Adding Supporting Documents to an Agreement[edit]


= Adding Supporting Documents to an Agreement =

You can add Associations and supporting documents to an Agreement after it is created. Supporting documents are not necessarily part of the agreement, but are used to capture miscellaneous details, like email threads, minutes of meetings, and so on. There are two types of associations:

*Peer to Peer: when an agreement is associated with another agreement or Masterdata.&nbsp;The peer associations can be in Executed,&nbsp;Waiting for Review and&nbsp;Reviewed&nbsp;states.&nbsp;This works only for the configured state(s). 
*Parent to Child: when an agreement and its supporting documents are linked through associations that are defined in a contract type. Inheritance is possible only when the data type of attributes defined for Parent and child agreements are the same. 

To add an Association:

1. '''Click '''the ''Agreement Management ''tile on&nbsp;My Dashboard. The&nbsp;Agreements Page&nbsp;opens.

2. '''Click''' the&nbsp;''Details'' icon&nbsp;&nbsp;to view the details of the selected Agreement. The&nbsp;Agreement ''Details'' Page&nbsp;opens. &nbsp;

3. '''Click''' the ''Associations'' option in the left navigation to see a list of all associations that have been added to the agreement.

4.&nbsp;'''Click''' [[File:Add icon.jpeg|RTENOTITLE]]&nbsp;icon to add a peer to peer association. The''&nbsp;Select Association''&nbsp;page&nbsp;opens.
<div class="image-green-border">[[File:Add supporting documents details page 7.8.PNG|RTENOTITLE]]</div> <div class="image-green-border">
5. '''Select''' an appropriate association&nbsp;and then '''click '''''Select''. The selected Association gets added under the''Association&nbsp;''section&nbsp;with an incremented association number.

6. '''Click '''<font face="Segoe UI">[[File:Add icon.jpeg|RTENOTITLE]]&nbsp;</font>to add a&nbsp;parent to child association. The&nbsp;''Create Associated Document'' dialog box opens with the parent agreement name on the right side of the page.

7. '''Type'''&nbsp;the appropriate information in the respective fields&nbsp;and&nbsp;'''click&nbsp;'''''Create''&nbsp;to create a child association for that agreement.

8. The Association gets added under the ''Association&nbsp;''section&nbsp;with an incremented association number.
<div class="note-box">'''Note:'''&nbsp;In ICM you can auto attach supporting documents to an agreement at a pre-defined state, if proper Masterdata and Rules are created for the specific Contract Type.<br/> Two types of Masterdata must be created:,<br/> *&nbsp;for Mapping:&nbsp;it will consist of Contract type, Associations, Event&nbsp;which is the state when you want the supporting document to get attach with the Agreement and the Smart Link&nbsp;saved search name.<br/> *&nbsp;for Document Repository:&nbsp;it will consist of information such as&nbsp;Document Name, Effective date and&nbsp;Validity.<br/> The Rule needs to be created for the Agreement to get the ''Supporting Documents'' auto attached at the predefined state.</div> 
&nbsp;


== Ability to define parent-child relationship for peer associations ==

ICM provides the functionality to attach associations to agreement entities. This functionality has now been enhanced with the ability to define the type of relationship (association) as ''Parent'', ''Child'' or ''Peer''.&nbsp;<br/> With this release, agreements can have only one association as a parent and all existing related agreements will be tagged as peer associations.


=== Configuring Contract Type to enable parent-child relationship for peer associations ===

Users need to configure the contract type and define default associations to enable the parent child linkage for peer associations.

<br/> To set the associations in Contract Type:

#'''Click '''''Configuration ''> ''Create Contract Type'' > ''Agreement''&nbsp;on the ''Home ''page. The ''Select Contract Type ''page opens. 
#'''Click '''''Next''.&nbsp;The ''Create Contract Type'' page opens. 
#'''Enter '''the ''Contract Type Name''. For example, ''PK_SOW''. 
#'''Enter '''remaining details on the&nbsp;''Details ''tab. 
#'''Click '''''Next''. The ''Attribute ''tab opens. 
#'''Enter '''the details on the&nbsp;''Attributes ''tab. 
#'''Click '''''Next''. The ''Association ''tab opens. 
#'''Click '''''Add Association'' icon. The ''Add Association'' section is displayed. 
#'''Add '''''Association Name''. For example, ''ICMPK_MSA.'' 
#'''Select '''the ''Contract Type''. For example, ''PK_MSA.'' 
#'''Toggle '''the ''Multiple Instances''&nbsp;field to ''Yes''. 
#'''Toggle '''the ''Allow two-way linkage ''field to ''Yes''. 
#'''Click '''''Save''. The association is added to the contract type. 
#'''Enter '''the details on&nbsp;the ''Display Preference'' and ''Team ''tabs. 
#'''Verify '''the details&nbsp;and '''click '''''Create''. The agreement contract type is created.&nbsp; 

Screenshot

You can also edit and configure the associations in the existing agreement contract type.

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=== Creating the single-linked associations for agreements ===

User can link the masterdata instance as an association to the agreement. In such case, the&nbsp;''Linkage Type''&nbsp;drop-down will not be displayed on the ''Lookup Search'' window and the association will be added as peer.

Note: The self-reference linkage is enabled through technical configuration.

To create the self-linked masterdata association for the agreement:

#'''Click '''''Agreement Management ''> ''Agreement'' on the ''Home ''page. The agreement index page opens. 
#'''Click '''''View Record'' icon next to the contract type for which you want to create associations. For example, ''Icertis Statement of work'' (agreement created with ''PK_SOW'' contract type). The agreement ''Details ''page opens. 

All the configured associations for the contract type will be visible by default on the left panel configuration under ''Associations&nbsp;''tab on the agreement ''Details ''page.
<ol start="3">
<li>'''Click '''''Create Associations ''icon next to the masterdata contract type for which you want to create the single-link association. For example, ''Product Masterdata''. The ''Lookup'' ''Search ''window opens. All the masterdata instances for the selected masterdata contract type are displayed.</li>
<li>'''Select '''the masterdata instance. For example, ''Ads Data Hub.''</li>
</ol>

Screenshot

The linkage type field on the Lookup Search window is not visible while creating associations for masterdata and the associations are linked as Peer by default.
<ol start="5">
<li>'''Click '''''Select''. The masterdata will be linked to the agreement with the linkage type as ''Peer''.</li>
</ol>

Screenshot

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=== Creating the unidirectional associations for agreements ===

The ''Allow Two-Way Linkage'' field is set to ''No ''for the associations in the contract type to create the unidirectional associations.

To create the association for the agreement:

#'''Click '''''Create Associations'' icon next to the contract type you want to link to the agreement. For example, ''Base CT'' (This association is configured with the two way linkage disabled at the contract type level).&nbsp; 

The ''Lookup Search ''window opens. All the agreements for the selected contract type (''Base CT'') are displayed irrespective of their states.

Screenshot

Note: Amendments will not be displayed for associating with agreement on the ''Lookup Search'' window.
<ol start="2">
<li>'''Select '''the agreement instance. For example, ''ICMBaseCT_5.''</li>
</ol>

The association will not be allowed and the validation messages will be displayed if the user tries to:

*'''Relink '''the already associated agreement 
*'''Link '''the parent agreement with its child agreement as peer association&nbsp; 
*'''Link''' the same agreement to itself ( self-linking the agreement) 
*'''Link '''more than one agreement with the linkage type as parent to the agreement 
*'''Link''' the agreement as child which already has a parent association 

For example, validation message is displayed when the user associates the agreement as child which already has parent:

Screenshot
<ol start="3">
<li>'''Select''' the ''Linkage Type'' as:</li>
</ol>

*''Peer'' 
*''Parent'' 
*''Child'' 

For example, ''Parent''.

Note: the ''Linkage Type'' field is enabled through technical configuration.

Screenshot
<ol start="4">
<li>'''Click '''''Select''. The agreement will be associated with the linkage type as ''Parent''.</li>
</ol>

screenshot
<ol start="5">
<li>'''Click '''''View Record''&nbsp;icon next to the association. For example, ''ICMBaseCT_5''. The association ''Details ''page opens. The original agreement (''Icertis statement of work'') will not be associated with the current agreement.</li>
</ol>

Screenshot


=== Creating the bidirectional associations for agreements ===

Users need to set the ''Allow Two-Way Linkage'' field to ''Yes ''for the associations in the contract type to create the bidirectional associations.

To create the association for the agreement:

#'''Click '''''Create Associations ''icon next to the contract type you want to link to the agreement. For example, ''PK_MSA''. The ''Lookup Search'' window opens. All the agreements for the selected contract type are displayed irrespective of their states. 

Screenshot
<ol start="2">
<li>'''Select''' the agreement instance. For example, ''ICMPK_MSA_18.''</li>
<li>'''Select '''the ''Linkage Type. ''For example, ''Parent''.</li>
</ol>

Screenshot
<ol start="4">
<li>'''Click '''''Select''. The agreement will be associated with the linkage type as ''Parent''.</li>
</ol>

Screenshot
<ol start="5">
<li>'''Click '''''View Record''&nbsp;icon next to the association created. For example, ''ICMPK_MSA_18''. The association ''Details ''page opens. The original agreement (''Icertis Statement of work'') will be displayed with the linkage type as child on the association grid of the current agreement.</li>
</ol>

Screenshot

Note:&nbsp;

*When associations are linked with linkage type as peer, both linked agreements will be displayed on the respective association grids with the linkage type as peer. 
*Users can modify the existing linkage type of associations.<br/> &nbsp;


=== Creating the peer associations for amendments ===

To create the association for the amendment:

#'''Click '''''Agreement Management ''> ''Agreement ''on the ''Home ''page. The agreement index page opens. 
#'''Click''' ''View Record'' icon next to the amendment for which you want to create associations. For example, ''Icertis SOW Amendment''. The amendment ''Details ''page opens. 
#'''Click '''''Create Associations'' icon next to the contract type you want to link to the agreement. For example, ''PK_MSA''. The ''Lookup Search'' window opens. All the agreements for the selected contract type are displayed. 
#'''Select '''the agreement instance. For example, ''ICMPK_MSA_17.'' 

Screenshot

Note: The linkage type field on the''Lookup Search ''window will be disabled while creating associations for amendments and the associations are linked as peer by default.
<ol start="5">
<li>'''Click''' ''Select''. The agreement will be associated with the linkage type as peer.</li>
</ol>

Screenshot

When the amendment is created for the agreement, all associations from parent agreement will be copied to the amendment with the relation type as peer.


=== Dissociating two-way linked associations ===

In case of two-way linkage, if one of the association is dissociated, it will be removed in the other associated agreement as well.

To dissociate the association for ''SOW ''agreement:

#'''Click '''on the ''Associations ''you want view on the left panel configuration on the agreement ''Details ''page. For example, ''PK_MSA''. The association grid opens. 
#'''Click '''on the three dots next to the agreement you want to disassociate. For example, ''ICMPK_MSA_19.'' The action drop-down opens. 

Screenshot
<ol start="3">
<li>'''Select''' ''Disassociate''. The confirmation window is displayed.</li>
</ol>

Screenshot
<ol start="4">
<li>'''Click''' ''Yes''. The association will be removed from the agreement.</li>
</ol>

Screenshot

When user dissociates the association in the agreement, the association is removed from the linked (parent/child or peer) association as well for two-way linkage type. For example, ''ICMPK_SOW_223'' is removed from ''ICMPK_MSA_19.''

Screenshot


=== Copying the Agreement with selected associations ===

User can copy the existing agreement and create a new copy with ''Copy Record'' functionality.

To copy the agreement:

#'''Click''' ''Agreement Management'' > ''Agreement'' on the ''Home ''page. The agreement index page opens. 
#'''Click''' ''View Record'' icon next to the agreement for which you want to create a copy. For example, ''Icertis Statement of Work ''(agreement created with ''PK_SOW'' contract type). The agreement ''Details ''page opens. 
#'''Click''' ''Copy Record'' action icon.&nbsp; 

The agreement will be copied if its associations are of peer and parent linkage type. The agreement with associations with linkage type as child cannot be copied and the validation error is displayed.<br/> For example, the agreement ''Icertis Statement of Work'' has the association ''ICMPK_MSA_20 ''with linkage type as child, so the agreement cannot be copied.

Screenshot

The validation message is displayed.&nbsp;

Screenshot

=== Configuring the contract type for inheritance ===

Users can configure the Contract type to associate and inherit all its attributes while creating the agreement. User need to set the attributes as global and there Is_inherited property to Yes at contract type level to enable the inheritance of the agreement.

To set the attribute properties in agreement contract type:

#'''Click '''Configuration > Create Contract Type > Agreement > Next on the Dashboard. The Create Contract Type page opens. 
#'''Enter''' the Contract Type name. For example, ICMPK_MSA. 
#'''Enter''' remaining details on Details tab. 
#'''Select '''the attribute you want to localize. For example, GS_Mobile_Company. 
#'''Toggle''' On the Is_inherited field. 
#'''Click''' Save. The Attribute updated successfully message is displayed. The Association tab opens. 

Screenshot
<ol start="7">
<li>'''Click''' Next. The Association page opens.</li>
<li>'''Enter''' details in the remaining Association, Display Preference and Team tabs.</li>
<li>'''Verify''' and '''click '''Create. The agreement contract type is created.</li>
</ol>

Similarly, configure the contract type which inherits this ICMPK_MSA contract type.

#'''Click '''Configuration > Create Contract Type > Agreement > Next on the Dashboard. The Create Contract Type page opens. 
#'''Enter '''the Contract Type name. For example, PK_SOW. 
#'''Enter '''remaining details on the Details and Attributes tab. 
#'''Click '''Next. The Association page opens. 
#'''Select '''the association you want to inherit. For example, ICMPK_MSA. 
#'''Toggle '''the Allow Inheritance field to Yes. 
#'''Click '''Save. The association is added to the contract type. 
#'''Enter''' details in the remaining Display Preference and Team tabs. 
#'''Verify '''and '''click '''Create. The agreement contract type is created.&nbsp; 

Screenshot

You can edit and configure the existing agreement contract type to allow the inheritance.

=== Creating agreements by inheriting the agreement ===

#'''Click '''Agreement Management > Create Agreement on the Dashboard. The Create Agreement page opens. 
#'''Select '''the Contract Type. For example, PK_SOW. 

Screenshot
<ol start="3">
<li>'''Click '''Next. The Attributes page opens.</li>
<li>'''Click '''Inherit action icon next to the contract type you want to inherit in Associate and Inherit field. For example, PK_MSA. The Lookup Search window opens. The agreement instances of the selected contract type are displayed.</li>
</ol>

Screenshot

Note: Associate and Inherit field is displayed for the contract types which have an association with other contract type.
<ol start="5">
<li>'''Select '''the agreement instance. For example, statement of work.</li>
<li>'''Click '''Select. The agreement will be inherited into the agreement you are creating.</li>
</ol>

Screenshot

The attributes in the parent agreement with Is_Inherit property set to yes will be inherited in the current agreement.
<ol start="7">
<li>'''Click''' Next. The Select Template page opens.</li>
<li>'''Select''' the template and click Next. The Verify page opens.</li>
<li>'''Verify''' and '''click '''Create and Publish. The agreement will be created.</li>
</ol>

The inherited agreement will be associated with the current agreement with the linkage type as peer and displayed on the association grid of the agreement.<br/> For example, the inherited agreement ICMPK_MSA_20 is associated with the current agreement ICMPK_SOW_225 as Peer.

Screenshot

Note: The associations of the parent agreement will not be inherited while creating an agreement.

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== Auto-attachment of Associated documents ==

You can also&nbsp;create multiple Agreements that will have all the required supporting documents auto-attached to it. For this to work, the ICM Administrator must create two Masterdata Contract Types, one for the Supporting Documents and another to map the Agreement Contract Type to the specific Supporting Document. This feature will be useful when several Agreements need to be created with the same supporting documents. For example: Every sales order Agreement may be required to include a warranty documentation.

== Tagging Saved Search of Associated documents in an Agreement ==

There are two ways to add an Associated document Saved search to an Agreement.&nbsp;

*Adding the Saved search tag to the Template 
*Adding the Saved search tag to the Agreement document 

'''Note''': A Saved Search needs to be created in ICM of the required association data.&nbsp;

'''To tag Associated Document Saved Search:'''

You can add the rich text content control to tag the saved search in the Template or Agreement document using Word:

1. '''Select&nbsp;'''the&nbsp;''Plain Text Content Control ''from the&nbsp;''Developer''&nbsp;menu.

2. '''Click&nbsp;'''''Properties. ''The''Content Control Prpoerties ''winow opens''.&nbsp;''

3.''&nbsp;'''''Enter&nbsp;'''the ''Title ''and tag as&nbsp;ICMAssociation|AssociatedSavedSearchName.&nbsp;For example,&nbsp;ICMAssociation|Country Master.

4. '''Click '''''Ok. The ''Saved Search is now tagged in the Template/Agreement document in the form of a table.
<div class="image-green-border">[[File:Creating Template Content Control tag 7.8.PNG|RTENOTITLE]]</div> 
'''Note''': This template is uploaded in ICM to be available while creating a document. The Saved Search is visible after assembling the contract.

Upon publishing the Agreement you can add more instances to the Associated document Saved Search in the&nbsp;Agreement document from the Agreement's ''Details ''page:

1. '''Click '''the ''Associations ''tab on the Agreement's&nbsp;''Details ''page.&nbsp;

2. '''Click '''the ''Create Association''&nbsp;icon in the Associations tab. The ''Create Association'' page opens.&nbsp;&nbsp;
<div class="image-green-border">[[File:Adding supporting document create association icon 7.8.PNG|RTENOTITLE]]</div> 
3. '''Enter''' the necessary details on the Meta Data tab. For example,&nbsp;''Name, Contract Value''.
<div class="image-green-border">[[File:Adding supporting document create association page 7.8.PNG|RTENOTITLE]]</div> 
4. '''Click '''''Next''. The Templates tab opens.

4. '''Select '''the appropriate template.&nbsp;

5. '''Click '''''Create''. The association instance is added. The Agreement's ''Details ''page opens. The number next to the association is updated in the ''Associations ''tab.Erlier there were 2 instances of the associations and now there are 3.&nbsp;
<div class="image-green-border">[[File:Adding supporting document updated association 7.8.PNG|RTENOTITLE]]</div> 
6. '''Click '''the ''Assemble Contract&nbsp;''button on the ''Details ''page. The newly added instance get's updated in the Agreement document.

'''Note''': The Associated document saved search instances can also be updated in the document by ''Edit ''and ''Update ''actions.&nbsp;

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'''Related Topics''':&nbsp;&nbsp;[[Agreement_Details_Page|Agreement Details Page]]&nbsp;|&nbsp;[[Association_Management|Association Management]]&nbsp;|&nbsp;[[Saved_Searches|Saved Searches]]</div>