Self-Serve Tools

Self-Serve tools include tools and features of ICI that can be used out-of-the-box by authorized users. Besides serving ICI users with specific feature and performance goals, being self-sufficient is the primary goal of these tools. These tools are user-friendly and time-saving, enabling users to perform tasks by themselves instead of reaching out to Icertis Solutions Engineering, Database or Support teams based on the requirement. Sometimes, these changes were minor and of low complexity, but the turnaround time was substantial.

The ICI Self-Serve tools include:

• Search Sync Tool
• Translations Editor Tool
• Improved ICI Health Check Tool
• Configurations Key Editor Tool
• Promote to Production (P2P) Tool

• The ICI application, version 7.11 and above
• The user must have valid credentials to access ICI and the User Administration tile.

Search Sync Tool

The Search Sync tool gets data from Icertis Search for a given instance’s Sys Id and synchronizes it if required. Using the fetched ES value, the tool validates if the Sys Id is the latest for the respective instance or if a sync is required. This tool can be accessed by the Administrator from the Admin Task on User Administration tile.

If the key exists, the latest value from ES will be displayed. If the key does not exist, the system displays an error message indicating that the value could not be fetched for the provided Sys Id. The Sys Id can be provided as input CSV file or as comma separated. Either comma separated Sys Ids can be entered or a CSV file can be uploaded.

This helps to make the entity search more streamlined and efficient. Users can quickly refer to related agreements at the time of deals or audits.

Note: Data can be fetched from only one instance at a time. A dedicated key must exist for ES sync to work with Sys ID.

You can search the documents that an Agreement is linked to.

To use the Search Sync Tool:

1. Click Admin > Admin Task. The Admin Task page opens.

2. Click the Search Sync task from the left pane.

4. Select the Entity Type from the drop-down to sync data to the Icertis Search. For example, Agreement.

5. Select the Contract Type from the drop-down.

5. Toggle Skip Agreement Document Indexing to Yes/No as required.

6. To get the Sys Ids, click the Upload CSV button to upload the .CSV Agreement or enter the Sys Id using comma-separated value in the box.

7. Click the Upload CSV button to upload the CSV document. The Upload Document window opens.

8. Click SelectFile to upload a CSV file and add a note if required.

9. Click Upload File. The file is uploaded to the File Path displayed.If the uploaded file format is incorrect, an alert message is displayed. The supported file formats will be also be displayed.

If the uploaded file format is incorrect, an alert message is displayed. The supported file formats will be also be displayed.

10. Click Sync. The Sync Request Accepted message is displayed. 

11. Click Ok. Users can now get data from ES for a given instance’s SysId and can check if it has the latest value or if a sync is needed.

12. Select Get ES Value.

13. Enter the SysId and click Go. If the key exists, the latest value from ES will be displayed. If the key does not exist, the error message Please enter valid SysId is displayed.

Users can now get data from Icertis search for a given instance’s SysId so that they can look up the value and identify whether it is the latest or if a sync is needed. If the key exists, the latest value from ES will be displayed. If the key does not exist, the system will display the error message “Could not fetch value for provided SysId”.

Translations Editor Tool

The ICI platform is available in different languages and different languages label text are available for localization. However, to make any changes to the localization values, users had to reach out to the Solutions Engineering or Database teams. Sometimes, these changes were minor and of low complexity, but the turnaround time was substantial.

Hence, a self-service Translations Editor tool has been introduced that contains all strings that are localized. The Translations Editor tool supports adding localized values in different languages for Reason Codes as well.

Users can now download all keys and their localization values as an Excel file, modify multiple values, and upload the modified changes to ICI. Once the values are updated in ICI, the caches are updated automatically to avoid the cache flush and server restart. This has significantly enhanced productivity as the turnaround time to update the Resource Key values has been eradicated.

Using this tool, users can now:

• Search for a specific string using the search bar and update the Resource Key value for Language and Locale.
• Update multiple language strings by selecting and saving the Resource Key value.
• Download and upload the localization key values using Microsoft Excel.
• View the modified values in the ICI instance immediately.

To use the Translations Editor Tool:

1. Click the User Administration tile on the Home page.

2. Select Admin Task from the drop-down. The Admin Task page opens.

3. Select the Translation Editor task from the left pane.

Users can update translations in the following ways:

1. For selective editing, select a language and a resource key to update the translations.

2. For bulk editing and updation of multiple languages and resource keys, use the Download / Upload option to download an MS Excel sheet.

For editing Resource Key values selectively:

1. From the Select Language drop-down, select a language in which you want to edit the labels.  For example, français (French).

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

2. Enter a ResourceKey value in the Search field to edit. For example, default. All ResourceKey(s) with the Par défaut (default) values from the French language are displayed.

Note: ResourceKey is a unique key by which the application gets its label text for different languages.

3. Click the Edit this Resource Key for Multiple Languages icon in the Actions column.

You can change the key for a single language or for multiple languages as required. For example, change Par défaut to défaut in French or Predeterminado in Español (Spanish) to Defecto.

4. Click Update. The ResourceKey value for default is updated to défaut for French and to Defecto in Spanish.

5. The Resources Updated Successfully message is displayed. Click Ok.

You can select the respective languages (French or Spanish) to verify that the resources have been successfully updated.

 For editing Resource Key values of multiple languages in bulk:

1. Click Download File. A Microsoft Excel file (named BulkActionWorkBookStringResource) that contains all the Resource keys and values for all supported languages in ICI is downloaded.

2. Open the downloaded Microsoft Excel file.

3. Click Enable Editing. All ICI supported language Resource keys and their respective values are displayed.

4. Edit the ResouceKey of multiple languages as required.

5. Save the Excel file.

6. Click Upload File. The Upload Translations window opens.

7. Click SelectFile. The Open window opens.

8. Select the updated Excel file.

9. Click Open. A warning window opens indicating that this is a heavy operation and can potentially affect overall application performance.

10. Click Ok. The Upload Summary displays the number of Records Uploaded, Records Processed, andRecords Updated Successfully values.

11. Click Close. The label translations have been achieved for multiple languages in bulk.

ICI Health Check Tool

The ICI platform hosted on Azure Cloud uses services such as Icertis Search, Redis along with internal components such as APIs and Task services. However, no services were used to provide an insight on the application health except for the ICI Health Check page that provided regular application health checks and application monitoring to be able to detect issues before they became full-fledged outages.

The ICI Health Check page has been further extended to cover additional parameters to help identify potential outages and diagnose issues. The health insights will provide information on how well the ICI Instance and its service is performing, its overall health, as well as its usefulness to users. Users will now be able to access a dashboard (without logging into ICI) that tracks application health alongside usage metrics and application crash data.

The health statuses are classified into three categories:

• Warning - This is indicated with a yellow warning icon
• Healthy - This is indicated with a green checkmark icon
• Unhealthy - This is indicated with a red warning icon

The following details are displayed in the Health Check:

• Icertis Search Health: This displays the Status (yellow/green/red), the Icertis Search version and the Uptime, and so on.

• Redis Cache Health: This displays the Redis version, Uptime In Days, CPU usage, Connections Received and Commands Processed, and so on.

• API Health: This displays the API Response Time, Status and Issues and so on.

• Database Server Metrics: This displays the CPU usage percentage, User Connections, Total Server Memory, Disk Read/Write IO/Sec and so on.

• IIS Server Metrics: This displays % 404 HTTP Response Sent, % 500  HTTP Response Sent, percentage of CPU utilization per process, Requests/sec, and so on.

To check the health of your system:
1. Enter /health/viewhealth at the end of the URL of your ICI instance. For example, https://apexorg.icertis.com/health/viewhealth. The various tools and their health are displayed.

Icertis Search Health
The details for the Icertis Search Health include the status, node total, primary and relocating shards, version, heap percent, uptime, and so on. For example, the Status is green.

Redis Cache Health
The details for the Redis Cache Health include the uptime in days. Connected or blocked clients, rejected connections, CPU usage, and so on. For example, the Uptime in Days is 28.

API Health
The API Health provides the response time. For example, 94 ms.

Task Service Health    
The Task Service Health provides the failed count for keys and when it was last successful. 

Database Server Metrics
The details for the Database Server Metrics Health include the edition, SQL server resource pool stats, and so on.

IIS Server Metrics
The details for the IIS Server Metrics Health include the total method requests/sec, number of seconds an IIS Worker process has been running, the percentage of CPU utilization per process, and so on.

Configuration Key Editor Tool

The Configuration Key Editor tool facilitates a logged-in user (who has access to Azure subscription) to search and update configuration keys, as and when required. It has been introduced for easier instance management and improved productivity, thus reducing the dependency on the Engineering and DevOps teams.

It includes:

• The Config Editor
• The Redis Flush

The Config Editor is a self-service tool that allows teams to edit instance configurations without having to connect to the instance machines. Once the key values are changed, the cache is automatically updated to avoid the server restart. The tool only works for non-production environments. The production environment configuration changes are controlled by Operations team, and the tool would not be available for production environment.

The Redis Flush is a self-service tool which allows Administrators to flush the cache or look up a particular key for its value of Delete a Key. The tool can also be used to perform Role Restart on the instances to which the user has access.

To use the Configuration Key Editor Tool:
1. Login to the ICI Tools portal (icmtools.icertis.com) with your ICI credentials.

3. Select the environment from the Environment CName drop-down that you need to access for configuration. All the instances that have you have access to will be displayed. 

4. ClickSubmit after selecting the environment. The configuration json files for the selected environment are displayed for all available features, security details, database connections, and so on related to the selected instance.

5. Select a Config Key from the list to change its value as required. For example, the Config Key AgreementAutoRenewReminderNotificationPeriod has the reminder period set at 3 days may be changes to 2 days.

6. Click Save and Role Restart to save the new value of 2 days. The specific json file for the respective CName will be reset (i.e. perform a role restart). This means that the configuration is reset in the Icertis search and the server is restarted, so that the new value is reflected on the instance.

7. Click Download to download the entire file so that you can edit it offline and then upload it directly to the instance.

Promote Configurations (P2P) Tool

The Promote to Production (P2P) process of the ICI platform helps to move ICI Configuration from source (Config/UAT) environment to target environment, thus reducing the manual efforts to do so. P2P process enables to selectively move ICI configuration. The Promote Configuration Tool or P2P is designed to accomplish just that.

The tool already supported contract types, contract type attributes, clauses and templates (along with the documents), notification templates, rules, masterdata, users, user groups and security groups. The Icertis search sync is also supported by the tool.

With the 7.15 release, to provide a seamless P2P experience, enhancements have been made in ICI to support the following additional entities :

• Organizations (Orgs), Organization Groups (Org Groups)
• Users, User Groups, Security Groups
• Role Action Mapping
• Currencies
• Reasons
• SLA Matrix
• Notification Category
• Default Search Columns
• Application Settings
• Global/Admin Saved Searches

Here is an overview of the P2P process:

Accessing P2P Tool

To access the P2P tool: 

Click "Configure" >"P2P Configuration" tile or menu on the top navigation. The "Promote Configuration" page opens.

The Promote Configurationsdisplays the current status of P2P requests and their status.

Note: Users cannot edit a request that is in the Completed state.

Creating a P2P Request

To create a P2P Request:

1. Click  "Configure" > "Promote Configurations"> "Create Request". The "Create Request" page opens.

2. Enter a "Request Name". 

3. Select a "Target" from the drop-down. 

4. Select the "P2P Request Start Date Time".

5. Select the time to trigger an email to the recipient from the "Intimation Email minutes before P2P Starts" drop-down list. For example, 15 Min.

6. Enter the intimation recipient Email Id in the "Notification Email – Intimation" field.

7. Enter the notification recipient Email Id in the "Notification Email – Success" field.

8. Enter the notification recipient email Id in the "Notification Email– Failure" field.

9. Enter the notification recipient email Id in the "Notification Email – Cancel" field.

10. Click "Next". The "Contract Type" tab opens.

11. Select the "Contract Type" from the "Available Contract Types". 

12. Click the right arrow to move the selected contract type to the "Selected Contract Types".

14. Select a template from the "Available Templates" columns. 

15. Click the arrow key to move the selected template to the "Selected Templates" column.

17. Click the arrow key to move the selected clause to the "Selected Clauses" column.

20. Select the Rules that appear.

21. Click "Next". The "Notifications" tab opens.

22. Select the notifications from the grid.

24. Click "Next". The "Master Data & Core Seed Data" tab opens.

25. Click the arrow key to move the selected rule to the "Selected Master Data" column.

26. Select the seed data from the "Available Core Seed Data column". 

27. Click the arrow key to move the selected master data to the "Selected Core Seed Data" column.

31. Select the users on the "Select Users" pane. 

32. Click "Selected Users" from the top right of the pane to view the list of users that have been selected.

33. Click "Filter Users" to view the list of users by an attribute or click "Add Another Attribute" to filter users by additional attributes. For example, Email ID, Phone Number. 

35. Click "Next" if any or no user or user group is selected. The "Security Groups" tab opens.

36. Select the security group from the "Available Security Groups" columns.

37. Click the arrow key to move the selected security group to the "Selected Security Groups" column.

38. Select the KPI from the "Available KPI’s" columns.

39. Click the arrow key to move the selected KPI to the "Selected SaveSearchKPIs" column. 

41. Verify details of the contract types, attributes, templates, clauses, ruleset information, notification templates, transactional master data, core seed data, user and user groups, save search KPI, and security groups that you have selected.

42. Click "Create". The confirmation window opens indicating that downtime is required for this request.

43. Click "Yes" if you wish to proceed. The success message opens indicating that the P2P request created successfully.

The P2P request status changes to "ADDED".

On completion of the P2P request, the status changes to "Completed".

  
The Status column on Promote Configurations index page displays the InProgress percentage (calculated on the basis of weightage provided to each step). Once the task is complete, the status changes to Completed.

• Request Error Details: This tab contains multiple columns providing more information about the P2P Request. 
  • Warning: Displays if an error or warning is encountered when creating the P2P request.
  • Validation Area: Displays the specific area where the validation error occurred.
  • Error Message: Displays the error message for the P2P request including entity name and SysId.
  • Error Description: Displays the detailed description of the error that has occurred when creating the P2P request. 
  • Environments: Displays the environments where P2P request creation is not working as expected. For example, Source, Target. 
  • Auto-Fix: Indicates if the error encountered when creating the P2P request can be fixed automatically. 
  • Manual Step Actions: Displays the list of actions that users need to perform manually to fix the errors when creating the P2P Request. 
• Manual Work Pending: Displays the actions that must be taken manually after P2P request is completed. 
  • Action: Displays the list of actions users must perform to fix the errors encountered when the P2P request is completed. For example, “Publish Required”, “Cache flush required” and so on. 
  • The following details are displayed for an action where applicable. For example, if the action “Es Sync required” action is displayed, then the corresponding details are displayed in the three columns:
    • Entity Name
    • Entity Value
    • SysId

Related Topics: Agreement Management | Association Management | Compliance Management | Template Management | Clause Management | Configuration | Reports | Localizing ICI |