From ICIHelp7.14
Jump to: navigation, search
 
(131 intermediate revisions by 11 users not shown)
Line 1: Line 1:
−
<font face=" Segoe UI ">
 
  
−
The Agreement Management Tile enables you to manage all aspects of creating and editing agreements from a single page. From here, you can:
+
= Agreement Management =
−
* search, view and manage all your agreements on the [[Agreements Page]]
+
−
* view and raise requests for a new agreement on the [[Requests Page]]
+
−
* create a new agreement on the [[Create a New Agreement Page]]
+
  
−
If you are new to the Icertis Contract Management (ICM) application, the following section will help you understand the agreement workflow and give you an overview of agreements in the context of this application. In ICM, the terms Agreement and Contract are used interchangeably and mean the same thing. In this Help System, we will use the word "Agreement" when talking about Agreements. "Contract" will only be used in reference to Contract Types.
+
The Agreement Management section enables you to manage all aspects of creating and editing Agreements from a single page. From this page, you can do the following tasks:
  
−
An Agreement in ICM is based on these main concepts:
+
*View and manage all your Agreements on the ''Agreements ''page.
 +
*Create new Agreements on the Creating an Agreement.
 +
*Search, view, and manage all your existing requests on the ''Requests'' page.
 +
*Create new Requests on the ''Create Request''&nbsp;page.
 +
<div class="image-green-border">[[File:Agreement Mgmt.PNG|720px|Agreement Mgmt]]</div>
 +
In ICI, the terms Agreement and Contract are used interchangeably and mean the same thing. In this Help, we will use the word ''Agreement''&nbsp;when discussing&nbsp;Agreements, whereas Contracts will be discussed with&nbsp;reference to Contract Types.
  
−
* '''Template''' is a predefined format that gets used for a given agreement. It consists of the text that is relevant to the type of agreement being created. Templates in ICM are used to organize clauses and give a certain structure to all the attributes.
+
While the actual workflow of an Agreement in ICI can be quite complex and involved, it is summarized in these five steps:
 +
<div class="image-green-border">[[File:Agreement Management - Agreement Overview.png|720px|Agreement Management - Agreement Overview.png]]</div>
 +
1.&nbsp;'''Create Contract Request:''' When someone in your organization, such as a department manager wants to engage a vendor for certain services over a length of time, the individual can raise that request with the procurement department that can then work on that Agreement. Depending on the workflow adopted, your organization may:
  
−
* '''Attribute''' can be defined as a variable or placeholder for the actual data for the agreement. This is data that changes for each agreement. For example, [Company Name] and [Legal Address] can be attributes that will be replaced by the actual name and address of the company the agreement is being signed with.
+
*Enforce this step so that all contracts are initiated and drafted only by one department, or
 +
*Make this step completely optional, so it can be skipped by someone who is an expert at contracting and its process.  
  
−
* '''Clauses''' contain the terms and conditions of the agreement. For example, the payment terms will be 45 days from the date of invoice. Clauses can be rule or attribute based.
+
2. '''Create Agreement:''' In this step, the primary owner or the creator of the agreement&nbsp;select the contract type, selects attributes and template, and verifies the details that you entered in the agreement.&nbsp;See Create Agreement Page for complete details.
  
−
* '''Rules''' help automate the workflow and define conditions that must be met for an agreement to get executed and stay in force. They enforce specific roles for certain users and comply with predefined business conditions. For example, if the payment is not received within 45 days of the date of the invoice, a 10% penalty on the outstanding amount will be levied.  
+
3.&nbsp;'''Review Agreement: '''After the primary owner has created an internal draft of the agreement, it is published. The published draft can be sent for reviews (optional, if decided by the Primary Owner of the Agreement) .
  
−
* '''Approvals and signatories''' are an integral part of creating an agreement and are rule based. Who the agreement needs to be approved by and who the authorized signatory should be (based on the legal entity entering into an agreement), is defined by rules in ICM.
+
4. '''Approve Agreement: '''Once the Agreement is reviewed, it can be sent for approvals to the team of people that are working on this Agreement in various roles.
  
−
This figure shows these building blocks of an Agreement in ICM:
+
5.&nbsp;'''Execute Agreement:''' Several people can review and approve the Agreement before it is ready to be signed. After all approvals are obtained, the Agreement is sent to be signed by both the parties. With both parties signing (known as internal and external signatories in ICI), the Agreement is said to be executed&nbsp;and is now in force.
  
−
      [[File:AgreementComponents.JPG]]
+
'''Notes:'''<br/> If an incorrect document was initially uploaded by a signatory, a&nbsp;user with the appropriate privilege can upload the correct document even after the agreement is executed.&nbsp;The uploaded document must be a PDF.'''&nbsp;'''The ''Executed''&nbsp;state of the Agreement remains unchanged. Only the following roles have this privilege:<br/> &nbsp; &nbsp;* Primary Owner<br/> &nbsp; &nbsp;* Secondary Owner<br/> &nbsp; &nbsp;* Contributor<br/> <br/> If changes are required in the Agreement that is in an ''Executed'' state, the Primary Owner of the Agreement can add an Amendment. Changes may be required due to any of the following business reasons:<br/> &nbsp; &nbsp;* The payment terms of the Agreement have changed.<br/> &nbsp; &nbsp;*&nbsp;The Statement of Work (SOW) in the Agreement has changed.<br/> &nbsp;&nbsp; *&nbsp;The terms and conditions of the Agreement have changed due to the introduction of a new regulation.
  
 +
6.&nbsp;'''Support Multi-party Agreements''': ICI offers full platform support for multi-party Agreements.&nbsp;You can now use a single system for managing all your Agreements and capture multiple other parties and divisions on an Agreement seamlessly. It allows you to search only metadata instead of searching multiple attributes, thus making it user-friendly. There is no limit on the number of parties that can be added. All parties can sign the Agreements either manually or electronically, based on the signing sequence set in ICI. It also supports parallel signatures independent of the status of either party.
  
−
While the actual workflow of an agreement within ICM can be quite complex and involved, it is summarized in these 5 steps:
+
Such Agreements include Non-Disclosure Agreements, Sell Agreements or business-specific Agreements. For example, A healthcare business group needs Contract Types for managing their contracts, but the Mergers and Acquisitions department needs their own Contract Types.<br/> &nbsp;<br/> Key capabilities of Multi-Party:
  
−
'''1. Create contract request''': when someone in your organization, such as a department manager wants to engage a vendor for certain services over a length of time, the individual can raise that request with the procurement department that can then work on that agreement. Depending on the workflow adopted, your organization may:
+
*Captures multiple values of Attributes and/or Masterdata
−
* enforce this step so all contracts are initiated and drafted only by 1 department, or
+
*Tags these multiple instances in the Template
−
* make this step completely optional, so it can be skipped by someone who is an expert at contracting and it's process.  
+
*Supports the signature workflow with these multiple instances of customer data
 +
*Supports multiple Rules (say for approval workflow) based on the individual values selected. For example,&nbsp;in an Agreement, if 3 Divisions are selected, the approval process should support approvals from all 3 divisions.
 +
*Supports visibility in such a one-to-many environment; For example, in the multi-division scenario, the Agreement visibility too should be enabled for multiple divisions.  
  
−
'''2. Create agreement''': this involves the primary owner (creator of the agreement) defining the contract type, selecting attributes and template, and verifying the details entered. See [[Create Agreements Page]] for complete details.
+
&nbsp;
  
−
'''3. Review and approve agreement''': once the primary owner has created an internal draft of the agreement, it gets published and this published draft can now be sent for reviews and approvals to the team of people that are working on this agreement in various roles.
+
&nbsp;
  
−
'''4. Execute agreement''': there can be one or more people that need to approve the agreement before it is ready to be signed. Once all approvals are obtained, the approved agreement can be sent to be signed by both the parties. With both parties signing (known as internal and external signatories in ICM), the agreement is said to be "executed" and is now in force.
+
== Upfront chevron view of agreement journey ==
  
−
'''5. Add amendment''': if, after execution, there needs to be a change in the agreement, for example the payment terms or the scope of work (SOW) changes or terms and conditions (referred to as clauses in ICM) have to be changed because of the introduction of a new regulation, the primary owner can add an amendment. This process will be similar in nature, but a few things like the approvers may change.  
+
In ICI, as per the contracting business paradigm, an agreement entity goes through different workflows and stages starting from authoring to execution, and expiration or termination.&nbsp;
  
−
This figure shows all the possible states of an agreement with various roles involved in creating it.
+
Users can view the current status of an agreement on the ''Agreement Index ''or ''Details'' page, a generic progress view on the ''Team'' tab, and logged audit details on the ''History ''tab. To understand the progress of the agreement and find relevant information, the user needs to navigate through multiple tabs.&nbsp;
  
−
<<This graphic will be replaced by a better, more presentable one>>
+
A horizontal chevron is displayed, which is a visual depiction of the agreement’s journey that provides a simple, upfront and consolidated view of the agreement’s lifespan. The 4 stages of the chevron prominently communicate an entity’s journey including the previous, current and possible future states of the agreement. This considerably improves usability for new and existing users as they can now find information easily and with minimum clicks.&nbsp;
 +
<div class="image-green-border">[[File:Chevron 1.png|720px|Chevron 1]]</div>  
 +
The colors of the chevron are indicative of the stage of the agreement. For example, if the theme color as per user preferences is green, then the previous stage is displayed in a light green color, the current stage is displayed in a dark green color, and the future stages are displayed in grey color.&nbsp;
  
−
      [[File:Agreement Workflow Role-Status.png]]
+
The chevron displays the following 4 tabs corresponding to the various stages of the agreement’s journey:
  
−
      [[File:AgreementWorkflow_Role-Status.JPG]]
+
1.'''Generate: '''Displays list of actions taken by the user on the agreement before it is published. It includes the 5 most recent logs of the actions taken (such as ''Agreement Copied, Agreement Published'') including details such as role of the user who performed the task, date and time of the action, and user name. The icons displayed next to the user name are similar to those in the agreement’s ''History ''log (such as green thumb icon for actions completed).
  
 +
2. '''Approve:''' Displays the list of queued approvers as per the defined steps in the agreement, users that have approved the agreement, users with pending approval actions and for how long it has been pending with them. The icons and information in this tab are similar to those displayed in the agreement’s ''Progress'' view.&nbsp;
  
−
                                  '''<<Needs to be restructured>>'''
+
3. '''Execute: '''Displays details such as internal/external signatories that have either signed the agreement or whose signatures are pending. By default, the external signatory details are displayed first. The icons and information in this tab are similar to those displayed in the agreement’s ''Progress'' view.&nbsp;
  
−
[[ICM Help|Home]]<br/>
+
4. '''Manage:''' Displays the 5 most recent logs of the actions taken by the user to manage the agreement post-execution. (such as ''Agreement Terminated, Agreement Superseded''). The icons displayed next to the user name are similar to those in the agreement’s ''History ''log.
−
An agreement is a type of contract that your organization signs with third party. An agreement can be for legal or procedural purpose.<br/>You can do the following tasks relating to your agreements using the '''Agreements''' feature. Let us understand these tasks in detail.<br/>
+
  
−
==Requests==
+
The icons displayed on the chevron include:
−
[[Search an Existing Request]]<br/>
+
−
[[View Request Status]]<br/>
+
  
−
==Create a Request==
+
*[[File:Chevron 1 icon.png|Chevron tick mark]]&nbsp;-&nbsp;indicates stage completed
−
[[Create a New Request]]<br/>
+
*[[File:Chevron clock icon.PNG|Chevron clock icon]]&nbsp;- indicates stage in progress
−
[[Copy an Existing Request]]<br/>
+
−
[[Download and Print Request Information]]
+
  
−
==Review and  Approve/Reject a Request==
+
'''Note:'''&nbsp;
−
[[Send a Request for Review]]<br/>
+
−
[[Review a Request]]<br/>
+
−
[[Send a Request for Approval]]<br/>
+
−
[[Approve a Request]]<br/>
+
−
[[Add Notes]]<br/>
+
  
−
==Edit a Request==
+
*The chevron view is only applicable to agreement contract type (agreements and amendments).&nbsp;
−
[[Edit a Request]]<br/>
+
*By default, the chevron is disabled; it can be enabled for selected contract types.
 +
*The chevron labels support localization.
  
−
==Request On Hold==
+
<br/> Let’s consider an example of an agreement named ''Automation Basic Agreement'' and view its journey through the <u>4 stages</u> of the chevron.
−
[[Put Request On Hold]]<br/>
+
  
−
==Cancel a Request==
+
1.'''Generate: '''Displays the following details:
−
[[Cancel a Request]]<br/>
+
  
−
==Search Contracts/Agreements==
+
*List of 5 most recent logs of the actions taken by the user who created the agreement – e.g. ''Agreement Copied, Agreement Created, Agreement Modified, Agreement Team Member Added, ''and finally''Agreement Published''. &nbsp; &nbsp;
−
[[Search Contracts/Agreements]]<br/>
+
*User details – e.g. user name&nbsp;''Automation user1'' and user role ''Primary Owner''.&nbsp;
−
[[Save Your Search Results]]<br/>
+
*Time stamp – e.g. the agreement was copied on ''8/28/2020'' at ''14:05:02''.
−
[[Export Search Results]]<br/>
+
*Icons next to the user name – similar to those in the agreement’s History log, e.g. ''green thumb icon'' for actions completed.
−
[[Create Smart Link for Agreement]]<br/>
+
<div class="image-green-border">[[File:Chevron 2.png|720px|Chevron 2]]</div>  
−
[[Create Smart Link for Association]]<br/>
+
<br/> 2. '''Approve:''' Displays the following details:
  
−
==Create a Contract/Agreement==
+
*List of queued approvers as per the defined steps in the agreement, users that have approved the agreement, users with pending approval actions and for how long it has been pending with them. The list of approvers is similar to those mentioned in the ''Team'' tab.
−
[[Create a Fresh Contract/Agreement]]<br/>
+
*Number of approvers required for agreement approval – e.g.''1 of 2 required''. If no approvers are added, then a message will be displayed that no approvers are added to the team and the agreement is directly approved.
−
[[Create a Contract/Agreement from Contract Request]]<br/>
+
*Approver details – e.g. approver 1 - ''AE User13'', approver 2 – ''AE User11''.&nbsp;
−
[[Copy an Existing Agreement]]<br/>
+
*Hovering over the user names opens a box displaying the user (approver) email and ''Notes'' added by the user, if any.
−
[[View a Contract/Agreement]]<br/>
+
*The icons and information in this tab are similar to those displayed in the agreement’s ''Progress'' view.&nbsp;
−
[[Add Supporting Documents to Your Contract/Agreement]]<br/>
+
*Approvers are queued as per the rules. For example:<br/> - Step 1: Completed i.e. ''AE User 13'' has approved the content (& the ''Step 1'' tab color is light green).<br/> - Step 2: In Progress i.e. Agreement is currently waiting for approval from ''AE User 11'' (& the ''Step 2 ''tab color is dark green).<br/> - Step 3: Not Started i.e. ''Rasika ''is in queue and the agreement will be sent to her after approval from ''AE User 11'' (& the Step 3 tab color is grey).
−
[[Add Commitments to Your Contract/Agreement]]<br/>
+
<div class="image-green-border">[[File:Chevron Approve.PNG|720px|Chevron Approve]]</div> <div class="image-green-border"><br/>  <br/> 3. '''Execute: '''Displays the following details:</div>  
−
[[Set Auto-Expiry of a Contract/ Agreement]]<br/>
+
*Internal/ external signatories that have either signed the agreement or whose signatures are pending e.g. ''Internal Signature'' by ''ami'' and ''External Signature ''by AE''User 10''.
−
[[Download and Print Contract/Agreement Information]]<br/>
+
*Minimum number of external and internal signatures required at each step e.g. 1 of 1 required external signature at ''Step 1 ''by external signatory ''AE User 10''.&nbsp;
−
[[Send a Message]]<br/>
+
*Hovering over the user names opens a box displaying the user (approver) email, with whom the agreement currently is, and for how long it has been pending with the user.
 +
*By default, the external signatory details are displayed first. The icons and information in this tab are similar to those displayed in the agreement’s ''Team'' tab. If no signatories are part of the team, then a message will be displayed indicating that and the agreement will directly move to the ''Executed'' state.
 +
<div class="image-green-border">[[File:Chevron 4.png|720px|Chevron 4]]<br/>  <br/> '''4. Manage:''' Displays the following details:</div>  
 +
*The 5 most recent logs of the actions taken by the user to manage the agreement post-execution e.g. ''Agreement Downloaded, Agreement Sent For Review''.&nbsp;
 +
*The icons displayed next to the user name are similar to those in the agreement’s ''History'' log.
 +
*User details – e.g. user name ''Automation user1'' and user role ''Primary Owner''.&nbsp;
 +
*Time stamp – e.g. the agreement was copied on ''8/28/2020 ''at ''14:08:09''.
 +
*Icons next to the user name – similar to those in the agreement’s ''History ''log, e.g. ''green thumb icon ''for actions completed.
 +
*The ''clock icon'' on the ''Manage ''tab indicates the stage that is in progress e.g. the user has to take actions on the agreement and is currently in the ''Agreement Sent For Review ''state, whereas the tick mark icon on the ''Generate, Approve ''and''Execute ''tabs indicate that these stages of the agreement’s journey are complete.&nbsp;
 +
<div class="image-green-border">[[File:Chevron 5.png|720px|Chevron 5]]</div>  
 +
&nbsp;
  
−
==Edit a Contract/Agreement==
+
== Contract Lifecycle Management, Artificial Intelligence, and Bulk Upload ==
−
[[Edit a Contract/Agreement]]<br/>
+
  
−
==Contract/Agreement On Hold==
+
For organizations looking to optimize their contract lifecycle management processes and digital transformation, this release includes capabilities to manage the bulk upload of larger volumes of legacy contracts, and Artificial Intelligence (AI) driven enhancements to improve discovery, identification, and digitization of third-party, legacy and federal contracts.
−
[[Put Contract/Agreement On Hold]]<br/>
+
  
−
==Cancel a Contract/Agreement==
+
Using ICI, you have the:
−
[[Cancel a Contract/Agreement]]<br/>
+
  
−
==Delete a Contract/Agreement==
+
*Ability to create US Federal Acquisition Regulations clause repository and to manage US Federal Contracts using ICI.
−
[[Delete a Contract/Agreement]]<br/>
+
*Accelerate contract digitalization and management by quickly converting legacy contracts into live contracts with AI-enhanced contract digitization capabilities which also help in AI-powered clause and attribute discovery. Excel based bulk upload capability to do so at scale.
 +
*Upload&nbsp;legacy Agreements in bulk supporting a larger volume of agreements and other entities using Excel utility.
  
−
==Add Team to Your Contract/Agreement==
+
&nbsp;
−
[[Add and Remove Approvers]]<br/>
+
−
[[Enable and Disable Approvers]]<br/>
+
−
[[Trigger Notification]]<br/>
+
  
−
==Review and Approve/Reject a Contract/Agreement==
+
&nbsp;
−
[[Send a Contract/Agreement for Review]]<br/>
+
−
[[Review a Contract/Agreement]]<br/>
+
−
[[Recall an Approval]]<br/>
+
−
[[Approve a Contract/Agreement]]<br/>
+
−
[[Reject a Contract/Agreement]]<br/>
+
−
[[Add Notes]]<br/>
+
−
[[Delegate an Agreement Approval/Review]]<br/>
+
  
−
==Deviation in Clauses==
+
&nbsp;
−
[[Review Deviated Clauses]]<br/>
+
<div class="related_topics">'''Related Topics:'''&nbsp;[[Searching_agreements_and_requests|Searching Agreements and Requests]]&nbsp;| [[Adding_Supporting_Documents_to_an_Agreement|Adding Supporting Documents to an Agreement]]&nbsp;|&nbsp;[[Setting_auto-expiry_for_an_Agreement|Setting auto-expiry for an Agreement]]&nbsp;|&nbsp;[[Bulk_Actions|Bulk Actions]]&nbsp;| [[User_Administration|User Administration]] | [[Association_Management|Association Management]] | [[Compliance_Management|Compliance Management]] | [[Template_Management|Template Management]] | [[Clause_Management|Clause Management]] | [[Configuration|Configuration]] | [[Reports|Reports]]&nbsp;|&nbsp;[[Localizing_ICI|Localizing ICI]]&nbsp;|</div>
−
[[Approve Deviated Clauses]]<br/>
+
−
[[Add Manual Deviation]]<br/>
+
−
 
+
−
==Execute a Contract/Agreement==
+
−
[[Fulfil a Commitment]]<br/>
+
−
[[Send an Agreement to External/Third Party Signature]]<br/>
+
−
[[Electronic Signature for Own Paper]]<br/>
+
−
[[Electronic Signature for Third Party Paper]]<br/>
+
−
[[Manual Signature]]<br/>
+
−
 
+
−
==Terminate a Contract/Agreement==
+
−
[[Post - Execution Review of an Agreement/Contract]]<br/>
+
−
[[Terminate an Agreement]]<br/>
+
−
 
+
−
==Add Amendment to a Contract/Agreement==
+
−
[[Add Amendment to a Contract/Agreement]]<br/>
+
−
 
+
−
==Upload Agreements Using MS Excel==
+
−
[[Install ICM Excel Add-In]]<br/>
+
−
[[Log In to ICM Excel Add-In]]<br/>
+
−
[[Upload Agreements Using ICM Bulk Insert]]<br/>
+
−
 
+
−
== Upload agreements to ICM ==
+
−
[[Upload Agreements to ICM]]<br/>
+
−
 
+
−
==Association Management==
+
−
[[Create an Associated Document]]<br/>
+
−
[[Search an Associated Document]]<br/>
+
−
[[Approve an Associated Document]]<br/>
+

Latest revision as of 10:55, 28 September 2020

Agreement Management

The Agreement Management section enables you to manage all aspects of creating and editing Agreements from a single page. From this page, you can do the following tasks:

  • View and manage all your Agreements on the Agreements page.
  • Create new Agreements on the Creating an Agreement.
  • Search, view, and manage all your existing requests on the Requests page.
  • Create new Requests on the Create Request page.
Agreement Mgmt

In ICI, the terms Agreement and Contract are used interchangeably and mean the same thing. In this Help, we will use the word Agreement when discussing Agreements, whereas Contracts will be discussed with reference to Contract Types.

While the actual workflow of an Agreement in ICI can be quite complex and involved, it is summarized in these five steps:

Agreement Management - Agreement Overview.png

1. Create Contract Request: When someone in your organization, such as a department manager wants to engage a vendor for certain services over a length of time, the individual can raise that request with the procurement department that can then work on that Agreement. Depending on the workflow adopted, your organization may:

  • Enforce this step so that all contracts are initiated and drafted only by one department, or
  • Make this step completely optional, so it can be skipped by someone who is an expert at contracting and its process.

2. Create Agreement: In this step, the primary owner or the creator of the agreement select the contract type, selects attributes and template, and verifies the details that you entered in the agreement. See Create Agreement Page for complete details.

3. Review Agreement: After the primary owner has created an internal draft of the agreement, it is published. The published draft can be sent for reviews (optional, if decided by the Primary Owner of the Agreement) .

4. Approve Agreement: Once the Agreement is reviewed, it can be sent for approvals to the team of people that are working on this Agreement in various roles.

5. Execute Agreement: Several people can review and approve the Agreement before it is ready to be signed. After all approvals are obtained, the Agreement is sent to be signed by both the parties. With both parties signing (known as internal and external signatories in ICI), the Agreement is said to be executed and is now in force.

Notes:
If an incorrect document was initially uploaded by a signatory, a user with the appropriate privilege can upload the correct document even after the agreement is executed. The uploaded document must be a PDF. The Executed state of the Agreement remains unchanged. Only the following roles have this privilege:
   * Primary Owner
   * Secondary Owner
   * Contributor

If changes are required in the Agreement that is in an Executed state, the Primary Owner of the Agreement can add an Amendment. Changes may be required due to any of the following business reasons:
   * The payment terms of the Agreement have changed.
   * The Statement of Work (SOW) in the Agreement has changed.
   * The terms and conditions of the Agreement have changed due to the introduction of a new regulation.

6. Support Multi-party Agreements: ICI offers full platform support for multi-party Agreements. You can now use a single system for managing all your Agreements and capture multiple other parties and divisions on an Agreement seamlessly. It allows you to search only metadata instead of searching multiple attributes, thus making it user-friendly. There is no limit on the number of parties that can be added. All parties can sign the Agreements either manually or electronically, based on the signing sequence set in ICI. It also supports parallel signatures independent of the status of either party.

Such Agreements include Non-Disclosure Agreements, Sell Agreements or business-specific Agreements. For example, A healthcare business group needs Contract Types for managing their contracts, but the Mergers and Acquisitions department needs their own Contract Types.
 
Key capabilities of Multi-Party:

  • Captures multiple values of Attributes and/or Masterdata
  • Tags these multiple instances in the Template
  • Supports the signature workflow with these multiple instances of customer data
  • Supports multiple Rules (say for approval workflow) based on the individual values selected. For example, in an Agreement, if 3 Divisions are selected, the approval process should support approvals from all 3 divisions.
  • Supports visibility in such a one-to-many environment; For example, in the multi-division scenario, the Agreement visibility too should be enabled for multiple divisions.

 

 

Upfront chevron view of agreement journey

In ICI, as per the contracting business paradigm, an agreement entity goes through different workflows and stages starting from authoring to execution, and expiration or termination. 

Users can view the current status of an agreement on the Agreement Index or Details page, a generic progress view on the Team tab, and logged audit details on the History tab. To understand the progress of the agreement and find relevant information, the user needs to navigate through multiple tabs. 

A horizontal chevron is displayed, which is a visual depiction of the agreement’s journey that provides a simple, upfront and consolidated view of the agreement’s lifespan. The 4 stages of the chevron prominently communicate an entity’s journey including the previous, current and possible future states of the agreement. This considerably improves usability for new and existing users as they can now find information easily and with minimum clicks. 

Chevron 1

The colors of the chevron are indicative of the stage of the agreement. For example, if the theme color as per user preferences is green, then the previous stage is displayed in a light green color, the current stage is displayed in a dark green color, and the future stages are displayed in grey color. 

The chevron displays the following 4 tabs corresponding to the various stages of the agreement’s journey:

1.Generate: Displays list of actions taken by the user on the agreement before it is published. It includes the 5 most recent logs of the actions taken (such as Agreement Copied, Agreement Published) including details such as role of the user who performed the task, date and time of the action, and user name. The icons displayed next to the user name are similar to those in the agreement’s History log (such as green thumb icon for actions completed).

2. Approve: Displays the list of queued approvers as per the defined steps in the agreement, users that have approved the agreement, users with pending approval actions and for how long it has been pending with them. The icons and information in this tab are similar to those displayed in the agreement’s Progress view. 

3. Execute: Displays details such as internal/external signatories that have either signed the agreement or whose signatures are pending. By default, the external signatory details are displayed first. The icons and information in this tab are similar to those displayed in the agreement’s Progress view. 

4. Manage: Displays the 5 most recent logs of the actions taken by the user to manage the agreement post-execution. (such as Agreement Terminated, Agreement Superseded). The icons displayed next to the user name are similar to those in the agreement’s History log.

The icons displayed on the chevron include:

  • Chevron tick mark - indicates stage completed
  • Chevron clock icon - indicates stage in progress

Note: 

  • The chevron view is only applicable to agreement contract type (agreements and amendments). 
  • By default, the chevron is disabled; it can be enabled for selected contract types.
  • The chevron labels support localization.


Let’s consider an example of an agreement named Automation Basic Agreement and view its journey through the 4 stages of the chevron.

1.Generate: Displays the following details:

  • List of 5 most recent logs of the actions taken by the user who created the agreement – e.g. Agreement Copied, Agreement Created, Agreement Modified, Agreement Team Member Added, and finallyAgreement Published.    
  • User details – e.g. user name Automation user1 and user role Primary Owner. 
  • Time stamp – e.g. the agreement was copied on 8/28/2020 at 14:05:02.
  • Icons next to the user name – similar to those in the agreement’s History log, e.g. green thumb icon for actions completed.
Chevron 2


2. Approve: Displays the following details:

  • List of queued approvers as per the defined steps in the agreement, users that have approved the agreement, users with pending approval actions and for how long it has been pending with them. The list of approvers is similar to those mentioned in the Team tab.
  • Number of approvers required for agreement approval – e.g.1 of 2 required. If no approvers are added, then a message will be displayed that no approvers are added to the team and the agreement is directly approved.
  • Approver details – e.g. approver 1 - AE User13, approver 2 – AE User11. 
  • Hovering over the user names opens a box displaying the user (approver) email and Notes added by the user, if any.
  • The icons and information in this tab are similar to those displayed in the agreement’s Progress view. 
  • Approvers are queued as per the rules. For example:
    - Step 1: Completed i.e. AE User 13 has approved the content (& the Step 1 tab color is light green).
    - Step 2: In Progress i.e. Agreement is currently waiting for approval from AE User 11 (& the Step 2 tab color is dark green).
    - Step 3: Not Started i.e. Rasika is in queue and the agreement will be sent to her after approval from AE User 11 (& the Step 3 tab color is grey).
Chevron Approve

 
3. Execute: Displays the following details:
  • Internal/ external signatories that have either signed the agreement or whose signatures are pending e.g. Internal Signature by ami and External Signature by AEUser 10.
  • Minimum number of external and internal signatures required at each step e.g. 1 of 1 required external signature at Step 1 by external signatory AE User 10. 
  • Hovering over the user names opens a box displaying the user (approver) email, with whom the agreement currently is, and for how long it has been pending with the user.
  • By default, the external signatory details are displayed first. The icons and information in this tab are similar to those displayed in the agreement’s Team tab. If no signatories are part of the team, then a message will be displayed indicating that and the agreement will directly move to the Executed state.
Chevron 4
 
4. Manage: Displays the following details:
  • The 5 most recent logs of the actions taken by the user to manage the agreement post-execution e.g. Agreement Downloaded, Agreement Sent For Review. 
  • The icons displayed next to the user name are similar to those in the agreement’s History log.
  • User details – e.g. user name Automation user1 and user role Primary Owner. 
  • Time stamp – e.g. the agreement was copied on 8/28/2020 at 14:08:09.
  • Icons next to the user name – similar to those in the agreement’s History log, e.g. green thumb icon for actions completed.
  • The clock icon on the Manage tab indicates the stage that is in progress e.g. the user has to take actions on the agreement and is currently in the Agreement Sent For Review state, whereas the tick mark icon on the Generate, Approve andExecute tabs indicate that these stages of the agreement’s journey are complete. 
Chevron 5

 

Contract Lifecycle Management, Artificial Intelligence, and Bulk Upload

For organizations looking to optimize their contract lifecycle management processes and digital transformation, this release includes capabilities to manage the bulk upload of larger volumes of legacy contracts, and Artificial Intelligence (AI) driven enhancements to improve discovery, identification, and digitization of third-party, legacy and federal contracts.

Using ICI, you have the:

  • Ability to create US Federal Acquisition Regulations clause repository and to manage US Federal Contracts using ICI.
  • Accelerate contract digitalization and management by quickly converting legacy contracts into live contracts with AI-enhanced contract digitization capabilities which also help in AI-powered clause and attribute discovery. Excel based bulk upload capability to do so at scale.
  • Upload legacy Agreements in bulk supporting a larger volume of agreements and other entities using Excel utility.

 

 

 

Related Topics: Searching Agreements and Requests | Adding Supporting Documents to an Agreement | Setting auto-expiry for an Agreement | Bulk Actions | User Administration | Association Management | Compliance Management | Template Management | Clause Management | Configuration | Reports | Localizing ICI |
Retrieved from "https://iciwikiapac.icertis.com:14443/ICIHelp7.14/index.php?title=Agreement_Management&oldid=15276"