workbook. The workbook is auto generated with the pre-filled details of parent records for the selected contract type from the selected saved search in the “Parent Agreement Name | Agreement Code | SysId” format.

The workbook for peer associations also contains the Linkage Type column with the values as Parent, Child, and Peer. When there is the Linkage Type Masterdata configured in the ICI, the Linkage Type column will reflect the values from that masterdata.

 

 

 

Creating a batch for Peer Associations with Create wizard flow.

You can create associated documents as peer associations to agreements using Legacy Upload.

  1. Follow the same process explained in the section above for creating a batch for Associations till the selection of Associated Document Contract Type on the Details tab of the Create Batch page.
  2. Select the Association contract type. For example, ICMMasterServicesAgreement.

When you select the peer Associated Document Contract Type in the Association field, the Association field will reflect this relationship for the selected parent Contract Type and Associated Document Contract Type combination.

Note: When the Self-Linkage is enabled for the selected parent contract type, you can select the same contract type to link as peer association in the Association field.

 

S15

  1. Click Generate Workbook. The workbook is auto generated with the pre-filled details of parent records for the selected contract type from the selected saved search in the “Parent Agreement Name | Agreement Code | SysId” format, along with the Peer Association attributes as system would create Peer association like agreement creation and it would get linked to the Parent Agreement.

The workbook for peer associations also contains the Linkage Type column with the values as Parent, Child, and Peer. When there is the Linkage Type Masterdata configured in the ICI, the Linkage Type column will reflect the values from that masterdata.

 

 

Creating a batch for Masterdata

You can upload Masterdata with or without Approval Workflow using Legacy Upload.

 

To create batch for masterdata:

  1. Click User Administration > Admin Task on the Home page. The Admin Task page opens.
  2. Click the Legacy Upload option. The Legacy Upload page opens.
  3. Click the Create Batch icon. The Create Batch page’s Details tab opens.
  4. Select the Legacy Upload Action from the dropdown. For example, Create Masterdata. The fields to select Saved Search and Contract Type name are displayed.
  5. Select the masterdata in the Contract Type Name field. The dropdown will show all masterdata contract types configured in ICI. For example, select ICMSupplierMasterdata.

S16

  1. Click Next and complete the batch creation for Masterdata following the same process as for creation of agreement batch.

 

 

 

 

Creating a batch for User information

You can provision the users in ICI using the Legacy Upload utility. User information is uploaded independently as it is not related to any other entities.

To create a User Provisioning batch:

  1. Click User Administration > Admin Task on the Home page. The Admin Task page opens.
  2. Click the Legacy Upload option. The Legacy Upload page opens.
  3. Click the Create Batch icon. The Create Batch page’s Details tab opens.
  4. Select the Legacy Upload Action from the dropdown. For example, User Provisioning.

When the Extended User Entity masterdata is configured in the system, the Next button is displayed to select the attributes from the extended masterdata, else the Generate Workbook button is displayed.

S17

  1. Click Next. The Attributes tab opens.

The Available Attribute section displays all attributes from the Extended User Entity masterdata contract type.

  1. Select the attributes for which you want to upload the legacy data in the current batch from the Available Attribute section and add to the Selected Attribute section using the action arrows.
  2. Click Generate Workbook. The workbook template is generated in the MS Excel format and downloaded at the pre-set download location on your system.

 


 

 

 

Creating a batch for Clauses

You can import bulk clauses into ICI with the help of Legacy Upload Tool. User can migrate their existing clause repository from their previous system with lot of easy, along with it the tool also supports attributes tagging capability. An XML specification document is also released which can be used for creating tags in the input document files of Clauses.

To create Clauses batch:

  1. Click User Administration > Admin Task on the Home page. The Admin Task page opens.
  2. Click the Legacy Upload option. The Legacy Upload page opens.
  3. Click the Create Batch icon. The Create Batch page’s Details tab opens.
  4. Select the Legacy Upload Action from the dropdown. For example, Clauses.

When the Extended Clause Entity masterdata is configured in the system, the Next button is displayed to select the Clause Additional Attributes from the extended masterdata, else the Generate Workbook button is displayed.

S18

  1. Click Next. The Attributes tab opens.

 

The Available Attribute section displays all attributes from the Extended Clause Entity.

  1. Select the attributes for which you want to upload the legacy data in the current batch from the Available Attribute section and add to the Selected Attribute section using the action arrows.
  2. Click Generate Workbook. The workbook template is generated in the MS Excel format and downloaded at the pre-set download location on your system.

Creating a batch for Template

You can import bulk Templates into ICI with the help of Legacy Upload Tool. User upload relevant templates with capability of Attribute tagging in it. This helps in reducing the implementation duration and achieve faster efficiency. Along with the tool, an XML specification document is also released which can be used for creating tags in the input document files of templates.

To create Templates batch:

  1. Click User Administration > Admin Task on the Home page. The Admin Task page opens.
  2. Click the Legacy Upload option. The Legacy Upload page opens.
  3. Click the Create Batch icon. The Create Batch page’s Details tab opens.
  4. Select the Legacy Upload Action from the dropdown. For example, Template.

When the Extended Template Entity masterdata and template variables are configured in the system, the Next button is displayed to select the Template Additional Attributes from the extended masterdata, else the Generate Workbook button is displayed.

S19

  1. Click Next. The Attributes tab opens.

The Available Attribute section displays all attributes from the Extended Template Entity.

  1. Select the attributes for which you want to upload the legacy data in the current batch from the Available Attribute section and add to the Selected Attribute section using the action arrows.
  2. Click Generate Workbook. The workbook template is generated in the MS Excel format and downloaded at the pre-set download location on your system.

 

 

 

 

 

1.Accessing Legacy Upload Page

The Legacy Upload page displays the details of uploaded batches in a table format. The batch details include Actions, Status, Error details, Batch Passed count, Failed count and so on. User can filter and search legacy upload batch with column filter capability.

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. After the batch is uploaded, click the batch Name to view the history of the processes performed on a particular batch.

To access the Legacy Upload page:

  1. Click the User Administration tile on the Home page.  The sub menu tiles dropdown opens.
  2. Click the Admin Task tile. The Admin Task page opens.

S20

 

 

  1. Click the Legacy Upload option.

S21

The Legacy Upload page opens.

The page displays the complete statistics for all created and uploaded batches. The page also displays the options to Create Batch and Upload Batch.

S22

 

 

 

Some of the columns on the Legacy Upload page are explained below:

1 tables

1.Preparing the workbook with legacy records data

Once the workbook is generated through the Create Batch process, you need to fill the legacy records data in the respective worksheets to prepare the workbook for uploading the batch.

1.1.Accessing the Workbook

  1. Click the arrow beside the file in the Download bar to display available actions.
  2. Click Open. The pre-configured workbook for the selected contract type opens.

 

Alternatively, you can browse and open the downloaded Workbook from the pre-set download location on your system.

 

S23

 

 

 

  1. Click Enable Editing to allow entering of data in the workbook.

S24

  1. Enter the legacy data in the appropriate worksheets.
  2. Save and close the workbook.

 

 

 

1.2.Specifications of a workbook

  • The Workbook is generated based on the selected contract type.
  • The name of the workbook is constructed as the ICI name of the selected Contract Type Name amended with the date timestamp.
  • The mapping sheet is configured automatically and is part of the workbook.
  • The metadata of the workbook is also auto populated in the Information sheet to avoid any manual efforts.
  • The column order in workbook sheet is maintained same as the sequence of attributes on the UI to maintain the consistency.
  • Mandatory fields are highlighted in red.
  • The lookup fields are provided that display the values from reference entities to avoid wrong data entry errors.
  • All related worksheets for an entity, such as Team members, Notes, and Commitments, are available in a single workbook.
  • The attributes necessary for processing are provided as lookup attributes to avoid errors due to manually entering values.

S25

  • The peer association worksheet also contains the Linkage Type column with the values as Parent, Child and Peer. When there is the Linkage Type Masterdata configured in the ICI, the Linkage Type column will reflect the values from that masterdata.

S26

1.1.Preparing the Mapping Sheet

The mapping sheet is a part of the generated workbook. You need to provide below mentioned details required to process the Legacy Upload batch.

table 2

Apart from these Batch processing details, you also need to provide the entity details.

Note: Ensure that you enter attribute’s ICI name, spelled exactly as they are present in ICI, in the Mapping sheet and do not mention attribute’s display name. The ICI names are case-sensitive.

table 3

The snapshot of the sample mapping sheet for Agreement is:

S27

 

 

 

 

Related Topics: Agreement Management | Managing Organization | Managing Users | Managing User Groups | Managing Security Groups | Application Settings | Notification Settings | Currencies | Reasons | Deleting an Agreement | Search Sync |

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