Bulk Actions [edit]


= Bulk Actions&nbsp; =

Users can&nbsp;perform bulk actions using the ''Bulk Actions'' tile on the ''Dashboard'' to create and update multiple entities directly within ICM. You can also perform these actions using Excel Add-in. When uploaded, these entities become part of the ICM workflow and can be managed within ICM itself.

Feature highlights:&nbsp;

*Optimal use of APIs and parallel processing for improved performance, thus allowing multiple users to add multiple batches of files simultaneously&nbsp; 
*Eliminates the need of using a third party application such as Excel Add-in to upload entities in bulk 
*Ability to select Attributes from ICM user interface (which is not possible when using Excel Add-in) 
*Ability to check the number of valid Templates for an Amendment when using ''Own&nbsp;''Type of paper 
*Access control by providing visibility to the tile only to users with&nbsp;''Manage&nbsp;''privileges 
*Provides error and status files for every batch processed. The status file indicates if the records passed or failed validation. The error file indicates the specific validation errors while processing the batch 

You can enable the&nbsp;''Bulk Action&nbsp;''tile through the Security Groups.&nbsp;

To enable the&nbsp;''Bulk Action&nbsp;''tile:&nbsp;

#'''Click&nbsp;'''''[[User_Administration|User_Administration]]&nbsp;''on the [[Dashboard|Dashboard]]. The&nbsp;''[[User_Administration|User_Administration]]&nbsp;''page opens.&nbsp; 
#'''Click&nbsp;'''''Security Groups&nbsp;''on the&nbsp;''User Administration&nbsp;''page. The&nbsp;''Security Group&nbsp;''page opens.&nbsp; 
#'''Click&nbsp;'''the&nbsp; icon next to the Security Group to open it.&nbsp; 
#'''Navigate&nbsp;'''to the&nbsp;''Privileges&nbsp;''section in the Security Group and search for&nbsp;''Bulk Action&nbsp;''under the&nbsp;''Entity Name&nbsp;''column.&nbsp; 
#'''Select&nbsp;'''''Bulk Action&nbsp;''option under&nbsp;''Manage&nbsp;''or&nbsp;''View&nbsp;''column depending on whether you want to provide&nbsp;''Manage&nbsp;''or&nbsp;''View&nbsp;''privileges to the&nbsp;''Bulk Action&nbsp;''tile. The&nbsp;''Bulk Action&nbsp;''tile will be displayed on the Dashboard.&nbsp; 

The Bulk Action tile enables you to:

*Update Existing Entities, for example make changes to Agreements that are in&nbsp;''Executed&nbsp;''state.&nbsp; 
*Populate the Workbook. You can use the same workbook to upload multiple Agreement records.&nbsp; 
*Add a new Batch. 
*Process the Batch 
*View the Status and Error files.&nbsp;&nbsp; 

To perform Bulk Actions:&nbsp;

1. '''Click&nbsp;'''''Bulk Actions&nbsp;''tile on the Dashboard. The&nbsp;''Bulk Action Management&nbsp;''page opens where you can update the existing entities by adding Amendments using the&nbsp;''Update Existing&nbsp;''tile.&nbsp;

[[File:Bulk Actions Tile.png|RTENOTITLE]]

To add an Amendment:&nbsp;

#'''Click&nbsp;'''''Update Existing&nbsp;''on the&nbsp;''Bulk Action Management&nbsp;''page. The&nbsp;''Update&nbsp;''page opens.&nbsp; 
#'''Perform&nbsp;'''the following actions on this page and&nbsp;'''click&nbsp;'''''Next.&nbsp;'' 
<ul style="margin-left: 40px;">
<li>Bulk Upload Action:&nbsp;'''Select&nbsp;'''''Add Amendments&nbsp;''from this drop-down. This helps in adding an Amendment to an existing Agreement. You can add Amendments only to Agreements in&nbsp;''Executed&nbsp;''state.&nbsp;</li>
<li>Saved Search: You must have a Saved Search created before you can update any entity.&nbsp;'''Select&nbsp;'''the Saved Search from this drop-down, which shows all the Saved Searches by the logged on user and the global Saved Searches.&nbsp;</li>
<li>Contract Type Name:&nbsp;'''Select&nbsp;'''the Contract Type name from this drop-down. The user can view only those Contract Types that are associated with the Saved Search and to which the user has access.&nbsp;</li>
<li>[[File:Update Existing Tile.PNG|RTENOTITLE]]</li>
</ul>

== Selecting the Attributes&nbsp; ==

While adding an Amendment to existing Agreement, you can select only the Attributes which you want to modify. Note that, values for non-editable as well as system Attributes such as Agreement Code cannot be selected. The metadata of the rest of Attributes is copied as is from the parent Agreement.&nbsp;

This page displays only Attributes related to Contract Type you have selected. You can select only the editable Attributes. If you select a dependent Attribute, the primary Attribute also gets selected by default. The Attributes selected on this page will be visible in the workbook you generate. For example, Effective Date and Expiry Date.&nbsp;

Follow these steps to select additional Attributes:&nbsp;

#'''Select&nbsp;'''the Attributes from the&nbsp;''Available Attributes&nbsp;''list and move it to the&nbsp;''Selected Attribute&nbsp;''column. For example,&nbsp;''Use Amendment Template.&nbsp;'''''Click&nbsp;'''''Yes&nbsp;''when prompted to add parent Attribute.&nbsp; 
#'''Click&nbsp;'''''Generate Workbook.&nbsp;''This generates and downloads the workbook with the system Attributes that are inherited as well the Attributes that you selected.&nbsp; 

'''Note''': The file name of the downloaded workbook is the same as the Contract Type you selected on the&nbsp;''Details&nbsp;''page.&nbsp;
<ol start="3">
<li>'''Open&nbsp;'''the workbook that is downloaded and saved on your local drive. This workbook contains the information about the selected Attributes and Contract Type.&nbsp;</li>
<li>'''Click&nbsp;'''the&nbsp;''Enable Editing&nbsp;''button on the Excel workbook (if required) to make changes as required.</li>
</ol>

== Populating the Workbook&nbsp; ==

The workbook that was generated in the previous step contains the Attributes you have selected as few additional system Attributes. You should see the following Attributes in this workbook:&nbsp;

*Parent Agreement Code: This is a system-generated field, the value of which should not be changed as it will result in an error. It contains the Agreement codes of the Agreements that are part of the Contract Type you selected.&nbsp; 
*Effective and Expiry Dates: These are user-editable fields that are included in the workbook because we selected them while generating the workbook in the example above.&nbsp; 
*Use Amendment Template: This Attribute plays an important role in selection of the Template while creating the Amendment. The system will:&nbsp; 
**Either use the specified Template 
**Or the last approved version of the Template in the parent Agreement 
**Or auto-select a Template based on various combinations of this Attribute such as&nbsp;''Type of Paper, Template Name&nbsp;''and&nbsp;''File Path Attributes.&nbsp;''   

User must select this Attribute on&nbsp;''Attribute Selection&nbsp;''page to achieve the desired result as mentioned below:&nbsp;

&nbsp;
<div class="image-green-border">[[File:Update Existing Details.PNG|RTENOTITLE]]</div> 
5. '''Select&nbsp;'''the Attributes from the ''Available Attribute'' list and move to the ''Selected Attribute'' column to be displayed in the workbook you generate. For example, Effective Date, Expiry Date, and so on.

6. '''Click '''''Generate Workbook.&nbsp;''This generates the workbook with the Attributes selected.&nbsp;

7. '''Open '''the Excel workbook that is downloaded and saved to your local drive. This workbook contains information about the selected Attributes and Contract Type. The file name of this workbook is same as the Contract Type that you selected.&nbsp;
<div class="image-green-border">[[File:View Batch.png|RTENOTITLE]]</div> 
8. '''Click '''the ''Enable Editing'' button on the Excel workbook to make changes as required. For example, changing the Expiry Date for Agreements.

9. '''Click&nbsp;'''''Save&nbsp;''to save your edits.&nbsp;

10.'''Click '''the ''Add Batch'' [[File:Add Batch icon.png|RTENOTITLE]]''&nbsp;''icon on the&nbsp;''Bulk Action Management ''page. This opens the ''Add Batch&nbsp;''window and you can upload the edited Excel workbook to ICM.

11.'''Enter''' the ''Batch Name''. For example, AutomationAgreementsDec2018.

12.'''Click '''the ''Choose File'' button next to the Data File field to select and upload the workbook file to ICM.

13. '''Click '''the ''Choose File ''button next to the ''Attached Zip File'' field to select and upload all the records for the batch to ICM. The maximum size of the zip file supported is 100 MB.&nbsp;

14. '''Click '''the ''Add'' button. The Excel workbook is uploaded to ICM with a status of ''Added to Queue.&nbsp;''This batch is added to the queue for automatic validation.

When ICM starts processing the batch, the status of the batch changes to ''In Progress.'' ICM validates the accuracy of the records in the batch while processing and the records are processed.

&nbsp;While processing the batch, every record is validated for:&nbsp;

*Correct data type for all Attributes being uploaded 
*Selected Template if any is correctly added 
*Files specified in the workbook are available in the uploaded zip file 
*Agreements of the selected Contract Types are in&nbsp;''Executed&nbsp;''state 

15.&nbsp; '''Click&nbsp;'''the [[File:Bulk Action Refresh icon.png|RTENOTITLE]]on the&nbsp;''Bulk Action Management&nbsp;''page to refresh this page and view the status of the batch you uploaded.&nbsp;When the batch is successfully uploaded, the status changes to&nbsp;''Completed.&nbsp;''
<div class="image-green-border">''[[File:Batch Upload Success.PNG|RTENOTITLE]]''</div> 
Additional information about columns:&nbsp;

*Status: Shows the following statuses of the batches that are processed.&nbsp; 
**''Added to Queue:&nbsp;''indicates that user added a new batch for processing 
**''Completed:&nbsp;''indicates that processing of the batch is complete   
*Success: shows the number of records that passed the validation process&nbsp; 
*Failure: shows the number of records that failed the validation process&nbsp; 
*Start Time: shows the date and time when batch processing started&nbsp; 
*End Time: shows the date and time when batch processing ended&nbsp; 
*Created By: shows the name of the user who created the batch 
<div class="note-box">'''Note''': Users can view only the batches that are created by themselves. However administrator can view the batches created by all users.&nbsp;</div> 
== Viewing the error&nbsp;and status files&nbsp; ==

After the batch is processed, a&nbsp;''Download Status Files&nbsp;''icon appears under&nbsp;''Actions&nbsp;''column.&nbsp;

1. '''Click&nbsp;'''the icon. The&nbsp;''Download Status Files&nbsp;''window opens.&nbsp;

2. '''Click&nbsp;'''the&nbsp;''Status File&nbsp;''to download the status file of the batch.&nbsp;

3. '''Click&nbsp;'''''Error File&nbsp;''to download the error file that displays errors if any while creating the batch.&nbsp;

&nbsp;