Contract Type 

Create a Structure of an Associated Document

Supporting documents are necessary for every Contract or Agreement. In ICM, you can create a structure of supporting documents for the Contract or Agreement. Using this structure, you can associate required documents while creating an Agreement.

To create a structure of Supporting Documents for Agreement:

1. Click Configuration tile on My Dashboard page. The Configuration page opens.
2. Click Create Contract Type tile. The Select Contract Type page opens.

Select any of the following Contract Types on the Create Conract Type page. 

• AGREEMENTS
• ASSOCIATED DOCUMENT
• MASTER DATA
• CONTRACT REQUEST

Note: The following example covers the steps involved in creating an ASSOCIATED DOCUMENT Contract Type. The procedure for creating AGREEMENTS, MASTER DATA AND CONTRACT REQUEST Contract Types remains the same. 

3. Click ASSOCIATED DOCUMENT, and then click Next. The Create Contract Type page opens.

The Create Contract Type page consists of following sections:

1. Details
2. Attributes
3. Display Preference
4. Team
5. Verify

Details  

This tab is mandatory.

• Contract Type Name: Type the Contract Type name. 
• Contract Type Code : It is a system generated code that auto-populates after creation of Contract Type. 
• Description: Type the description for the Contract Type if required. 
• Allow Document Assembly: Select Yes to link the associated document with the Agreement Contract Type. ICM supports document assembly of PDF files in associations and file type attributes by converting PDF into images. The assembled content from the PDF file is now searchable and can be technically configured to specify the maximum number of pages in the PDF file to be considered in document assembly. If the file has more pages than specified in the configuration, then the file will be uploaded but not assembled. Similarly, document assembly also supports the images in .png and .jpeg format.
• Allow Document Upload: The File Path Attribute for Associations can be removed using this flag. If the flag is set to No, then the file path will no longer be mandatory, and the user can create an Association instance without the Attribute. When the Allow Document Assembly flag is set to No, this flag is automatically set to No.
•  Constraint: Select the state for the Associated Document as per the requirement. 
  • Prerequisite
  • Postrequisite
  • None

• Enable Approval Workflow: Select Yes if you do not want the workflow for the associations of the Contract Type. 
• Show File Drop Zone: If this flag is turned to Yes, TheFile Drop  zone becomes visible in the Associations tab.
• Two Coumn Attribute Layout: This flag can decide the view of the attributes.

Click Next to define attributes of the contract type after you enter the details.

Attributes 

This tab is mandatory.

You can add new attributes to your Contract Type or select those that are already present in ICM through from the Attributes tab. On the Attributes tab, you can add new attributes to your Contract Type or select those that are already present in ICM.

• Available Attributes: Select the appropriate attributes. Click to move attributes to the Selected Attributes pane. 
• Edit Attribute: Select any attribute to view the information for the selected attributes. Click the  icon to add a new attribute. 
• Display Name: Type a name for the attribute. 
• Data Type: Select a data type value. 
• Help Message: Type a help message for the attribute, the message appears when you point to the Help icon. 
• Default Value: Type a value for the attribute.
• Is Global: Select On to make the attribute available for all Contract Types. 
• Is Default: Select On to make the attribute selected for the Contract Types.
• Is Editable: Select On to make the attribute editable in an Agreement.
• Is Mandatory: Select On to make an attribute value mandatory in an Agreement. 
• Tracking Attribute: Select On to allow attribute tracking. 
• Is Unique: Select On to make the attribute value unique for all Agreements of a particular Contract Type.
• Defined by Rule: Select On to define attribute by rule. 
• Is Inherit: Select On to make an attribute inherit data from an associated Agreement. 
• Is Searchable: Select On to make the attribute appear in the search operations. 
• Is Conditional: Select  On to make an attribute dependent on other attributes. 
• Is Lookup: Select On to make an attribute lookup for another attribute. 
• Select Contract Type: Select an attribute from Select Attribute list and then click Save. The new attribute appears in the Selected attributes. 

Click Next, to define the display preferences of the Contract Type after you enter the attributes.

Display Preference

You can select the Attributes that appear in  Agreement tile view and Agreement details view on the Display Preference tab.

• Click Next, to define the Team of the Contract Type after you enter the display preferences.
• Avaiable Attributes: Select the attributes from the list. Select to move the attributes to the selected attributes. 
• ↑↓: Select the arrows to manage the sequence of the attributes. 

Team

You can see the existing team members along with their roles on the Team tab.

To add more team members:

1. Click  next to Team. The Add User dialog box appears.
2. Click Select Role drop down list to select a role.
3. Select a user from the user tiles. You can use scroll arrows to browse through the user tiles.
4. Click Add to add the user. The user name and the role appears as a tile.
5. Click , if you want to remove a user from the list.
6. Click Next. The Verify tab appears.

Click Next, to verify the contract type information after you define the Team.

Verify

You can view all the information related to the Contract Type and also do the following on the Verify tab.

• Click Previous to go back to the respective tabs in case any changes are required to be made.
• Click Create to create a new Contract Type.The Contract Type with Draft status appears.

Create a Structure of an Agreement

The structure of an Agreement in ICM is based on the concept of Contract Types. These are user-defined workflows (as opposed to Rule-based) and are of  the following types:

• Contract Request: defines the request form to assemble all the inputs and data required to create an Agreement or Contract. It is based on attributes and rules.
• Agreement: defines the structure of an Agreement or Contract that is to be executed and is based on Attributes, Templates, Clauses and Rules.
• Associated Document: defines the nature and format of the supporting documents that will be required to execute the Agreement or contract in its entirety. It is based on Attributes, Templates and Rules.
• Masterdata: defines the structure to store the less frequently changing data and business information, such as vendor and company details, business number and address, and so on. It is based on Attributes and Rules.

All these concepts are discussed in various sections of this Wiki and can be found from the table of content to the left.

To create a Contract Type:

1. Click Configuration on My Dashboard. The Configuration page opens.
2. Click Create Contract Type. The Create Contract Type page opens.
3. You should see all the available Contract Types. Agreement is selected by default.

4. Click Next to create an Agreement Contract Type. The Create Contract Type page opens that collects all the required details for the chosen Contract Type in six sections:
   1. Details
   2. Attributes
   3. Association
   4. Display Preference
   5. Team
   6. Verify
   Type the details for the fields in all the sections. The Details and Attributes sections have some mandatory fields, while rest of the sections are optional. Note that while the process for creating all Contract Types is the same, the fields on each section will vary based on the Contract Type being created. Click Next to move to the next section. Let us go through each section in detail.

   1. Details

   • Contract Type Name: Type a name for this Contract Type. It can be a descriptive name such as the Agreement this Contract Type is being used for. 
   • Contract Type Code: This is a system-generated code that will be auto-populated once this Contract Type is created.
   • Description: Use to enter free text for any details you may wish to capture, such as any customer or contract-related notes.
   • Allow Third Party Paper: When creating an Agreement, you can choose to use own or a third party paper. Select Yes if you would like to allow third party paper for this Agreement.
     • Yes: gives you the option to use either an ICM template or third party papers when creating a new Agreement. ICM Templates are used for Agreement Contract Types with own paper. For third party, their Template is uploaded using File Upload.
     • No: third party paper is not allowed. Only ICM Templates will be used for creating this Agreement.
   • Allow Clause Assembly: Specify if you would like to have the option of adding Rule-based Clauses in the Agreement:
     • Yes: gives you the option of adding clauses through the Template as well as adding rule-based clause to the Agreement.
     • No: rule-based clauses will not be allowed. Clauses can only be added through the Template.
   • Two Column Attribute Layout: Set Yes, if you would like to convert attributes on the Attributes page into two-column layout for a better use of the screen.
   • QR Code: This is a machine-readable code used to store a host of information. The code is made up of an array of black and white squares that can be read by a smartphone camera. It is system generated and can be used to verify if the correct document is being uploaded in the system, for example, after manual signatures. In ICM QR code is used to verify these four parameters of the Agreement: 
     • Agreement Code 
     • Version of the document 
     • Page number
     • Total number of pages 

              Specify if you would like to include a QR code on the Agreement being created.

   • Yes: will add QR code on every page of the Agreement. 
   • No: will not include a QR code on the Agreement 

   2. Attributes

   Select existing attributes or create new attributes specifically for the Contract Type that you are creating from this section.

   This section consists of 3 columns:

   • Available Attribute

   This column shows a list of all the attributes available in ICM. You can do several things in this column:

   • Hover over an attribute to see 2 View icons:

     [[File:Attribute details.PNG|middle|Attribute details.PNG]]shows the Attribute Details popup window. You can view the details of the selected attribute. 
   

     [[File:Contract type attribute.PNG|middle|Contract type attribute.PNG]]shows a list of all the Contract Types this attribute is used in.
   
   

   • Find an Attribute faster by searching for it. Since there are many attributes, scrolling to find a specific one can be time consuming. If you know the attribute, start entering its initials in the Search box. All attributes matching the initials are displayed.
   • Select the Attributes you wish to add to the selected Contract Type. Click and arrows to select and unselect.

   Note: ICM provides the capability of limiting the maximum number of attributes that can be added per Contract Type, based on a technical configuration. On exceeding the configured value, an error message is displayed allowing the user to know that the maximum limit of attributes for the respective Contract Type has been reached and you have the option to deselect some attributes and retry.

    

   

    

   • Selected Attribute

   This column shows a list of all attributes that are selected for the Contract Type. There are a few attributes like Name and Agreement Code that cannot be removed - they are mandatory. The attributes in this section can be edited, but if moved back to the Available Attribute column, it reverts to its original state.

   • Edit Attribute

   This column enables you to add new attributes and edit existing ones. Edit an attribute by selecting it in the Selected Attribute column. This populates all the fields in the Edit Attribute column. All details can be edited except Data Type, which is read-only. Click Save when you are done editing.

   To add new attribute to the Selected Attribute column, click the Add icon . Specify the following details:

   • Name: This is auto-generated and populated after you save the attribute. 
   • Display Name: Type a name for the attribute. This is the name the attribute will appear as, while creating Agreement.
   • HTML Prompt: Consists of Edit  and View  icons. 
     • Edit icon shows an HTML Prompt popup. You can edit the display name that was originally given to this attribute. You can also set the look and feel of the display name - select the font, size, color and a variety of other formatting options. The formatting controls how it will look while creating the Agreement. Click OK, when you have set the format. Keep a few things in mind when setting the format of the attribute as it can disturb the aesthetics of the Agreement:
       • Avoid using excessively large font size.
       • Avoid flashy or bright colors
       • Try to use easy-to-read fonts.
     • View icon shows a preview of the set format for the name.
     • Data Type: select a Data Type from the list provided. This indicates the type of data, such as date, number, alphanumeric characters, an email, etc. that will be entered into the field. The data gets validated based on the data type selected. For example, alphabets will not be accepted in a data type defined as currency.

   Note that the details required for the attribute being created vary based on the data type created. For example, the details needed for data type 'currency' are considerably different than those for 'choice'.

   • Type of Auto: this field is only available if the data type selected in the field above is Auto. Select the type from the drop-down.
   • Format for Auto: this field is only available if the type of auto selected in the field above is alphanumeric. The format can be a combination of system keywords and a string. System supported keywords are <Entity> and <ID>.
   • Group: type a name for the group
   • Help Message: type a help note that appears when you point to the Help icon  This message should describe the use and purpose of the attribute as it is especially helpful for attributes that are newly created.
   • Source: select an appropriate source for the attribute. 
   • Default Value: specify the default values for the selected data type. These values will be displayed as defaults for this attribute while creating the Agreement. For example:
     • For Date: select default Date.
     • For Email: enter the default email.
     • For RichTextArea: click Edit icon , Default Value and set the format for that as desired. Specify if this default value can be edited in the Is Editable field. 
   • Is Global: specify if this attribute should be made available for all Contract Types. Selecting Off makes it available to the current contract type only.
   • Is Default: this field is only available if  Is Global field is enabled (On). Specify if this attribute should be available for all Contract Types by default (appears in the Selected Attribute column by default). Turning this field off, will display the attribute in the Available Attributes column for all Contract Types.
   • Is Editable: specify if the value entered in the Default Value field above can be edited. Turning this field off, does not allow you to change the value of the attribute.
   • Is Mandatory: specify if this attribute should be made mandatory.
   • Tracking Attribute: specify if this attribute should remain editable at anytime throughout the agreement lifecycle.
   • Is Unique: specify if the attribute value should be made unique in all agreements for the chosen Contract Type.
   • Defined by Rule: specify if a rule can be set on this attribute. The attribute will not be rule-based, if this field is set to off.
   • Is Inherit: specify if you want this attribute to inherit data from an associated agreement.
   • Is Searchable: turning this field on will make this attribute appear in search operations.
   • Is Conditional: selecting On will make this attribute dependent on another attribute. If another attribute is available, only then will this one become available. Turn this field to Off if you want to keep this attribute independent of any other attribute.
   • Is Lookup: select On to make this attribute as a lookup for another attribute.
   • Select Contract Type: select an attribute from Select Attribute list, and then click Save. The new attribute appears in the Selected Attributes.

   Click Save to save this attribute. It will now appear in the Selected Attributes column. Request Code into Agreement:

   • To get Contract Request Code into Agreement you need to add Request Code Reference attribute while creating Contract Type. Request Code Reference attribute is available in Available Attribute section, move it to Selected Attribute section.
   • The ICM name for the attribute will be ICMRequestCodeReference but the Display name can be different and configurable.
   • The Contract Request Code will be generated and displayed in the Request Code Reference field when the Agreement is created.

   Click Next, to define the Associations for the Contract Type.

   

    3. Association

   You can associate this Contract Type to other Contract Types. You can also add or remove peer associations to an Agreement even after execution of an Agreement. It is a configurable feature through the setting for Allow peer associations post-execution. By default, its value is set toNO. As per business needs, you can turn it ON for Executed, Waiting for review andReviewed states. Thus, peer associations can be added or removed in these states of Agreement.

   

    

   Note: The Association Management (Associated Agreement) defined in this section is reflected in the Associate and Inherit field in the Agreement creation process. 

   To add an Association: 

   1. Click the icon. The Add Association fields appear on the right.

   • Association Name: Type a name for the association in this field. 
   • Associated Contract Type: Select the contract type to associate this Contract Type with. 
   • Relation type: this field is auto-populated and indicates the relation between this and the associated Contract Type. The Contract Type relationships are:
     • Agreement and Contract Request are Peer to Peer 
     • Associated Document and Masterata are Parent Child 
   • Allow Inheritance: Select 'Yes to make this association mandatory for an Agreement. 
   • Allow Multiple Instances: Specify if this association can be used multiple times in the associated Agreement. 
   • Is Mandatory: Select 'Yes to make this association mandatory for an Agreement. 
   • Update: Select to update the Association. 

   2. Click Save to add this association to the Contract Type. To add more associations, click the icon again.

   3. Click Next to continue to the Display Preference section of the Contract Type.

    

   Display Preference

   In this section, select attributes that you want to see in the Agreement Tile and Agreement Details view.

   • Attribute List: Select upto 4 attributes from this column to display on the Agreement tile view.
   • :  Click the Right arrow to move an attribute to the list of Selected Attributes. Click the Left arrow to move the selected attribute back to the Attribute List column.
   • ↑↓: Select the arrows to change the sequence of the attributes.

    

   Note: Select the Request Code Reference in the display preference to see the field in the Detail view. 

   Click Next, to define the team of the contract type after you enter the display preferences.

   5. Team

   All users that are associated with a specific entity, form a team for that entity.

   To add more members to the team:

   1. Click the icon next to Team. This opens the Add User dialog box.
   2. Select a role from the drop-down.
   3. Select the users that are to be added to the team using the user tiles. You can choose any number of users. Use the Left and Right arrows to browse through all the users that can be added.
   4. Click Add to add the selected users. The selected users are added to the team. Their roles are also shown under their respective names. User can also be removed from the Team by clicking on the icon on their tiles. All users except the Primary Owner can be removed.

   Click Next to continue to the Verify section.

   Verify

   In this section, you can review and verify all the information for the Contract Type you just created. If you wish to edit anything, either click Previous or one of the 6 sections.

   Click Create to create the new Contract Type. The Contract Type with Draft status opens.

   When you click the Create button, the contract type gets created; and it needs to be sent for approval. It will be sent to the approver user you have added while creating this Contract Type.

   Click Send for Approval button to send the Contract Type for approval. You can view this new Contract Type under Search.

   Create a Structure of Contract Request

   The structure of an Agreement in ICM is based on the concept of Contract Types. These are user-defined workflows (as opposed to rule-based) and are of following types:

   • Contract Request: defines the request form to assemble all the inputs and data required to create an Agreement or Contract. It is based on attributes and rules.
   • Agreement: defines the structure of an agreement or contract that is to be executed and is based on Attributes, Templates, Clauses and Rules.
   • Associated Document: defines the nature and format of the supporting documents that will be required to execute the agreement or contract in its entirety. It is based on Attributes, Templates and Rules.
   • Master Data: defines the structure to store the less frequently changing data and business information, such as vendor and company details, business number and address, and so on. It is based on Attributes and Rules.

   All these concepts are discussed in various sections of this Wiki and can be found from the table of content to the left.

   To create a Contract Type:

   1. Click Configuration on My Dashboard.
   2. Click Create Contract Type. The Select Contract Type page opens.
   
    
   
   3. You should see all the available Contract Types. Agreement is selected by default.
   4. Select Contract Request and click Next to create an Contract Request Contract Type. This opens the Create Contract Type page that collects all the required details for the chosen Contract Type in six sections:
   • Details
   • Attributes
   • Association
   • Display Preference
   • Team
   • Verify

   Type the details for the fields in the tabs. The Details and Attributes sections have some mandatory fields, while rest of the tabs are optional. Note that while the process for creating all Contract Types is the same, the fields on each section will vary based on the Contract Type being created.

   To move to the next section, click Next.

   Let us go through each section in detail.

   Details

   • Contract Type Name: Type a name for the  Contract Type. 
   • Contract Type Code: This is a system generated code and is auto-populated after the Contract Type is created. 
   • Description: Can be left blank, however when required enter additional details or information such as customer/ contract related notes. 
   • Allow Third Party Paper: Specify if you would like to allow third party papers: 
     • Selecting Yes gives the provision to either use the ICM Template or third party template while creating a new Agreement. 
     • Selecting No allows the use of third party template only while creating the agreement. 
   • Allow Clause Assembly: Specify if you would like to have the option of adding Rule Based Clauses to the Agreement: 
     • Selecting Yes gives the provision to add the Rule Based Clause to the Agreement other than adding the Clauses through Template. 
     • Selecting No allows to add Clauses only through Template to the Agreement. 
   • QR Code: Specify if you would like to include a QR code into an Agreement created: 
     • Selecting No will not add QR code to the Agreement. 
     • Selecting Yes will add QR code in every page of an Agreement. The QR code is system generated and used to verify that if the correct document is getting uploaded into the system, for example, after manual signatures. 

          QR Code verifies the Agreement on 4 parameters: 

   • Agreement Code 
   • Version of the document 
   • Page number
   • Total number of pages 
    

   Click Next, to define the Attributes for the Contract Type.

   Attributes

   Attributes tab allows to select existing attributes in ICM for the Contract Type, as well as to create a new one specific for the Contract Type which is getting created.

   

   It consists of following sections:

   • Available Attribute

   This section consists of the list of attributes available in ICM. When you take the pointer on any attribute, two types of View icons pops up:

   - when clicked on it, attribute Details window pops up which consists of all the details of the attribute.

    - when clicked on it, it displays the list of Contract Types in which this attribute is already used.

   Select the attribute which is required for the Contract Type. To search any attribute in the section, enter the initials of the attribute in the Search box, all the attributes related to that will be displayed. Once selected move the attributes to Select Attribute section, by clicking on . The attribute can also be moved back to Available Attribute section by clicking on  .

   • Selected Attribute

   This section consists of all the attributes which are selected for the Contract Type. It consists of few default attributes as well which you can't move to Attribute List, for example, Name and Agreement Code.
   This section also has a Search box to search attributes. The attributes in this section can also be edited, but if moved back to Available Attribute section it will be back to previous state. To edit any attribute, select the attribute in Selected Attribute section. All the fields in Edit Section will get populated in editable mode except Data Type field , which is read-only. Edit the fields as per the requirement and click Save.

   • Edit Attribute

   This section helps you to edit and add new attributes in Selected Attribute section. All the fields here gets populated with the details of the attribute which is selected in Selected Attribute section.

   To add new attribute into Selected Attribute section click Add icon, now enter the details as per the table below:

   • Name: Gets auto-generated after clicking on Save, once all the fields are filled in for the new Attribute. 
   • Display Name: Type a display name for the attribute. 
   • HTML Prompt: This field consists of two icons Edit and View: 
     • Click Edit , HTML Prompt window pops-up. Type the Display Name for the attribute and set the format (font type, font size , font color and so on) the way you want it to get displayed while creating the Agreement. Click OK when the format is set. Things to avoid while setting the format of the Display Name as it can violate the standard display of the Agreement: 
       • Don't use too large font size 
       • Use professional font types 
       • Don't use too flashy colors 
     • Click View , HTML Prompt window pops up. You can see the Display Name with the format you have set. 
   • Data Type: Select a Data Type from the list provided. 
   • Help Message: Type a help message for the attribute. The message appears when you point to .
   • Source: Select a source for the attribute.
   •  Default Value: Type or select the default value for the data type selected. This value will be displayed as the default value for that specific attribute while creating the Agreement. For example: 
     • For Date, select default date
     • For Email, type the default email
     • For RichTextArea, click Edit icon , Default Value window pops up. Now type the default value for that specific attribute while creating the Agreement.  
   • Is Global: Select On to make the attribute available for all Contract Types.
   • Is Default: Select On to make the attribute selected for the Contract Types.
   • Is Editable: Select On to make the value of the attribute editable in an agreement. 
   • Is Mandatory: Select On to make an attribute value mandatory in an agreement. 
   • Tracking Attribute: Select On to allow attribute tracking. 
   • Is Unique: Select On to make the attribute value unique for all agreements of a particular contract type. 
   • Defined by Rule: Select On to define the attribute by rule. 
   • Is Inherit: Select On to make an attribute inherit data from an associated agreement. 
   • Is Searchable: Select On to make the attribute appear in search operations. 
   • Is Conditional: Select On to make an attribute dependent on another attribute. 
   • Is Lookup: Select On to make an attribute lookup for another attribute. 
   • Select Contract Type: Select an attribute from Select Attribute list and then click Save. The new attribute appears in the Selected Attributes. 

   Click Save, the attribute will be saved and will be displayed in the list of Selected Attribute section.

   Agreement Code into Request:

   • To get Agreement Code into Request you need to add Agreement Code Reference attribute while creating Contract Type. Agreement Code Reference attribute is available in Available Attribute section, move it to Selected Attribute section.
   • The ICM name for the attribute will be ICMAgreementCodeReference but the Display name can be different and configurable.
   • The Agreement Code will be generated and displayed in the Agreement Code Reference field when the Agreement is created.

   Click Next, to define the Associations for the Contract Type.

    Association

   You can associate different contract types with the present contract type on the Association tab.

   
    
   Note: The Association (Associated agreement) that you define on this tab reflects in the Associate and Inherit field in the Agreement creation process.
   •  : Click to add an association. 
   • Association Name: Type an appropriate name for the association. 
   • Associated Contract Type: Select an appropriate contract type. 
   • Allow Inheritance: Select Yes to enable inheritance for an association. 
   • Allow Multiple Instances: Select Yes to make association mandatory for an agreement. 
   • Update: Select to update the association. 

   Click Next, to define the display preferences of the contract type after you enter the attributes.

   Display Preference

   You can select Attributes that appear in the Agreement tile view and the Agreement details view on the Display Preference tab.

   
   •  Available Attributes: Select the attributes from the list. 
   •  : Select to move the attributes to the Selected Attributes.
   • ↑↓: Select the arrows to manage the sequence of the attributes. 
   Note: Select the Agreement Code Reference in the display preference to see the field in the Detail view. 

   Click Next, to define the team of the contract type after you enter the display preferences.

    Team

   You can view the existing team members along with their roles on the Team tab.
    

   
    

   To add more team members:

   1. Click next to Team. The Add User dialog box appears.
   2. Click Select Role drop down list to select a role.
   3. Select a user from the user tiles. You can use scroll arrows to browse through the user tiles.
   4. Click Add to add the user. The username and the role appear as a tile.
   5. Click to remove the user from the list.
   6. Click Next. The Verify tab appears.

   Click Next,to verify the contract type information after you define the Team.

   Verify

   You can view all the information related to a contract type on the Verify section. You can do the following tasks in the Verify section. 

   • Click Previous to go back to the respective tabs in case of any doubt,.
   • Click Create to create a new Contract Type.The contract type with Draft status appears.
   • To learn more about the Tabs that appear on the Contract Type Details page, click Tabs.