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The Agreement Management section enables you to manage all aspects of creating and editing Agreements from a single page. From this page, you can do the following tasks:
In ICI, the terms Agreement and Contract are used interchangeably and mean the same thing. In this Help, we will use the word Agreement when discussing Agreements, whereas Contracts will be discussed with reference to Contract Types.
While the actual workflow of an Agreement in ICI can be quite complex and involved, it is summarized in these five steps:
1. Create Contract Request: When someone in your organization, such as a department manager wants to engage a vendor for certain services over a length of time, the individual can raise that request with the procurement department that can then work on that Agreement. Depending on the workflow adopted, your organization may:
2. Create Agreement: In this step, the primary owner or the creator of the agreement selects the contract type, selects attributes and template, and verifies the details that you entered in the agreement. See Create Agreement Page for complete details.
3. Review Agreement: After the primary owner has created an internal draft of the agreement, it is published. The published draft can be sent for review (optional, if decided by the Primary Owner of the Agreement).
4. Approve Agreement: Once the Agreement is reviewed, it can be sent for approvals to the team of people that are working on this Agreement in various roles.
5. Execute Agreement: Several people can review and approve the Agreement before it is ready to be signed. After all, approvals are obtained, the Agreement is sent to be signed by both parties. With both parties signing (known as internal and external signatories in ICI), the Agreement is said to be executed and is now in force.
Notes:
If an incorrect document was initially uploaded by a signatory, a user with the appropriate privilege can upload the correct document even after the agreement is executed. The uploaded document must be a PDF. The "Executed" state of the Agreement remains unchanged. Only the following roles have this privilege:
* Primary Owner
* Secondary Owner
* Contributor
If changes are required in the Agreement that is in an "Executed" state, the Primary Owner of the Agreement can add an Amendment. Changes may be required due to any of the following business reasons:
* The payment terms of the Agreement have changed.
* The Statement of Work (SOW) in the Agreement has changed.
* The terms and conditions of the Agreement have changed due to the introduction of new regulations.
6. Support Multi-party Agreements: ICI offers full platform support for multi-party Agreements. You can now use a single system for managing all your Agreements and capture multiple other parties and divisions on an Agreement seamlessly. It allows you to search only metadata instead of searching multiple attributes, thus making it user-friendly. There is no limit on the number of parties that can be added. All parties can sign the Agreements either manually or electronically, based on the signing sequence set in ICI. It also supports parallel signatures independent of the status of either party.
Such Agreements include Non-Disclosure Agreements, Sell Agreements or business-specific Agreements. For example, A healthcare business group needs Contract Types for managing their contracts, but the Mergers and Acquisitions department needs their own Contract Types.
Key capabilities of Multi-Party:
Refer Agreements and Agreement Details Page for more details on Agreements.
In ICI, as per the contracting business paradigm, an agreement entity goes through different workflows and stages starting from authoring to execution, and expiration or termination.
Users can view the current status of an agreement on the "Agreement Index or Details" page, a generic progress view on the "Team" tab, and logged audit details on the "History" tab. To understand the progress of the agreement and find relevant information, the user needs to navigate through multiple tabs.
A horizontal chevron is displayed, which is a visual depiction of the agreement’s journey that provides a simple, upfront, and consolidated view of the agreement’s lifespan. The chain of compact dots and a square on the top right of the Agreement (or Amendment) details page, just below the title in the title bar, the chevron view prominently communicates an entity’s journey including the previous, current, and possible future states of the agreement. This considerably improves usability for new and existing users as they can now find information easily and with minimum clicks.
The colors of the chevron are indicative of the stage of the agreement:
The chevron displays the following 4 dots corresponding to the various stages of the agreement’s journey:
1. Generate – Agreement (or Amendment) action statuses, as also displayed in the agreement History, up to “Publish”, such as “Draft”, “Modified”, “Cancel”, “Revert”, “Lock-Unlock” etc.
2. Approve – Agreement (or Amendment) action statuses, per Approval stages, such as “Pending” or “Completed” approvals from Deviation Approval, Agreement Approvals, etc. with step numbers.
3. Execute – Agreement (or Amendment) action statuses in the Signature lifecycle, such as “Waiting for Internal Signature” or “External Signature” up to “Executed”.
4. Manage – Agreement (or Amendment) actions reported in History post executed state, such as Reviewed, Terminated, Expired, Amended, Superseded, Archived etc.
On hovering over the chevron dots, a tooltip text is displayed to represent the current status of the agreement - “Agreement (or Amendment) is <State Name>, click here for more information”, where state name is the current state of the agreement or amendment. For example, for an agreement that is published and approved, it shows “Agreement is Approved, click here for more information”.
Note:
Clicking anywhere on the compact chevron view opens up the details and step-by-step history of the agreement lifecycle till that moment in an expanded view.
1. Generate: The following screenshot shows the status of an agreement in draft state:
2. Approve: Displays the following details:
Manage: Displays the following details:
Contract authoring is a team-based activity consisting of multiple subject matter experts and operations personae, often remote from each other. This release features a real-time, collaborative authoring environment, embedded into the Icertis UI where the contract artifacts are stored in ICI and respect all prevailing entitlements.
It is now possible for:
Note:
The Word online editing is available only for Agreements and Amendments in Draft, Waiting for Approval, Approved & Review Pending states.
To edit an agreement online:
1. Click "Agreements". The Agreement Index page opens.
If user is not logged in to Office 365, Word online editor will navigate the user to Microsoft Login page. Editor will automatically login the user if the login information is available from cookies.
4. Click Sign in with a work or school account. The Pick an account page opens if the user is not logged in.
5. Select or add the account. For example, Isha A.
Multiple users can simultaneously edit and contribute in an online editing session of an agreement.
User can copy the document’s online editing session link using the Copy Editor Link available on the Agreement Details page and on the online editing page and share it with other users. The users with valid Office 365 subscription who are authorized to access the agreement can then edit the agreement online.
The details of all the users who are currently editing the agreement along with their real time editing details are displayed at the top of the agreement with the user's initials and with the real time cursor tracking in the document. For example, details of active user IA are displayed in the image below.
6. Edit the content in the document and click Go to Details. The Agreement Details page opens again.
The status of the agreement is now Draft – In Editing with the user name who initiated the editing. For example, Draft – In Editing (initiated by Isha A). All other ICI actions such as Download, Upload Document, Send For Approval and so on will not be available during online editing session.
The Edit Online tab is available in the left navigation pane for the agreement in Draft - In Editing state.
7. Click Edit Online. The inline Word editor opens in the right pane.
8. Click Check In. The Add Note window opens.
9. Type a note to enter details for future reference though this field is optional. For example, Edited on 24th December.
10. Click Check In.
The confirmation window showing the document comparison opens.
11. Click Yes. The changes are saved and a new version of an agreement is created in Draft state. For example, Version 2.
12. Click Discard Changes if you do not want to continue with the changes. The confirmation window opens.
13. Click Yes. The Agreement Details page opens again.
The Discard Changes action will also create a new system generated version of the document in a Draft state to restore the prior version. For example, Version 3.
The audit for online editing session events are captured and displayed in History Tab in the left navigation pane on the agreement Details page.
Users get the emails and notifications for the online editing session which can be accessed from the Notification Dashboard. For example, Agreement Notification- Agreement Online Editor Session Start.
The notifications contain the link to access the agreement record.
The online editing in ICI now covers the editing of Associated Documents along with the agreements in shared online sessions for a complete collaboration with various stakeholders encompassing the components of agreements.
The online editing for associated document is available for the MS Excel, PowerPoint and MS Word files (DOCX, XLSX and PPTX file extensions).
Online editing of associated documents
1. In ICI Web, navigate to the agreement for which you want to edit the associated documents online.
2. In the left navigation pane, click on the Associated Documents tab. The agreement associations are displayed.
3. Click on the association you want to edit. For example, Annexure 1. The associations Details page opens.
4. Click “Open in Office for the Web”. The page reloads and the associated document is displayed in an iframe (in the “Edit Online” tab).
5. Make the necessary changes. While the online editing session is in progress for associated document, the workflow status is displayed as “Draft – In Editing”.
For organizations looking to optimize their contract lifecycle management processes and digital transformation, this release includes capabilities to manage the bulk upload of larger volumes of legacy contracts, and Artificial Intelligence (AI) driven enhancements to improve discovery, identification, and digitization of third-party, legacy and federal contracts.
Using ICI, you have the:
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