Overview of ICM Bot

ICM Bot is a multichannel communication software application that allows users to interact with ICM in natural language. You can perform certain actions using ICM Bot  without logging on to ICM. Currently, the Email channel and Microsoft Teams are available, however other channels such as Skype will be made available in the future.

ICM Bot  identifies the purpose of your task from the emails you send to it. The sentences you compose in the email are analyzed to separate the data and identify your intent.
You can draft your emails to ICM Bot as follows:

• Subject lines are not mandatory. However, for future reference, providing a subject line each time a conversation is initiated, makes it easier to consolidate all the communication with Bot under a single subject. 
• Body of the email must contain queries in simple English (see examples below).
• Every email must conclude with /icmbot on the last line, before your signature.

Use ICM BOT by sending emails through any email client to perform a task. ICM Bot  understands simple, plain English. For example, if you want to search for specific agreements within ICM, you can instruct ICM Bot  in the email client to perform the search for you. You don’t have to log on to ICM to perform the search manually. The Bot  performs a search and responds to your email with a list of agreements that match your defined criteria.

Icertis Support or Professional Services (PS) teams will configure and communicate the email address which you need for using the ICM Bot. If you need any help using the Bot, send an email to the configured email address with /help in the body of your email. You can get the email ID from your PS team.

ICM Bot  saves you time by automating simple and repetitive tasks, allowing you to focus on other complex tasks in ICM.

Prerequisites for using ICM Bot

• Users must be provisioned to use the ICM Bot services (users must be provisioned in ICM)
• Only users provisioned in ICM can be configured for ICM Bot  (Users must be configured to use ICM Bot )

Configuring ICM Bot for ICM Users

An ICM user with administrative privileges can configure the users for ICM Bot  services. To configure:

1. Click the Configuration tile on My Dashboard. This opens the Configuration page.

2. Click the Masterdata tile on the Configuration page. This displays all the types of Masterdata.

3. Click [[File:]]the  icon next to BotUserInclusionList. This opens the Masterdata Details page.

4. Click Edit to add the email address of a user that needs to be configured into ICM.

5. Enter the user’s email address in the UserAccessList field. 

6. Click Update. The specified users are now configured to use the ICM Bot services.

Tasks Performed by ICM Bot

You can instruct ICM Bot  to perform the following tasks:

• Retrieve your pending tasks
• Approve or Reject a task
• Search Agreements
• Download agreement documents
• Create Agreements
• Upload Documents for an Agreement

Searching Agreements using ICM Bot

You can search Agreements for your search criteria. Searching agreements using ICM Bot is similar to looking for Agreements on the ICM Search page.

To search for Agreements, send an email to the ICM Bot  with the following query:

Action:	Such as:	Sample of email to send:	ICM Bot's response:
Search for Agreements	Do we have any X Agreement on record? where: X is the search word. It can be a customer name, an Agreement name, and so on. X and the Agreement are the search criteria for searching agreements in ICM.	Do we have any ACME Agreement on record? /icmbot Search for ACME agreement /icmbot	Bot responds with a list of agreements matching ACME

Creating Agreements using ICM Bot

You can use the ICMBot to create an agreement for Contract Types that are not complex. You can create agreements from Contract Types:

• that are configured in ICM Bot 
• with default templates (not where the template selection is required)

You must complete the entire process of creating an Agreement in a single email thread. For example, you cannot retrieve the pending tasks by replying to the email that you sent for creating the agreement.

Creating an agreement is a multi-step process, in which ICM Bot guides you through each step. Creating an Agreement using ICM Bot includes the following steps:

1. Initiating the Agreement
2. Selecting the Contract Type
3. Filling in the Attribute Details

Initiating the Agreement

Create an Agreement by sending an email to ICM Bot. You can create an Agreement using ICM Bot and publish it through ICM.

Start creating the Agreement using this query:

Action	Such as	Sample of email to send	ICM Bot's response
Initiate Agreement	Create an agreement	I want to create an agreement /icmbot	ICM Bot responds to specify the Contract Type

Selecting the Contract Type

After you initiate the Agreement (step 1), ICM Bot responds by sending the available Contract Types. The list only contains those Contract Types that are configured in ICM Bot and not the list of Contract Types that are configured in the ICM application. Select a Contract Type by sending an email with one of the following queries:

Action	Such as	Sample of email to send	ICM Bot's response
Create an agreement by using Own type of paper	I want to use X with type of paper "Y". /icmbot where: X is the serial number of the agreement Y is the type of paper.	I want to use 1 with type of paper "Own". /icmbot	ICM Bot responds with a list of attributes
Create an agreement with Third Party type of paper	I want to use X with type of paper Y. /icmbot where: X is the serial number of the agreement. Y is the type of paper.	I want to you use 1 with type of paper "Third Party". /icmbot	ICM Bot responds with a list of attributes

Filling in the Attribute Details

After you select the Contract Type, ICM Bot sends a list of attributes to you. This list contains mandatory and optional attributes and a hint, wherever possible. Reply by filling in the values of the attributes in the table.

Sr. No.	Name	Is Mandatory	Value
1.	Explain why this NDA is necessary at this time	True	New agreement
2.	Requester Name	True	John Doe

Retrieving your Pending Tasks using ICM Bot

You can retrieve a specific or all your pending tasks by sending the following query in the body of your email:

Action:	Such as:	Sample of email to send:	ICM Bot's response:
Retrieve pending tasks	Any pending tasks	Any pending tasks for me? /icmbot Anything pending for me? /icmbot	ICM Bot responds with a list of your pending tasks
	Tasks pending for approval	Any tasks pending for approval? /icmbot Anything for me to approve? /icmbot	ICM Bot responds with a list of your pending approval tasks
	Tasks pending for review	Any tasks pending for review? /icmbot Anything for me to review? /icmbot	ICM Bot responds with a list of your pending review tasks

Approving and Rejecting Tasks using ICM Bot

To approve or reject tasks, you must first request a list of your pending tasks. This step depends on the query you send to retrieve pending tasks (as shown above). Reply to the same email in which you received your pending tasks. It is important to use the same email thread, or ICM Bot may run into issues.

Reply to the ICM Bot’s email with the list of your pending tasks, as follows:

Action:	Such as:	Sample of email to send:	ICM Bot's response:
Approve tasks	Please approve X with a note "Add Notes", where: X is the serial number of the record. Replace X with the serial number of the record (from ICM Bot’s email) you wish to approve. Add your note in the Add Notessection	Approve 1 with a note “approved, subject to additional details” /icmbot	ICM Bot responds that the task is Approved
Reject tasks	Please reject X with a note "Add Notes", where: X is the serial number of the record. Replace X with the serial number of the record that you want to reject. Add your note in the Add Notes section.	Please reject 3 with a note "rejected, important details missing." /icmbot	ICM Bot responds that the task is rejected

Downloading Agreement Documents using ICM Bot

You can download the documents of any agreement through ICM Bot. The document are sent by the ICM Bot as an attachment.

Note: You will only get the Associated Document if the download function is available, depending on your privileges and the state the Agreement is in.

1. Send an email to get the Agreement for which you need the Associated Documents. You can do so by:

• Retrieving your pending tasks, or
• Searching for the Agreement

2. To respond to the email that you receive from ICM Bot for your pending task, send any one of the following queries:

Action:	Such as:	Sample of email to send:	ICM Bot's response:
Download Agreement Documents	Please send me X Can you send me X? where: X is the serial number of the agreement in the pending tasks and search agreement email.	Please send me 1 /icmbot Can you send me 1?        /icmbot	ICM Bot downloads the requested agreement document and sends them as attachment.

 

Uploading Documents using ICM Bot

You can upload documents to an existing agreement directly from ICM Bot. To upload documents:

1. Send email for either one of the following:

• Request for a list of pending tasks
• Search Agreements

2. Attach the document to the email
3. Reply to the response of the above queries

Action:	Such as:	Sample of email to send:	ICM Bot's response:
Upload document	Upload an attached document toX   where: X is the serial number of record you received in an earlier email.	Upload the attached document to 1 /icmbot	ICM Bot replies that the document is successfully uploaded

Error Scenarios in ICM Bot

In case of errors or validation issues, ICM Bot tries to send relative responses. Only in cases where ICM Bot is not able to figure out the reason for the error, such as Internal Server Error from ICM, does it send a generic error response.

Invalid Message

• Scenario: You forgot to include /icmbot at the end of your previous email or you misspelt the command.
• Error: ICM Bot sends a message indicating that it did not find /icmbot on a new line in an email.

Invalid sequence of query

• Scenario: All queries must follow a certain sequence, such as a query of pending tasks before trying to approve an agreement. Alternatively, changing the sequence during an ongoing conversation, also results in this error. For example, while creating an Agreement, you should first send a query to create an agreement, then select Contract Type and fill in the attributes. You cannot send a query to approve an agreement in between.
• Error: ICM BOT requests you to send a query in a new email thread and start a new conversation. You should follow the proper sequence to complete your query.

User Permissions

• Scenario: You are not provisioned or configured for ICM Bot services.
• Error: ICM Bot sends a response indicating that either you do not have permission or are not configured to access the Bot services.

 

Integration with Collaboration Tool MS Teams using ICM Bot

By integrating the ICM platform with MS Teams, users can collaborate for contract authoring, negotiations, etc. This not only provides a better, seamless user experience, but also helps to discuss ideas, and in turn significantly improve the cycle time.

Through this integration, we support:

• Invoking ICM Bot in the Teams app
• Querying My Pending Tasks using the ICM Bot to be able to collaborate with others and take decisions on pending tasks and expedite the contracting process
• Searching for Agreements using ICM Bot so that the user can find the relevant, share their status and make informed decisions
• Using ICM Bot to get answers to frequently asked questions

 

Installing the ICM Bot App

The ICM Bot app can be installed from the Additional apps on the App store. Once inside the app, you can type your questions. ICM Bot retrieves the logged in user’s information and displays responses based on the authorization in the Security Groups. If the user invoking ICM Bot does not have a valid ICM account, then you will get a message indicating that your ICM profile could not be found and you need to contact the ICM Administrator.

Note: To get the ICM Bot app in App store, the ICM Bot needs to set up in your environment by the ICM Administrator.

Using ICM Bot to find Agreements

The Bot is integrated with ICM using ICM APIs. The Bot accepts the NLP (Natural Language Processing) queries from the user through MS Teams and displays the results based on the search criteria. 

In the 7.9 release, performing a text based search for Agreements is supported. For example, A query to the bot ’find msa with microsoft’ will list all the agreements where words ‘msa’ and ‘microsoft’ are present.

Using ICM Bot to query for My Pending Tasks 

Based on the query, ICM Bot renders the top 5 results in the chat window along with a link to the ICM search results page. The top 5 results display the URL to the respective Agreement. These results are the same as those that will be available through the Advanced Search page in ICM. Clicking the hyperlink next to the Agreement name will navigate you to the Agreement to take necessary action.

Using ICM Bot for general FAQ

The ICM Bot provides answers based on the predefined Knowledge Base. In case the knowledge base does not have the query defines, ICM Bot displays a message indicating that there are no current responses to the query.

 

 

 

Related Topics: Agreement_Management