Bulk Actions [edit]


= Bulk Actions&nbsp; =

Users can&nbsp;perform bulk actions using the ''Bulk Actions'' tile on the [[Dashboard|Dashboard]] to create and update multiple entities directly within ICM. You can also perform these actions using Excel Add-in. With this utility, the overhead of installing and updating ICM Excel Add-in periodically on your machine can be avoided, besides, reducing the time taken to create and/or update records in ICM.&nbsp; 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 showing the Bulk Action 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 the&nbsp;validations. 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; 
<div class="image-green-border">[[File:Enable Bulk Action Tile.png|Enable_Bulk_Action]]</div> <ol start="3">
<li>'''Click&nbsp;'''the&nbsp; icon next to the Security Group to open it.&nbsp;</li>
<li><div class="image-green-border">'''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;[[File:Edit Security Group.png|Edit-_Security_Group]]</div> </li>
<li>'''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;</li>
</ol>

The Bulk Action tile enables you to:

*Update Existing Entities. For example making&nbsp;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;

To add an Amendment:&nbsp;

#<div class="image-green-border">'''Click&nbsp;'''''Update Existing&nbsp;''on the&nbsp;''Bulk Action Management&nbsp;''page. The&nbsp;''Update&nbsp;''page opens.&nbsp;[[File:Update Existing Entities.PNG|Update_Existing_Entities]]</div>  
#'''Perform&nbsp;'''the following actions on this page:''&nbsp;'' 
<ul style="margin-left: 40px;">
<li>Bulk Upload Action:&nbsp;'''Select&nbsp;'''''Add Amendments&nbsp;''from the&nbsp;drop-down. This helps in adding an Amendment to an existing Agreement.</li>
</ul>
<div class="note-box">'''Note''': You can add Amendments only to Agreements in&nbsp;''Executed&nbsp;''state.&nbsp;</div> <ul style="margin-left: 40px;">
<li>Saved Search: You must have a Saved Search created before you can update any entity.&nbsp;'''Select&nbsp;'''the Saved Search from the drop-down, that shows all the Saved Searches by the logged in user, as well as Global Saved Searches.&nbsp;</li>
<li>Contract Type Name:&nbsp;'''Select&nbsp;'''the Contract Type name from the&nbsp;drop-down. The user can view only those Contract Types that are associated with the Saved Search, and to which the user has access to.&nbsp;</li>
</ul>
<ol start="3">
<li>'''Click&nbsp;'''''Next.''</li>
</ol>
<div class="image-green-border">[[File:Update Existing Entities 1.PNG|RTENOTITLE]]</div> 
== Selecting&nbsp;Attributes&nbsp; ==

When adding an Amendment to an existing Agreement,&nbsp;select only the Attributes that you want to modify.
<div class="note-box">'''Note''':&nbsp;Values for non-editable Attributes and system Attributes such as Agreement Code cannot be selected. The metadata for the remaining&nbsp;Attributes is copied as-is from the parent Agreement.&nbsp;</div> 
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;

To select any 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; 
<div class="note-box">'''Note''': The file name of the downloaded Workbook is the same as the Contract Type you selected on the&nbsp;''Details&nbsp;''page.&nbsp;</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">[[File:Generate Workbook.png|Generate_Workbook]]</div> <ol start="3">
<li><div class="image-green-border">'''Open&nbsp;'''the Workbook that was downloaded&nbsp; on your local drive. This Workbook contains the information about the selected Attributes and Contract Type.&nbsp;[[File:View Workbook.png|RTENOTITLE]]</div> </li>
<li>'''Click&nbsp;'''the&nbsp;''Enable Editing&nbsp;''button on the Excel Workbook 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 when generating the Workbook in the example above.&nbsp; 
*''Use Amendment Template'': This Attribute plays an important role in selection of the Template when&nbsp;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 the&nbsp;''Attributes&nbsp;''page to achieve the desired result as mentioned below:&nbsp;
<ul style="margin-left: 40px;">
<li>If the&nbsp;''Type Of Paper&nbsp;''is&nbsp;''Own&nbsp;''and a valid Template name is specified in the ''Template Name&nbsp;''column, then ICM attaches that valid Template to the Amendment.&nbsp;</li>
<li>If the ''Type Of Paper&nbsp;''is&nbsp;''Own,&nbsp;''the&nbsp;''Use Amendment Template&nbsp;''is set to&nbsp;''True,&nbsp;''and the&nbsp;''Template Name&nbsp;''column is blank, then&nbsp;ICM automatically selects the valid Template. If there is exactly one Template applicable&nbsp;for the combination of the Attribute metadata, the ICM automatically selects that Template to create an Amendment. If there are several valid Templates that are applicable, the ICM generates an error and provides a list of Templates to select from.</li>
<li>If the ''Type Of Paper&nbsp;''is ''Own,''&nbsp;the&nbsp;''Use Amendment Template'' is set to ''False,'' and the&nbsp;''Template Name'' column is left blank,&nbsp;ICM selects the last approved version of the parent Agreement to create that Amendment.</li>
<li>If the&nbsp;''Type Of Paper&nbsp;''is&nbsp;''Third Party&nbsp;''and user specifies the file name in the ''File Path'' column, the specified&nbsp;file is used to create that Amendment.</li>
<li>If the&nbsp;''Type Of Paper&nbsp;''is&nbsp;''Third Party&nbsp;''and ''File Path'' column is left blank,&nbsp;ICM uses the last approved version of the parent Agreement to add that Amendment.</li>
</ul>

*''Parent Agreement Status'':This is a system-generated field, the value of which should not be changed as it will result in an error. It indicates the status of the Agreement to which you are adding the Amendment. When adding an Amendment, the parent Agreement status will always be ''Executed.''&nbsp; 
*''Organization Unit'': This is a&nbsp;system-generated field, the value of which should not be changed as it will result in an error.&nbsp; 
*''Type of Paper'': This is mandatory and user-editable Attribute, the values of which may be ''Own&nbsp;''or ''Third Party.'' 
*''Template Name'': This is a user-defined&nbsp;field. If the ''Type of Paper'' is ''Own'' ,the value in this field is considered when adding an Amendment. 
*''File Path'':&nbsp;This is a user-defined (editable) field. If the Type Of Paper is ''Third Party'' the value in this field is considered when&nbsp;adding an Amendment. '''Specify '''the complete name of Agreement document, including the file extension such as .pdf, .docx. The file name mentioned here must be part of the zip file you upload to ICM when adding a new batch. 
*Action: This field is used to specify the workflow action. In this release, only ''Create'' action is supported. 

== Information Sheet ==
<div>
*ICM adds a default sheet named&nbsp;''Information,''&nbsp;where you can find general information about the&nbsp;''Upload''&nbsp;action you have selected as well as the mapping of Contract Type name with sheet names.&nbsp; 
*<u>'''You should not make any changes to this sheet.'''</u> 
*When the records have been updated and the Workbook is populated, you must create a zip file that contains all the files mentioned in the Workbook, including the file names mentioned under&nbsp;''File Path''&nbsp;column, or the file names mentioned under Attributes with&nbsp;''File''&nbsp;data type. This zip file is required for performing the next step of&nbsp;''Adding a new Batch''.&nbsp; 
*The zip file can contain all the file formats supported by ICM, and can be up to 100 MB in size.&nbsp; 

== Adding a new Batch ==

You must create a batch&nbsp;to update existing Entities in ICM, such as new set of Amendments. Creating a new batch enables the system to upload all the changes you made to the workbook and process them. The number of records in the batch is indicated in the ''Batch Size'' column.

You can create a batch using the following steps:&nbsp;

#<div class="image-green-border">'''Click&nbsp;'''the&nbsp;''Add Batch&nbsp;[[File:Add Batch icon.png|RTENOTITLE]]&nbsp;''&nbsp;icon on the&nbsp;''Bulk Action Management&nbsp;''page. The&nbsp;''Add Batch&nbsp;''window opens from where you can upload the populated Workbook to ICM.&nbsp;</div>  
<div class="image-green-border">[[File:Add Batch Details.PNG|RTENOTITLE]]</div> <ol start="2">
<li>'''Enter&nbsp;'''the Batch Name. For example,&nbsp;''AutomationAgreement.''</li>
<li>'''Click&nbsp;'''''Choose File&nbsp;''next to the&nbsp;''Data File&nbsp;''field to select the Workbook to upload. You should upload the Workbook that you populated in the previous steps.&nbsp;</li>
<li>'''Click&nbsp;'''''Choose File&nbsp;''next to the&nbsp;''Attached Zip File&nbsp;''field to select the zip file that contains all the files you have mentioned in the Workbook, either as a&nbsp;''File Path&nbsp;''or as ''&nbsp;File Type&nbsp;''Attribute.</li>
<li>'''Click&nbsp;'''the&nbsp;''Add&nbsp;''button. The Workbook will be uploaded to ICM with a status of&nbsp;''Added to Queue.&nbsp;''The batch is added to the queue for automatic validation.&nbsp;</li>
</ol>
</div> 
== Processing the Batch&nbsp; ==

The Batch that you added in the&nbsp;''Adding a Batch&nbsp;''section will be processed by ICM. Multiple users can create multiple batches at the same time. These batches would be queued and ICM would pick them up for processing from the queue. The status of the batch can be as follows:&nbsp;

*''Added to Queue:&nbsp;''This is the status of the Batch when you upload the Workbook using the&nbsp;''Add Batch&nbsp;''button on the&nbsp;''Bulk Action Management&nbsp;''page. ICM validates the accuracy of the records in the batch.&nbsp; 
*''In Process:&nbsp;''Indicates that the batch is being processed after the user has uploaded the batch.&nbsp; 
*''Completed:&nbsp;''The status of the batch changes automatically to&nbsp;''Completed&nbsp;''after the batch is processed.&nbsp; 

While processing the Batch, every record is validated for:

*Correct data type for all records being uploaded.&nbsp; 
*Any Template that may have been selected is correctly added. 
*All files specified in&nbsp;''File Path&nbsp;''column or&nbsp;''File Type&nbsp;''Attribute of the workbook are physically present in the uploaded zip file.&nbsp; 
*In case of&nbsp;''Add Amendments Upload&nbsp;''action, Agreements of the selected Contract Types are in&nbsp;''Executed''''&nbsp;'''''<b>state</b>.''' 
*Lookup and Cascade Attributes validation: 
**Lookup Attribute:&nbsp;Based on the Masterdata, specific values will be displayed for selection. For such Attributes, ICM checks if the value you have specified is present is the Masterdata or not. 
**Cascade Attribute:&nbsp;Based on the value selected in the Lookup Attribute, specific values will be displayed for selection. For such Attributes, ICM checks if the value you have specified is valid for the combination of lookup value and the Masterdata associated with it.   

&nbsp;

== Bulk Action Management&nbsp; ==

Clicking on the ''Bulk Actions'' tile navigates you to the ''Bulk Action Management'' page.

The following tasks can be performed here:

*Adding a new batch&nbsp; 
*Viewing the status of a batch&nbsp; 
*Updating Existing Entities&nbsp; 
<div class="image-green-border">To view the status of&nbsp;the status of the batch,&nbsp;'''click&nbsp;'''the&nbsp;&nbsp;&nbsp;icon on&nbsp;''Bulk Action Management&nbsp;''page.&nbsp;</div> <div class="image-green-border">[[File:Batch Upload Success 1.PNG|RTENOTITLE]]</div> 
The following columns are displayed here:

*''Status:'' displays the following states of the batches that are processed. 
**''Added to Queue:&nbsp;''indicates that the user added a new batch for processing. 
**''In Process: ''indicates that the batch is being processed after the user has uploaded the batch.&nbsp; 
**''Completed:&nbsp;''indicates&nbsp;that processing of the batch is complete, even though errors might be encountered when validating the records.&nbsp;   

The ''Download Status Files ''icon appears in the ''Actions ''column after the status of the batch changes to ''Completed. ''Any errors during the processing of the batch are displayed in the ''Failure ''column on the ''Bulk Action Management ''page.

*''Success:&nbsp;''displays the number of records that passed the validation process. 
*''Failure:&nbsp;''displays the number of records that failed the validation process. 
*''Start Time:&nbsp;''displays the Date and Time when the batch processing started. 
*''End Time:&nbsp;''displays the Date and Time when the batch processing concluded. 
*''Execution Time:&nbsp;''displays the Time taken to process the batch and change the status of the Batch to ''Completed.'' 
*''Created By:&nbsp;''displays the name of the user who created the batch. 
<div class="note-box">'''Note''':&nbsp;By default, users can view only the batches they have added to queue. The Administrator can view the batches for all users.</div> 
== Viewing the Status and Error Files&nbsp; ==

After a batch is processed, a ''Download Status Files'' [[File:Download Icon.PNG|RTENOTITLE]]&nbsp;icon is displayed in the ''Actions ''column.

To view the files:&nbsp;

#'''Click&nbsp;'''the&nbsp;[[File:Download Icon.PNG|RTENOTITLE]]&nbsp;icon. The ''Download Status&nbsp;''''Files&nbsp;'''''<b>window opens.&nbsp;</b> 
#'''Click&nbsp;'''the&nbsp;''Status File&nbsp;''or&nbsp;''Error File&nbsp;''to download the applicable file of the batch.&nbsp; 
<div class="image-green-border">[[File:Download Status ErrorFiles.png|RTENOTITLE]]</div> 
*The ''Status File'' shows the status of the records that were processed in a batch along with any failures. 
*The number of failed records in the file will correspond to the number in the ''Failure ''column on the ''Bulk Action Management ''page. 
*The ''Warnings and Errors ''columns in the Error File indicates the specific issue. If the validation of a record fails for multiple reasons, then all such reasons are mentioned against that record. 
*If you want to process the failed records, then you must create a new batch and upload a Workbook that contains corrected values of the failed record. You are not required to start the process from the beginning (select Upload action, select Attributes, and so on.) You can reuse the Workbook that was generated earlier. All records that have been successfully created in ICM can be viewed from the UI. 

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