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= Creating a Subscription =
 
= Creating a Subscription =
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Using Subscriptions, you can create user notifications and assign appropriate recipients. When creating a subscription:
 
Using Subscriptions, you can create user notifications and assign appropriate recipients. When creating a subscription:
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*Define the entity or a task for which the notification to be sent.  
 
*Define the entity or a task for which the notification to be sent.  
 
*Define the event for which it will be sent.  
 
*Define the event for which it will be sent.  
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<div><div style="float:left;">
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To create a subscription:
 
To create a subscription:
  
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'''1. Click '''the "Notification Settings" option under "Admin" tile and then '''click&nbsp;'''"Subscription". The "Subscriptions" page opens.&nbsp;All the existing subscriptions are displayed on this page such as Agreement Notifications, Clause Notifications. Each subscription groups various notification templates of various events that fit into the respective category. You can also edit or delete the displayed categories.
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1'''. Click '''the "Notification Settings" option under "Admin" tile and then '''click&nbsp;'''"Subscription". The "Subscriptions" page opens.&nbsp;All the existing subscriptions are displayed on this page such as Agreement Notifications, Clause Notifications. Each subscription groups has various notification templates of various events that fit into the respective category. You can also edit or delete the displayed categories.
  
 
2.'''&nbsp;Click''' "Create" on the "Subscriptions" page. The "Create Subscription" page opens.&nbsp;
 
2.'''&nbsp;Click''' "Create" on the "Subscriptions" page. The "Create Subscription" page opens.&nbsp;
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<div class="image-green-border">[[File:8.0-Subscription.PNG|720px|8.0-Subscription.PNG]]</div>
 
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&nbsp;
 
  
 
There are four tabs on this page:
 
There are four tabs on this page:
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<ul style="margin-left: 40px;">
 
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<li>Details</li>
 
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<li>Template</li>
 
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<li>Recipient</li>
 
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<li>Verify</li>
 
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</ul>
 
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<div class="note-box">'''Note''':&nbsp;When creating or editing a subscription, the Administrator&nbsp;must make sure that the language preferences are set to English (United States). Otherwise an information message is displayed. Subscriptions can be created in English only. If you need your subscription in various languages, you can provide the localized content to the ICI&nbsp;configuration team to add it to the database through scripts.&nbsp;</div>
 
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&nbsp;
 
  
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*Details
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*Template
 +
*Recipient
 +
*Verify
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<div class="image-green-border">[[File:AccessingSubsriptionMenu.png|720px]]</div> <div class="image-green-border">&nbsp;</div> <div class="note-box">'''Note''':&nbsp;When creating or editing a subscription, the Administrator&nbsp;must make sure that the language preferences are set to English (United States). Otherwise an information message is displayed. Subscriptions can be created in English only. If you need your subscription in different languages, you can provide the localized content to the ICI&nbsp;configuration team to add it to the database through scripts.&nbsp;</div>
 
'''Details'''
 
'''Details'''
  
 
Fill in the mandatory fields:
 
Fill in the mandatory fields:
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<ul style="margin-left: 40px;">
 
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<li>'''Type'''&nbsp;an appropriate Template Name for the subscription.</li>
 
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<li>'''Select'''&nbsp;an Entity Name such as Agreement.</li>
 
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<li>'''Select'''&nbsp;an Event Name, such as Agreement Approved.</li>
 
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<li>'''Select''' a Category Name such as Agreement Notifications.</li>
 
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<li>'''Click'''&nbsp;Next. The&nbsp;Template&nbsp;tab opens.</li>
 
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</ul>
 
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</div>
 
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&nbsp;
 
  
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&nbsp;
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*'''Type'''&nbsp;an appropriate Template Name for the subscription.
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*'''Select'''&nbsp;an Entity Name, such as Agreement.
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&nbsp;
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*'''Select'''&nbsp;an Event Name, such as Agreement Approved.
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<div class="image-green-border"><br/> &nbsp;</div> <div class="image-green-border">&nbsp;</div>  
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*'''Select''' a Category Name, such as Agreement Notifications.
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*'''Click'''&nbsp;Next. The&nbsp;Template&nbsp;tab opens.
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<div class="image-green-border">[[File:CreateSubscription - Details.png|600px]]</div>  
 
'''Template'''
 
'''Template'''
  
 
On the Template tab, define a template for user notifications and email notifications:
 
On the Template tab, define a template for user notifications and email notifications:
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<ul style="margin-left: 40px;">
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<li>'''Type '''appropriate subject in the Template Subject&nbsp;box. All the notification emails using this template would have this content in the subject line.</li>
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*'''Type '''appropriate subject in the Template Subject&nbsp;box. All the notification emails using this template would have this content in the subject line.  
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<li>'''Type''' an appropriate message in the Template Body. '''Click''' the Attributes list to tag respective attributes in the template body. You can also format the selected attributes by using menu options.</li>
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*'''Type''' an appropriate message in the Template Body. '''Click''' the Attributes list to tag respective attributes in the template body. You can also format the selected attributes by using menu options.  
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<li>'''Click''' Next. The Recipient tab open.</li>
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*'''Click''' Next. The Recipient tab opens.  
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</ul>
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<div class="image-green-border">[[File:CreateSubscription - Template.png|600px]]</div>  
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<div class="image-green-border">[[File:8.0-Subscription1.PNG|720px|8.0-Subscription1.PNG]]</div> <div class="image-green-border">&nbsp;</div>  
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'''Sender/Recipient'''
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'''Recipient'''
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To add recipients:
 
To add recipients:
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6.&nbsp;'''Click''' Add. The user name and role get added in the list.
 
6.&nbsp;'''Click''' Add. The user name and role get added in the list.
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<div class="image-green-border">[[File:8.0-Subscription2.PNG|720px|8.0-Subscription2.PNG]]</div>  
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<div class="image-green-border">[[File:CreateSubscription - AddSender.png|600px]]</div> <div class="image-green-border">&nbsp;</div> <div class="note-box">'''Note''': You can tag users in the Notifications Template using their usernames or Email IDs.</div>  
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&nbsp;
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The details of added recipient are displayed in a tile, as shown the image below:
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<div class="note-box">'''Note''': You can tag users in the Notifications Template using their usernames or Email IDs.</div>  
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<div class="image-green-border">[[File:AddedRecipientTile.png|200px]]</div>
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&nbsp;7.&nbsp;'''Click''' Next. The Verify tab opens.
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7.&nbsp;'''Click''' Next. The Verify tab opens.
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&nbsp;
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'''Verify'''
 
'''Verify'''
  
 
On this tab, verify all the information you entered for the Subscription.
 
On this tab, verify all the information you entered for the Subscription.
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<div class="image-green-border">'''Click'''&nbsp;"Create" to create the Subscription. Notifications will be sent as and when the respective event occurs.</div> <div class="image-green-border">Notification can be sent in multiple languages. If there are multiple recipients with different language preferences for the respective event. The language is identified from the language set by the Internal User and External user with login privileges in their Preferences. One single email is sent to all the selected recipients with the content in different languages. The recipients can simply scroll through the email and read the content drafted in their preferred language.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">[[File:8.0-Subscription3.PNG|720px|8.0-Subscription3.PNG]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">&nbsp;</div>
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'''Click'''&nbsp;"Create" to create the Subscription.
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 +
[[File:CreateSubscription - Final.png|500px]]
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Notifications will be sent as and when the respective event occurs.
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 +
Notification can be sent in multiple languages. If there are multiple recipients with different language preferences for the respective event. The language is identified from the language set by the Internal User and External user with login privileges in their Preferences. One single email is sent to all the selected recipients with the content in different languages. The recipients can simply scroll through the email and read the content drafted in their preferred language.
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== Configuring the associated document type for attachment&nbsp; ==
 
== Configuring the associated document type for attachment&nbsp; ==
  
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Now,&nbsp;
 
Now,&nbsp;
  
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*Administrators can tag the associated document contract type in the email notification&nbsp;template for agreements, assignment agreements, termination agreements, and<br/> amendments.&nbsp;  
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*Administrators can tag the associated document contract type in the email notification&nbsp;template for agreements, assignment agreements, termination agreements, and&nbsp;amendments.&nbsp;  
 
*Users can define:&nbsp;  
 
*Users can define:&nbsp;  
 
**The type of notification as internal or external.&nbsp;  
 
**The type of notification as internal or external.&nbsp;  
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2.&nbsp;'''Click''' the "View Details" icon corresponding to the Associated Document contract type you want to edit. For example, ICMAnnexure1. The contract Type Details page opens.
 
2.&nbsp;'''Click''' the "View Details" icon corresponding to the Associated Document contract type you want to edit. For example, ICMAnnexure1. The contract Type Details page opens.
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<div class="image-green-border">[[File:8.0-Subscription4.PNG|720px|8.0-Subscription4.PNG]]</div>  
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<div class="image-green-border">[[File:ListofContractTypes.png|720px]]</div>  
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3.&nbsp;'''Click''' Edit. The Edit Contract Type page opens.
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3.&nbsp;'''Click''' Edit on the Contract Summary page. The Edit Contract Type page opens.
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<div class="image-green-border">[[File:8.0-Subscription5.PNG|720px|8.0-Subscription5.PNG]]</div>  
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<div class="image-green-border">[[File:EditingAContractType - Details.png|720px]]</div>  
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4.&nbsp;'''Clik&nbsp;'''Next.&nbsp;The&nbsp;Attributes&nbsp;page opens.&nbsp;
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4.&nbsp;'''Clik&nbsp;'''Next.&nbsp;The&nbsp;Attributes&nbsp;page opens.&nbsp;'''Select''' and add the attribute Type of Associated Document from the Available Attributes pane to the Select Attributes pane using the action arrows.
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<div class="image-green-border">[[File:8.0-Subscription6.PNG|720px|8.0-Subscription6.PNG]]</div>  
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<div class="image-green-border">[[File:EditingAContractType - Attributes.png|720px]]</div>  
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5.&nbsp;'''Select''' and add the attribute Type of Associated Document from the Available Attributes pane to the Select Attributes pane using the action arrows.
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5.&nbsp;'''Click&nbsp;'''Save.&nbsp;The&nbsp;Attribute saved successfully&nbsp;message is displayed.&nbsp;
  
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6.&nbsp;'''Click&nbsp;'''Save.&nbsp;The&nbsp;Attribute saved successfully&nbsp;message is displayed.&nbsp;
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6.&nbsp;'''Click''' Next. The Associations tab opens.
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<div class="image-green-border">[[File:8.0-Subscription7.PNG|720px]]</div>
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7.&nbsp;'''Click''' Next. The Associations tab opens.<br/> 8.&nbsp;'''Enter''' the details on Association, Display Preference and Team tabs.<br/> 9.&nbsp;'''Verify''' the details and '''click''' Update. The Associated Document contract type is updated with the Type of Associated Document attribute.<br/> &nbsp;
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7.&nbsp;'''Enter''' the details on Association, Display Preference and Team tabs.
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8.&nbsp;'''Verify''' the details and '''click''' Update. The Associated Document contract type is updated with the Type of Associated Document attribute.
  
 
== Configuring a notification subscription for association attachment&nbsp; ==
 
== Configuring a notification subscription for association attachment&nbsp; ==
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1.&nbsp;'''Click''' Admin > Notification Settings > Subscription on the Home page. The Subscription page opens.
 
1.&nbsp;'''Click''' Admin > Notification Settings > Subscription on the Home page. The Subscription page opens.
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<div class="image-green-border">[[File:614860-Configure Notificaiton Subscription for association attachment1.png|720px|614860-Configure Notificaiton Subscription for association attachment1.png]]</div>  
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<div class="image-green-border">[[File:AccessingSubsriptionMenu.png|650px]]</div>  
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2. '''Click''' Create Subscription. The Create Subscription page opens.
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2. '''Click'''&nbsp;"Create". The "Create Subscription" page opens.
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<div class="image-green-border">[[File:614860-Configure Notificaiton Subscription for association attachment2.png|720px|614860-Configure Notificaiton Subscription for association attachment2.png]]</div>
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3.&nbsp;'''Enter''' the Template Name. For example, Associated Document Attachment.<br/> 4.&nbsp;'''Enter''' the Entity Name for which you want to send notifications. For example, Master Services Agreement.<br/> 5.&nbsp;'''Enter''' the Event Name to trigger notifications. For example, Agreement Approved.<br/> 6.&nbsp;'''Enter''' the Category Name. For example, Agreement Notifications.<br/> 7.&nbsp;'''Enter''' the Notification Mode. For example, '''select''' External.
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3.&nbsp;'''Enter''' the Template Name. For example, ClauseNotificationTest.
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 +
4.&nbsp;'''Enter''' the Entity Name for which you want to send notifications. For example, Clause.
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 +
5.&nbsp;'''Enter''' the Event Name to trigger notifications. For example, Clause Created.
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 +
6.&nbsp;'''Enter''' the Category Name. For example, Clause Notifications.
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 +
7.&nbsp;'''Enter''' the Notification Mode. For example, '''select''' Internal.
  
 
The available options are:&nbsp;
 
The available options are:&nbsp;
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*Internal: select to send notifications to internal users.  
 
*Internal: select to send notifications to internal users.  
 
*External: select to send notifications to external users.&nbsp;  
 
*External: select to send notifications to external users.&nbsp;  
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<div class="image-green-border">[[File:614860-Configure Notificaiton Subscription for association attachment3.png|720px|614860-Configure Notificaiton Subscription for association attachment3.png]]</div>  
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<div class="image-green-border">[[File:CreateSubscription - Details.png|600px]]</div>  
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8. '''Click''' Next. The Template page opens.<br/> 9.&nbsp;'''Tag''' the AssociatedDocAttachement attribute for associated documents in the Template. This enables the attachment of Associated Documents in notifications.
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8. '''Click''' Next. The Template page opens.
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<div class="note-box">'''Note''':&nbsp;The tag AssociatedDocAttachement supports attachments of associated documents in all ICI supported file formats.</div> <div class="image-green-border">[[File:614860-Configure Notification Subscription for association attachment4.png|720px|614860-Configure Notification Subscription for association attachment4.png]]</div> <div class="image-green-border">&nbsp;</div> <div class="note-box">'''Note''':&nbsp;The associated document tag AssociatedDocAttachement will only be available for selection and tagging in a Notification Template if enabled through technical configuration for an instance.</div>  
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10.&nbsp;'''Click''' Add Sender/Recipients. The Add Sender/Recipients window opens.
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9.&nbsp;'''Tag''' the AssociatedDocAttachement attribute for associated documents in the Template. This enables the attachment of Associated Documents in notifications.
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<div class="image-green-border">[[File:614860-Configure Notification Subscription for association attachment5.png|720px|614860-Configure Notification Subscription for association attachment5.png]]</div>  
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<div class="note-box">'''Note''':&nbsp;The tag AssociatedDocAttachement supports attachments of associated documents in all ICI supported file formats.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">[[File:CreateSubscription - Template.png|600px]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">&nbsp;</div> <div class="note-box">'''Note''':&nbsp;The associated document tag AssociatedDocAttachement will only be available for selection and tagging in a Notification Template if enabled through technical configuration for an instance.</div>  
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10.&nbsp;'''Click''' Add Recipients. The "Add Recipients" window opens.
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<div class="image-green-border">[[File:CreateSubscription - AddSender.png|600px]]</div>  
 
11. '''Select''' Attributes to send the notification to users added during the creation of an agreement instance. For example, External Signatory.
 
11. '''Select''' Attributes to send the notification to users added during the creation of an agreement instance. For example, External Signatory.
  
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12.&nbsp;'''Select&nbsp;'''Action User&nbsp;checkbox.&nbsp;
 
12.&nbsp;'''Select&nbsp;'''Action User&nbsp;checkbox.&nbsp;
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<div class="image-green-border">[[File:614860-Configure Notification Subscription for association attachment6.png|720px|614860-Configure Notification Subscription for association attachment6.png]]</div>  
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<div class="image-green-border">[[File:AddSenderRecipient-Attributes.png|720px]]</div>  
 
13.&nbsp;'''Click''' Add. The user is added to the Subscription.&nbsp;
 
13.&nbsp;'''Click''' Add. The user is added to the Subscription.&nbsp;
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<div class="image-green-border">[[File:614860-Configure Notification Subscription for association attachment10.png|720px|614860-Configure Notification Subscription for association attachment10.png]]</div>  
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<div class="image-green-border">[[File:AddSenderRecipient-Attributes.png|720px]]</div>  
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14.&nbsp;'''Click''' Next. The Verify page opens.<br/> 15.&nbsp;'''Verify''' the details and '''click''' Save. The Subscription is created.
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14.&nbsp;'''Click''' Next. The Verify page opens.
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<div class="image-green-border">[[File:614860-Configure Notification Subscription for association attachment8.png|720px|614860-Configure Notification Subscription for association attachment8.png]]</div>  
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The configured notification template is displayed on the Notification Templates page.
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15.&nbsp;'''Verify''' the details and '''click''' "Create". The Subscription is created.
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<div class="image-green-border">[[File:614860-Configure Notification Subscription for association attachment9.png|720px|614860-Configure Notification Subscription for association attachment9.png]]</div>
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<div class="image-green-border">[[File:Subscription ContractType.png|500px]]</div>  
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The configured subscription is displayed on the Subsriptions page.
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== Defining a type of Association while creating Association instance ==
 
== Defining a type of Association while creating Association instance ==
  
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To set the type of association while creating new association instance:&nbsp;
 
To set the type of association while creating new association instance:&nbsp;
  
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1. '''Click''' Agreement Management > Agreements on the Home page.<br/> 2.&nbsp;'''Click''' the View Record icon corresponding to the agreement you want to open. For example, Master Services Agreement. The agreement Details page opens.<br/> 3.&nbsp;'''Expand''' the Associations tab in the left navigation pane.<br/> 4.&nbsp;'''Click''' the Create Association icon corresponding to the association you want to add to the agreement. For example, Annexure 1. The Create Association page opens.
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1. '''Click'''&nbsp;"Agreements" on the "Home" page.
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<div class="image-green-border">[[File:614860-Defining type of assocation 7.15-1.png|720px|614860-Defining type of assocation 7.15-1.png]]</div>  
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5. '''Select''' the file and upload in the Select File field. For example, Annexure 1 data.xlsx.<br/> 6.&nbsp;'''Select''' the value in the Type of Associated Document attribute. For example, select External.<br/> &nbsp;
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2.&nbsp;'''Click''' the "View Details" icon corresponding to the agreement you want to open. For example, Master Services Agreement. The agreement Details page opens.
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 +
3.&nbsp;'''Expand''' the Associations tab in the left navigation pane.
 +
 
 +
4.&nbsp;'''Click''' the Create Association icon corresponding to the association you want to add to the agreement. For example, Annexure 1. The Create Association page opens.
 +
<div class="image-green-border">[[File:Agreements-Associations.png|720px]]</div>  
 +
5. '''Select''' the file and upload in the Select File field. For example, Annexure 1 data.xlsx.
 +
 
 +
6.&nbsp;'''Select''' the value in the Type of Associated Document attribute. For example, select External.
  
 
The available options are&nbsp;:&nbsp;
 
The available options are&nbsp;:&nbsp;
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*Restricted: select to restrict the attachment of an associated document in notifications.  
 
*Restricted: select to restrict the attachment of an associated document in notifications.  
  
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When Notification Mode is set as Internal in the Notification Subscription, Associated Documents will be attached in the notification email if the Type of Associated Document set as Internal or External and will not be attached if set as Restricted.&nbsp;<br/> When Notification Mode is set as External in the Notification Subscription, Associated Documents will be attached in the notification email only when the Type of Associated Document is also set as External and will not be attached if set as Internal or Restricted.<br/> &nbsp;
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When Notification Mode is set as Internal in the Notification Subscription, Associated Documents will be attached in the notification email if the Type of Associated Document set as Internal or External and will not be attached if set as Restricted.&nbsp;<br/> When Notification Mode is set as External in the Notification Subscription, Associated Documents will be attached in the notification email only when the Type of Associated Document is also set as External and will not be attached if set as Internal or Restricted.<br/> 7.&nbsp;&nbsp;'''Enter''' other details.<br/> 8.&nbsp;'''Click''' Next.&nbsp;<br/> 9.&nbsp;Complete the creation of Association following the standard ICI workflow.<br/> 10. '''Publish''' and '''Approve''' the Agreement.
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<div class="image-green-border">[[File:614860-Defining type of association 7.15-2.png|720px|614860-Defining type of association 7.15-2.png]]</div>
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7.&nbsp;&nbsp;'''Enter''' other details.<br/> 8.&nbsp;'''Click''' Next.&nbsp;<br/> 9.&nbsp;Complete the creation of Association following the standard ICI workflow.<br/> 10. '''Publish''' and '''Approve''' the Agreement.
+
  
 
The notification will be sent with the attached associated documents to the intended users as per the configured notification subscription for the agreement.<br/> &nbsp;
 
The notification will be sent with the attached associated documents to the intended users as per the configured notification subscription for the agreement.<br/> &nbsp;
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<div class="image-green-border">'''Related Topics''': [[User_Administration|User_Administration]] | [[Create_Notification_Categories|Creating Notification Categories]] | [[Create_a_Notification_Rule|Create_a_Notification_Rule]]</div> </div>
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<div class="image-green-border">'''Related Topics''': [[Notification_Settings|Notification Settings]] |&nbsp;[[User_Administration|User_Administration]] | [[Create_Notification_Categories|Creating Notification Categories]] | [[Create_a_Notification_Rule|Create_a_Notification_Rule]]</div>

Latest revision as of 11:37, 20 January 2022

Creating a Subscription

Using Subscriptions, you can create user notifications and assign appropriate recipients. When creating a subscription:

  • Define the entity or a task for which the notification to be sent.
  • Define the event for which it will be sent.

To create a subscription:

1. Click the "Notification Settings" option under "Admin" tile and then click "Subscription". The "Subscriptions" page opens. All the existing subscriptions are displayed on this page such as Agreement Notifications, Clause Notifications. Each subscription groups has various notification templates of various events that fit into the respective category. You can also edit or delete the displayed categories.

2. Click "Create" on the "Subscriptions" page. The "Create Subscription" page opens. 

There are four tabs on this page:

  • Details
  • Template
  • Recipient
  • Verify
AccessingSubsriptionMenu.png
 
Note: When creating or editing a subscription, the Administrator must make sure that the language preferences are set to English (United States). Otherwise an information message is displayed. Subscriptions can be created in English only. If you need your subscription in different languages, you can provide the localized content to the ICI configuration team to add it to the database through scripts. 

Details

Fill in the mandatory fields:

  • Type an appropriate Template Name for the subscription.
  • Select an Entity Name, such as Agreement.
  • Select an Event Name, such as Agreement Approved.
  • Select a Category Name, such as Agreement Notifications.
  • Click Next. The Template tab opens.
CreateSubscription - Details.png

Template

On the Template tab, define a template for user notifications and email notifications:

  • Type appropriate subject in the Template Subject box. All the notification emails using this template would have this content in the subject line.
  • Type an appropriate message in the Template Body. Click the Attributes list to tag respective attributes in the template body. You can also format the selected attributes by using menu options.
  • Click Next. The Recipient tab opens.
CreateSubscription - Template.png

Sender/Recipient

To add recipients:

1. Click the  Add Recipients icon. The Add Recipients window opens.

2. Select User Roles such as Approver, Internal Reviewer etc.

3. Select User Attributes such as Created By, Modified by etc.

4. Check the Action User box if necessary.

5. Select a desired user from the displayed list or search a user using the search bar.

6. Click Add. The user name and role get added in the list.

CreateSubscription - AddSender.png
 
Note: You can tag users in the Notifications Template using their usernames or Email IDs.

The details of added recipient are displayed in a tile, as shown the image below:

AddedRecipientTile.png

7. Click Next. The Verify tab opens.

Verify

On this tab, verify all the information you entered for the Subscription.

Click "Create" to create the Subscription.

CreateSubscription - Final.png

Notifications will be sent as and when the respective event occurs.

Notification can be sent in multiple languages. If there are multiple recipients with different language preferences for the respective event. The language is identified from the language set by the Internal User and External user with login privileges in their Preferences. One single email is sent to all the selected recipients with the content in different languages. The recipients can simply scroll through the email and read the content drafted in their preferred language.

Configuring the associated document type for attachment 

ICI users can share the main agreement document as part of various email notifications that gettriggered for the agreement.In addition to the main agreement document, users can now send associated documents as part of various email notifications that get triggered for the agreement from time to time. Access tothese documents can be controlled based on the type of document – internal, external, or restricted. For example, some documents may only be shared with internal users, some may beshared with internal and external users, whereas some may not be shared with anyone.

Now, 

  • Administrators can tag the associated document contract type in the email notification template for agreements, assignment agreements, termination agreements, and amendments. 
  • Users can define: 
    • The type of notification as internal or external. 
    • The type of associated document instance as internal, external, or restricted.
  • Based on the type of notification and type of tagged associated documents, attachments are added to the email notification

Users can configure the associated document to send in an email as an attachment with the base agreement by adding the global seeded attribute Type of Associated Document while creating or editing an Association contract type.

To edit the Associated Document Contract Type: 

1. Click "Configure" > Contract Types on the Home page. The Contract Types index page opens.

2. Click the "View Details" icon corresponding to the Associated Document contract type you want to edit. For example, ICMAnnexure1. The contract Type Details page opens.

ListofContractTypes.png

3. Click Edit on the Contract Summary page. The Edit Contract Type page opens.

EditingAContractType - Details.png

4. Clik Next. The Attributes page opens. Select and add the attribute Type of Associated Document from the Available Attributes pane to the Select Attributes pane using the action arrows.

EditingAContractType - Attributes.png

5. Click Save. The Attribute saved successfully message is displayed. 

6. Click Next. The Associations tab opens.

7. Enter the details on Association, Display Preference and Team tabs.

8. Verify the details and click Update. The Associated Document contract type is updated with the Type of Associated Document attribute.

Configuring a notification subscription for association attachment 

Users can define and set the notification mode and tag the associated document as attachment for the notifications email while creating or editing the Notification Subscriptions.

To configure Notifications: 

1. Click Admin > Notification Settings > Subscription on the Home page. The Subscription page opens.

AccessingSubsriptionMenu.png

2. Click "Create". The "Create Subscription" page opens.

3. Enter the Template Name. For example, ClauseNotificationTest.

4. Enter the Entity Name for which you want to send notifications. For example, Clause.

5. Enter the Event Name to trigger notifications. For example, Clause Created.

6. Enter the Category Name. For example, Clause Notifications.

7. Enter the Notification Mode. For example, select Internal.

The available options are: 

  • Internal: select to send notifications to internal users.
  • External: select to send notifications to external users. 
CreateSubscription - Details.png

8. Click Next. The Template page opens.

9. Tag the AssociatedDocAttachement attribute for associated documents in the Template. This enables the attachment of Associated Documents in notifications.

Note: The tag AssociatedDocAttachement supports attachments of associated documents in all ICI supported file formats.
 
CreateSubscription - Template.png
 
 
Note: The associated document tag AssociatedDocAttachement will only be available for selection and tagging in a Notification Template if enabled through technical configuration for an instance.

10. Click Add Recipients. The "Add Recipients" window opens.

CreateSubscription - AddSender.png

11. Select Attributes to send the notification to users added during the creation of an agreement instance. For example, External Signatory.

Configurators can also search and add users through Search User field. 

12. Select Action User checkbox. 

AddSenderRecipient-Attributes.png

13. Click Add. The user is added to the Subscription. 

AddSenderRecipient-Attributes.png

14. Click Next. The Verify page opens.

15. Verify the details and click "Create". The Subscription is created.

Subscription ContractType.png

The configured subscription is displayed on the Subsriptions page.

Defining a type of Association while creating Association instance

Users can define the attachment type for associated documents by setting the value in the Type of Associated Document attribute while creating a new association, editing the existing association from the Agreement Details page as well as from Association Management menu tile on the Home page.

To set the type of association while creating new association instance: 

1. Click "Agreements" on the "Home" page.

2. Click the "View Details" icon corresponding to the agreement you want to open. For example, Master Services Agreement. The agreement Details page opens.

3. Expand the Associations tab in the left navigation pane.

4. Click the Create Association icon corresponding to the association you want to add to the agreement. For example, Annexure 1. The Create Association page opens.

Agreements-Associations.png

5. Select the file and upload in the Select File field. For example, Annexure 1 data.xlsx.

6. Select the value in the Type of Associated Document attribute. For example, select External.

The available options are : 

  • Internal: select to send notifications to internal users.
  • External: select to send notifications to external users.
  • Restricted: select to restrict the attachment of an associated document in notifications.

When Notification Mode is set as Internal in the Notification Subscription, Associated Documents will be attached in the notification email if the Type of Associated Document set as Internal or External and will not be attached if set as Restricted. 
When Notification Mode is set as External in the Notification Subscription, Associated Documents will be attached in the notification email only when the Type of Associated Document is also set as External and will not be attached if set as Internal or Restricted.
7.  Enter other details.
8. Click Next. 
9. Complete the creation of Association following the standard ICI workflow.
10. Publish and Approve the Agreement.

The notification will be sent with the attached associated documents to the intended users as per the configured notification subscription for the agreement.
 

Related Topics: Notification Settings | User_Administration | Creating Notification Categories | Create_a_Notification_Rule
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