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<font face=" Segoe UI">
 
  
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You can add '''Associations''' and '''Supporting Documents''' to an agreement once it is created. Supporting documents are not necessarily part of the agreement, but can be used to capture miscellaneous items, like email threads, Minutes of Meetings, and so on. <br/>
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= Adding Supporting Documents to an Agreement =
  
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To add an '''Association''': <br/>
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You can add Associations and supporting documents to an Agreement after it is created. Supporting documents are not necessarily part of the agreement, but are used to capture miscellaneous details, like email threads, minutes of meetings, and so on. There are two types of associations:
  
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1. Click the '''Agreement Management''' tile on the Dashboard. This opens the [[Agreements Page]].<br/>
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*Peer to Peer: when an agreement is associated with another agreement or Masterdata.&nbsp;The peer associations can be in Executed,&nbsp;Waiting for Review and&nbsp;Reviewed&nbsp;states.&nbsp;This works only for the configured state(s).
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*Parent to Child: when an agreement and its supporting documents are linked through associations that are defined in a contract type. Inheritance is possible only when the data type of attributes defined for Parent and child agreements are the same.  
  
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2. On the '''Agreements''' page, click [[File:eyeball.png]] to view the details of the appropriate Agreement. The '''Agreement Details''' page appears.<br/>
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To add an Association:
  
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[[File:Add association1.png]]<br/>
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1. '''Click '''''Agreement Management > Agreements&nbsp;''on the ''Home ''page. The&nbsp;Agreements index page&nbsp;opens.
  
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3. Click the '''Association''' tab. All the Associations for that Agreement appear by default.<br/>
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2. '''Click''' the&nbsp;''View Record'' icon&nbsp;next to the agreement you want to view the details of. The&nbsp;Agreement ''Details'' Page&nbsp;opens. &nbsp;
  
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{| class="wikitable" |-style="horizontal:align-top;" 
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3. '''Click''' the ''Associations'' option in the left navigation to see a list of all associations that have been added to the agreement.
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|'''Note''':<br/> There are two types of associations for an agreement.<br/>
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• '''Peer to Peer Association''': In the peer to peer association, a '''Select Association''' dialogue box appears where you can select an appropriate association for your agreement.<br/>
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• '''Parent to Child Association''': In the parent to child association, a '''Create Associated Document''' page appears where you can enter appropriate information, and then click '''Create''' to create a child association for the agreement.<br/>
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|}
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'''Peer to Peer Association'''<br/>
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4.&nbsp;'''Click''' [[File:Add icon.jpeg|RTENOTITLE]]&nbsp;icon to add a peer to peer association. The''&nbsp;Select Association''&nbsp;page&nbsp;opens.
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:* Click [[File:add icon.jpeg]] to add an association. The '''Select Association''' dialogue box appears.<br/>
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<div class="image-green-border">[[File:Add supporting documents details page 7.8.PNG|RTENOTITLE]]</div> <div class="image-green-border">
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5. '''Select''' an appropriate association&nbsp;and then '''click '''''Select''. The selected Association gets added under the''Association&nbsp;''section&nbsp;with an incremented association number.
  
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[[File:AddAssociation3.jpg]] <br/>
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6. '''Click '''<font face="Segoe UI">[[File:Add icon.jpeg|RTENOTITLE]]&nbsp;</font>to add a&nbsp;parent to child association. The&nbsp;''Create Associated Document'' dialog box opens with the parent agreement name on the right side of the page.
  
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:* In the '''Select Association''' dialogue box, select an appropriate association, and then click '''Select'''. The selected Association appears added in the '''Association''' tab, with an increment in the association number. <br/>
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7. '''Type'''&nbsp;the appropriate information in the respective fields&nbsp;and&nbsp;'''click&nbsp;'''''Create''&nbsp;to create a child association for that agreement.
  
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'''Parent to Child Association'''<br/>
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8. The Association gets added under the ''Association&nbsp;''section&nbsp;with an incremented association number.
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:* Click [[File:Add icon.jpeg]] to add an association. The '''Create Associated Document''' page appears with the parent agreement name on the right side of the page.<br/>
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<div class="note-box">'''Note:'''&nbsp;In ICI you can auto attach supporting documents to an agreement at a pre-defined state, if proper Masterdata and Rules are created for the specific Contract Type.<br/> Two types of Masterdata must be created:,<br/> *&nbsp;for Mapping:&nbsp;it will consist of Contract type, Associations, Event&nbsp;which is the state when you want the supporting document to get attach with the Agreement and the Smart Link&nbsp;saved search name.<br/> *&nbsp;for Document Repository:&nbsp;it will consist of information such as&nbsp;Document Name, Effective date and&nbsp;Validity.<br/> The Rule needs to be created for the Agreement to get the ''Supporting Documents'' auto attached at the predefined state.</div>  
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&nbsp;
  
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:* Enter '''appropriate information''' in the respective fields, and then click '''Create''' to create a child association for an agreement. <br/>
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== Ability to define nomenclature for Association Agreement Code for peer and child entity ==
  
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The Association appears in the '''Association''' tab, with an increment in the Association number.<br/>
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Previously, in ICI, tracking individual associated records such as line items, rounds and awards back to their related ''RFQ ''was very difficult.&nbsp;<br/> With this release, ICI provides a capability to define a custom agreement code with reference to the peer and parent-child contract type, at the time of creating associations for that agreement contract type.&nbsp;<br/> Users can now:
  
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4. There is also a provision in ICM to auto attach supporting documents to Agreement at the defined state, if the Masterdata and Rules are created for the specific Contract type.<br/>
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*Set a Boolean attribute to define the custom nomenclature for the selected association contract type which can be either peer or parent-child.&nbsp;
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*Define the separator for the association agreement code with available options.&nbsp;
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Two types of Masterdata will be created:<br/>
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*Define the parameters for the association agreement code from the available selection attributes such as parent attribute, selected association attributes and agreement code suffix.
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<div class="note-box">Note: Users will be redirected to the ''Create Agreement ''wizard while creating associations for the agreement contract type that has custom nomenclature enabled.</div>  
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&nbsp;
  
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:* for Mapping – it will consist of '''Contract type''', '''Associations''', '''Event''' which is the state when you want the supporting document to get attach with the Agreement and the '''Smart Link''' saved search name.
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=== Configure the contract type to enable custom nomenclature ===
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:* for Document Repository – it will consist of information like '''Document Name''', '''Effective date''', '''Validity''' etc.
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Then the Rule will be created for the Agreement to get the '''Supporting Documents''' auto attached at the '''predefined state'''.
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Users need to configure the contract type and define associations and set the ''Use Custom Nomenclature field ''to ''Yes ''to enable the creation of custom agreement code for association.
  
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</font>
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To set the associations properties in contract type:
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<link-page pagebefore="Copy_an_Existing_Agreement|Copy an Existing Agreement" pageafter="Add_Commitments_to_Your_Contract/Agreement |Add Commitments to Your Contract/Agreement" />
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#'''Click '''''Configuration ''> ''Create Contract Type'' > ''Agreement ''on the ''Home ''page. The ''Select Contract Type'' page opens.
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#'''Click '''''Next''.&nbsp;The ''Create Contract Type'' page opens.
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#'''Enter '''the ''Contract Type Name''. For example, ''ICI_MSA.''
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#'''Enter '''the details on ''Details ''and ''Attributes ''tab.
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#'''Click '''''Next''. The ''Association ''tab opens.
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#'''Click''' ''Add Association ''icon. The ''Add Association'' section is displayed.
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#'''Add '''''Association Name''. For example, ''Statement of Work''.
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#'''Select '''the ''Associated Contract Type''. For example, ''Statement of Work.''
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The ''Relation Type ''will be displayed as per the selected entities.
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<ol start="9">
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<li>'''Toggle''' the ''Use Custom Nomenclature'' to ''Yes''. The fields to define the custom agreement code for association open.</li>
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<li>'''Select '''the ''Separator Format.''</li>
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<li>'''Select&nbsp;'''the&nbsp;''Associated Agreement code attributes.''</li>
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</ol>
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*'''&nbsp; Select '''''Parent Attribute'' to be used in creating agreement code. For example, ''Agreement Code.''
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*'''&nbsp; Select '''''Associated Contract Type Attribute'' to be used in creating agreement code. For example, ''Name''.
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*'''&nbsp; Select '''the format for ID creation. For example, ''ID - with 2 leading zeros.''
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The selected format will be previewed in ''Association&nbsp;Agreement Code Format ''field.<br/> For example, ''{Parent Agreement Code}-{Name}-{ID – with 2 leading zeros}.''
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<ol start="12">
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<li>'''Click '''''Save''. The association is added to the contract type.</li>
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<li>'''Enter '''the details on the ''Display Preference ''and ''Team ''tabs.</li>
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<li>'''Verify '''the details and '''click '''''Create''. The agreement contract type is created.&nbsp;</li>
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</ol>
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<div class="image-green-border">[[File:7.12 Custom Agreement Code 1.png|720px|7.12 Custom Agreement Code 1.png]]</div>
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You can also edit the existing contract type and configure the associations to enable the creation of custom agreement code for association.
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<div class="note-box">Note: Once saved, users cannot edit the custom nomenclature configuration.</div>
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&nbsp;
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=== Creating agreement with custom agreement code ===
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#'''Click '''''Agreement Management ''> ''Create Agreement'' on the ''Home ''page. The ''Create Agreement ''page opens.
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#'''Select '''the ''Contract Type Name ''that has custom nomenclature enabled. For example, ''ICI_MSA.''
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#'''Click '''''Next''. The ''Attributes ''page opens.&nbsp;
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#'''Enter '''the details on the ''Attributes ''and ''Select Template ''pages.
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#'''Verify '''the details and '''click '''''Create and Publish''. The agreement is created.
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#'''Click '''''View Record ''icon next to the agreement on the agreement index page. The agreement ''Details ''page opens.
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#'''Click '''''Add Associations'' for association&nbsp;''Statement of Work.''
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<div class="image-green-border">[[File:7.12 Custom Agreement Code 2.png|720px|7.12 Custom Agreement Code 2.png]]</div> <div class="image-green-border">&nbsp;</div> <div class="note-box">Note: You will be directed to ''Create Agreement'' page if the custom nomenclature is enabled for the contract type.&nbsp;</div>
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&nbsp;
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<div class="image-green-border">[[File:7.12 Custom Agreement Code 4.png|720px|7.12 Custom Agreement Code 4.png]]</div> <ol start="9">
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<li>'''Create '''the agreement instance with the name as''Item 2'' to associate with parent agreement following the same ''Create Agreement'' process as above. &nbsp;</li>
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</ol>
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After the agreement is created, you will be directed back to the parent agreement and the current association will be selected on the left navigation panel on the parent agreement’s ''Details ''page and displayed in the grid by default.<br/> The ''Agreement Code'' is created as per the configuration at contract type level. For example ''ICI_MSA_19-Item 2-001.''
 +
<div class="image-green-border">[[File:7.12 Custom Agreement Code 3.png|720px|7.12 Custom Agreement Code 3.png]]</div>
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Note:&nbsp;
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*The association instances with custom agreement code will not be displayed when user adds new associations from the ''Lookup Search'' window.
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*The custom agreement code creation works in the same way for parent-child relationship.
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&nbsp;
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== Ability to define parent-child relationship for peer associations ==
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ICI provides the functionality to attach associations to agreement entities. This functionality has now been enhanced with the ability to define the type of relationship (association) as ''Parent'', ''Child'' or ''Peer''.&nbsp;<br/> With this release, agreements can have only one association as a parent and all existing related agreements will be tagged as peer or child associations.
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=== Configuring Contract Type to enable parent-child relationship for peer associations ===
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Users need to configure the contract type and define default associations to enable the parent child linkage for peer associations.<br/> To set the associations in Contract Type:
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#'''Click '''''Configuration ''> ''Create Contract Type'' > ''Agreement''&nbsp;on the ''Home ''page. The ''Select Contract Type ''page opens.
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#'''Click '''''Next''.&nbsp;The ''Create Contract Type'' page opens.
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#'''Enter '''the ''Contract Type Name''. For example, ''PK_SOW''.
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#'''Enter '''remaining details on the&nbsp;''Details ''tab.
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#'''Click '''''Next''. The ''Attribute ''tab opens.
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#'''Enter '''the details on the&nbsp;''Attributes ''tab.
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#'''Click '''''Next''. The ''Association ''tab opens.
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#'''Click '''''Add Association'' icon. The ''Add Association'' section is displayed.
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#'''Add '''''Association Name''. For example, ''ICIPK_MSA.''
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#'''Select '''the ''Contract Type''. For example, ''PK_MSA.''
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#'''Toggle '''the ''Multiple Instances''&nbsp;field to ''Yes''.
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#'''Toggle '''the ''Allow two-way linkage ''field to ''Yes''.
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#'''Click '''''Save''. The association is added to the contract type.
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#'''Enter '''the details on&nbsp;the ''Display Preference'' and ''Team ''tabs.
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#'''Verify '''the details&nbsp;and '''click '''''Create''. The agreement contract type is created.&nbsp;
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<div class="image-green-border">[[File:7.12 Linkage Type 1.1.png|720px|7.12 Linkage Type 1.1.png]]</div>
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You can also edit and configure the associations in the existing agreement contract type.
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&nbsp;
 +
 
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=== Creating the self-linked associations for agreements ===
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User can&nbsp;self-link the agreement instance as an association.&nbsp;
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<div class="note-box">Note: The self-reference linkage is enabled through technical configuration.</div>
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To create the self-linked&nbsp;association for the agreement:
 +
 
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#'''Click '''''Agreement Management ''> ''Agreement'' on the ''Home ''page. The agreement index page opens.
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#'''Click '''''View Record'' icon next to the contract type for which you want to create associations. For example, ''Icertis Statement of work'' (agreement created with ''PK_SOW'' contract type). The agreement ''Details ''page opens.
 +
 
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All the configured associations for the contract type will be visible by default on the left panel configuration under ''Associations&nbsp;''tab on the agreement ''Details ''page.
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<ol start="3">
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<li>'''Click '''''Create Associations ''icon next to the association with the&nbsp; contract type same as the current agreement for which you want to create the self-link association. For example, ''Related PK_SOW''. The ''Lookup'' ''Search ''window opens. All the agreement&nbsp;instances for the selected contract type are displayed.</li>
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<li>'''Select '''the agreement instance. For example, ''ICIPK_SOW_209.''</li>
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</ol>
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User cannot associate the same agreement instance with itself. For example, here if user selects agreement instance ''ICIPK_SOW_223'', the association will not be allowed and the validation message will be displayed.
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<ol start="3">
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<li>'''Select '''the ''Linkage Type'' as:</li>
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</ol>
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*''Peer''
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*''Parent''
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*''Child''
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&nbsp; &nbsp; &nbsp; &nbsp; &nbsp;For example, select&nbsp;''Peer''.
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<div class="note-box">Note: the ''Linkage Type'' field is enabled through technical configuration.</div>
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&nbsp;
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<div class="image-green-border">[[File:7.12 Linkage Type 2.3.png|720px|7.12 Linkage Type 2.3.png]]</div> <div class="image-green-border">&nbsp;</div> <ol start="5">
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<li>'''Click '''''Select''. The association will be linked to the agreement with the linkage type as ''Peer''.</li>
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</ol>
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<div class="image-green-border">[[File:7.12 Linkage Type 3.3.png|720px|7.12 Linkage Type 3.3.png]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">
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The association will not be allowed and the validation messages will be displayed if the user tries to:
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*'''Relink '''the already associated agreement
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*'''Link '''the parent agreement with its child agreement as peer association&nbsp;
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*'''Link''' the same agreement to itself ( self-linking the agreement)
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*'''Link '''more than one agreement with the linkage type as parent to the agreement
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*'''Link''' the agreement as child which already has a parent association
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For example, validation message is displayed when the user associates the agreement as child which already has parent:
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<div class="image-green-border">[[File:7.12 Linkage Type 5.png|720px|7.12 Linkage Type 5.png]]</div> </div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">&nbsp;</div>
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=== Creating the unidirectional associations for agreements ===
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The ''Allow Two-Way Linkage'' field is set to ''No ''for the associations in the contract type to create the unidirectional associations.
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To create the association for the agreement:
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#'''Click '''''Create Associations'' icon next to the contract type you want to link to the agreement. For example, ''Base CT'' (This association is configured with the two way linkage disabled at the contract type level).&nbsp;
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The ''Lookup Search ''window opens. All the agreements for the selected contract type (''Base CT'') are displayed irrespective of their states.
 +
<div class="image-green-border">[[File:7.12 Linkage Type 4.png|720px|7.12 Linkage Type 4.png]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">&nbsp;</div> <div class="note-box">Note: Amendments will not be displayed for associating with agreement on the ''Lookup Search'' window.</div> <ol start="2">
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<li>'''Select '''the agreement instance. For example, ''ICIBaseCT_5.''</li>
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<li>'''Select''' the ''Linkage Type.'' For example,''Parent.''</li>
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</ol>
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<div class="image-green-border">[[File:7.12 Linkage Type 6.png|720px|7.12 Linkage Type 6.png]]</div> <div class="image-green-border">&nbsp;</div> <ol start="4">
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<li>'''Click '''''Select''. The agreement will be associated with the linkage type as ''Parent''.</li>
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</ol>
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<div class="image-green-border">[[File:7.12 Linkage Type 7.png|720px|7.12 Linkage Type 7.png]]</div> <div class="image-green-border">&nbsp;</div> <ol start="5">
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<li>'''Click '''''View Record''&nbsp;icon next to the association. For example, ''ICIBaseCT_5''. The association ''Details ''page opens. The original agreement (''Icertis statement of work'') will not be associated with the current agreement.</li>
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</ol>
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<div class="image-green-border">[[File:7.12 Linkage Type 8.png|720px|7.12 Linkage Type 8.png]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">&nbsp;</div>
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=== Creating the bidirectional associations for agreements ===
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Users need to set the ''Allow Two-Way Linkage'' field to ''Yes ''for the associations in the contract type to create the bidirectional associations.
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To create the association for the agreement:
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#'''Click '''''Create Associations ''icon next to the contract type you want to link to the agreement. For example, ''PK_MSA''. The ''Lookup Search'' window opens. All the agreements for the selected contract type are displayed irrespective of their states.
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<div class="image-green-border">[[File:7.12 Linkage Type 9.png|720px|7.12 Linkage Type 9.png]]</div> <div class="image-green-border">&nbsp;</div> <ol start="2">
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<li>'''Select''' the agreement instance. For example, ''ICIPK_MSA_18.''</li>
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<li>'''Select '''the ''Linkage Type. ''For example, ''Parent''.</li>
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</ol>
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<div class="image-green-border">[[File:7.12 Linkage Type 10.png|720px|7.12 Linkage Type 10.png]]</div> <div class="image-green-border">&nbsp;</div> <ol start="4">
 +
<li>'''Click '''''Select''. The agreement will be associated with the linkage type as ''Parent''.</li>
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</ol>
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<div class="image-green-border">[[File:7.12 Linkage Type 11.png|720px|7.12 Linkage Type 11.png]]</div> <div class="image-green-border">&nbsp;</div> <ol start="5">
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<li>'''Click '''''View Record''&nbsp;icon next to the association created. For example, ''ICIPK_MSA_18''. The association ''Details ''page opens. The original agreement (''Icertis Statement of work'') will be displayed with the linkage type as child on the association grid of the current agreement.</li>
 +
</ol>
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<div class="image-green-border">[[File:7.12 Linkage Type 12.png|720px|7.12 Linkage Type 12.png]]</div> <div class="image-green-border">&nbsp;</div>
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Note:&nbsp;
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*When associations are linked with linkage type as peer, both linked agreements will be displayed on the respective association grids with the linkage type as peer.
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*Users can modify the existing linkage type of associations.
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&nbsp;
 +
 
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=== Creating the peer associations for amendments ===
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To create the association for the amendment:
 +
 
 +
#'''Click '''''Agreement Management ''> ''Agreement ''on the ''Home ''page. The agreement index page opens.
 +
#'''Click''' ''View Record'' icon next to the amendment for which you want to create associations. For example, ''Icertis SOW Amendment''. The amendment ''Details ''page opens.
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#'''Click '''''Create Associations'' icon next to the contract type you want to link to the agreement. For example, ''PK_MSA''. The ''Lookup Search'' window opens. All the agreements for the selected contract type are displayed.
 +
#'''Select '''the agreement instance. For example, ''ICIPK_MSA_17.''
 +
<div class="image-green-border">[[File:7.12 Linkage Type 13.2.png|720px|7.12 Linkage Type 13.2.png]]</div> <div class="image-green-border">&nbsp;</div> <div class="note-box">Note: The linkage type field on the&nbsp;''Lookup Search ''window will be disabled while creating associations for amendments and the associations are linked as peer by default.</div> <ol start="5">
 +
<li>'''Click''' ''Select''. The agreement will be associated with the linkage type as peer.</li>
 +
</ol>
 +
<div class="image-green-border">[[File:7.12 Linkage Type 14.png|720px|7.12 Linkage Type 14.png]]</div> <div class="image-green-border">&nbsp;</div>
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When the amendment is created for the agreement, all associations from parent agreement will be copied to the amendment with the relation type as peer.
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 +
&nbsp;
 +
 
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=== Dissociating two-way linked associations ===
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In case of two-way linkage, if one of the association is dissociated, it will be removed in the other associated agreement as well.
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To dissociate the association for ''SOW ''agreement:
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#'''Click '''on the ''Associations ''you want view on the left panel configuration on the agreement ''Details ''page. For example, ''PK_MSA''. The association grid opens.
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#'''Click '''on the three dots next to the agreement you want to disassociate. For example, ''ICIPK_MSA_19.'' The action drop-down opens.
 +
<div class="image-green-border">[[File:7.12 Linkage Type 15.png|720px|7.12 Linkage Type 15.png]]</div> <div class="image-green-border">&nbsp;</div> <ol start="3">
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<li>'''Select''' ''Disassociate''. The confirmation window is displayed.</li>
 +
</ol>
 +
<div class="image-green-border">[[File:7.12 Linkage Type 16.png|720px|7.12 Linkage Type 16.png]]</div> <div class="image-green-border">&nbsp;</div> <ol start="4">
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<li>'''Click''' ''Yes''. The association will be removed from the agreement.</li>
 +
</ol>
 +
<div class="image-green-border">[[File:7.12 Linkage Type 17.png|720px|7.12 Linkage Type 17.png]]</div> <div class="image-green-border">&nbsp;</div>
 +
When user dissociates the association in the agreement, the association is removed from the linked (parent/child or peer) association as well for two-way linkage type. For example, ''ICIPK_SOW_223'' is removed from ''ICIPK_MSA_19.''
 +
<div class="image-green-border">[[File:7.12 Linkage Type 18.png|720px|7.12 Linkage Type 18.png]]</div>
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&nbsp;
 +
 
 +
=== Copying the Agreement with selected associations ===
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 +
User can copy the existing agreement and create a new copy with ''Copy Record'' functionality.
 +
 
 +
To copy the agreement:
 +
 
 +
#'''Click''' ''Agreement Management'' > ''Agreement'' on the ''Home ''page. The agreement index page opens.
 +
#'''Click''' ''View Record'' icon next to the agreement for which you want to create a copy. For example, ''Icertis Statement of Work ''(agreement created with ''PK_SOW'' contract type). The agreement ''Details ''page opens.
 +
#'''Click''' ''Copy Record'' action icon.&nbsp;
 +
 
 +
The agreement will be copied if its associations are of peer and parent linkage type. The agreement with associations with linkage type as child cannot be copied and the validation error is displayed.<br/> For example, the agreement ''Icertis Statement of Work'' has the association ''ICIPK_MSA_20 ''with linkage type as child, so the agreement cannot be copied.
 +
<div class="image-green-border">[[File:7.12 Linkage Type 19.1.png|720px|7.12 Linkage Type 19.1.png]]</div> <div class="image-green-border">&nbsp;</div>
 +
The validation message is displayed.&nbsp;
 +
<div class="image-green-border">[[File:7.12 Linkage Type 20.1.png|720px|7.12 Linkage Type 20.1.png]]</div>
 +
&nbsp;
 +
 
 +
=== Configuring the contract type for inheritance ===
 +
 
 +
Users can configure the contract type to associate and inherit all its attributes while creating the agreement. User need to set the attributes as global and there ''Is_inherited'' property to ''Yes ''at contract type level to enable the inheritance of the agreement.
 +
 
 +
To set the attribute properties in agreement contract type:
 +
 
 +
#'''Click '''''Configuration ''> ''Create Contract Type'' > ''Agreement'' on the ''Home ''page. The ''Select Contract Type'' page opens.
 +
#'''Click '''''Next''.&nbsp;The ''Create Contract Type'' page opens.
 +
#'''Enter''' the ''Contract Type Name''. For example, ''ICIPK_MSA.''
 +
#'''Enter''' remaining details on ''Details ''tab.
 +
#'''Select '''the attribute you want to localize. For example, ''GS_Mobile_Company.''
 +
#'''Toggle''' ''On ''the''Is_inherited'' field.
 +
#'''Click''' ''Save''. The ''Attribute updated successfully ''message is displayed. The ''Association ''tab opens.
 +
<div class="image-green-border">[[File:7.12 Linkage Type 21.png|720px|7.12 Linkage Type 21.png]]</div> <div class="image-green-border">&nbsp;</div> <ol start="7">
 +
<li>'''Click''' ''Next''. The ''Association ''page opens.</li>
 +
<li>'''Enter''' details in the ''Association, Display Preference'' and ''Team ''tabs.</li>
 +
<li>'''Verify''' and '''click '''''Create''. The agreement contract type is created.</li>
 +
</ol>
 +
 
 +
Similarly, configure the contract type which inherits this''ICIPK_MSA ''contract type.
 +
 
 +
#'''Click '''''Configuration ''> ''Create Contract Type ''> ''Agreement ''> Next on the ''Home ''page. The ''Select Contract Type'' page opens.
 +
#'''Click '''''Next''.&nbsp;The ''Create Contract Type'' page opens.
 +
#'''Enter '''the ''Contract Type Name''. For example, ''PK_SOW.''
 +
#'''Enter '''remaining details on the ''Details ''and ''Attributes ''tab.
 +
#'''Click '''''Next''. The ''Association ''page opens.
 +
#'''Select '''the association you want to inherit. For example, ''ICIPK_MSA.''
 +
#'''Toggle '''the ''Allow Inheritance'' field to ''Yes''.
 +
#'''Click '''''Save''. The association is added to the contract type.
 +
#'''Enter''' details in the&nbsp;''Display Preference'' and ''Team ''tabs.
 +
#'''Verify '''and '''click '''''Create''. The agreement contract type is created.&nbsp;
 +
<div class="image-green-border">[[File:7.12 Linkage Type 22.png|720px|7.12 Linkage Type 22.png]]</div> <div class="image-green-border">&nbsp;</div>
 +
You can edit and configure the existing agreement contract type to allow the inheritance.
 +
 
 +
&nbsp;
 +
 
 +
=== Creating agreements by inheriting the agreement ===
 +
 
 +
#'''Click '''''Agreement Management'' > ''Create Agreement'' on the ''Home ''page. The ''Create Agreement'' page opens.
 +
#'''Select '''the ''Contract Type''. For example, ''PK_SOW.''
 +
<div class="image-green-border">[[File:7.12 Linkage Type 23.png|720px|7.12 Linkage Type 23.png]]</div> <div class="image-green-border">&nbsp;</div> <ol start="3">
 +
<li>'''Click '''''Next''. The ''Attributes ''page opens.</li>
 +
<li>'''Click '''''Inherit ''action icon next to the contract type you want to inherit in ''Associate and Inherit ''field. For example,''PK_MSA''. The ''Lookup Search'' window opens. The agreement instances of the selected contract type are displayed.</li>
 +
</ol>
 +
<div class="image-green-border">[[File:7.12 Linkage Type 24.png|720px|7.12 Linkage Type 24.png]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">&nbsp;</div> <div class="note-box">Note: Associate and Inherit field is displayed for the contract types which have an association with other contract type.</div> <ol start="5">
 +
<li>'''Select '''the agreement instance. For example, ''Statement Of Work.''</li>
 +
<li>'''Click '''''Select''. The agreement will be inherited into the agreement you are creating.</li>
 +
</ol>
 +
<div class="image-green-border">[[File:7.12 Linkage Type 25.png|720px|7.12 Linkage Type 25.png]]</div> <div class="image-green-border">&nbsp;</div>
 +
The attributes in the parent agreement with ''Is_Inherit ''property set to yes will be inherited in the current agreement.
 +
<div class="image-green-border">[[File:7.12 Linkage Type 26.png|720px|7.12 Linkage Type 26.png]]</div> <div class="image-green-border">&nbsp;</div> <ol start="7">
 +
<li>'''Click''' ''Next''. The ''Select Template'' page opens.</li>
 +
<li>'''Select''' the template and '''click '''''Next''. The ''Verify ''tab opens.</li>
 +
<li>'''Verify''' and '''click '''''Create and Publish''. The agreement will be created.</li>
 +
</ol>
 +
 
 +
The inherited agreement will be associated with the current agreement with the linkage type as peer and displayed on the association grid of the agreement.<br/> For example, the inherited agreement ''ICIPK_MSA_20'' is associated with the current agreement''ICIPK_SOW_225'' as ''Peer''.
 +
<div class="image-green-border">[[File:7.12 Linkage Type 27.png|720px|7.12 Linkage Type 27.png]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">&nbsp;</div> <div class="note-box">Note: The associations of the parent agreement will not be inherited while creating an agreement.</div>
 +
&nbsp;
 +
 
 +
&nbsp;
 +
 
 +
== Auto-attachment of Associated documents ==
 +
 
 +
As part of ''RFQ ''creation process, users need to add several documents as mandatory attachments to ''RFQs ''that may not change frequently. Previously, users had to attach multiple such documents manually to every ''RFQ ''which was a tedious and time consuming process.<br/> ICI now has simplified the process by allowing users to attach predefined standard documents automatically to agreement / amendment based on defined event rules.<br/> Users can now:
 +
 
 +
*Maintain a repository of standard documents in masterdata.
 +
*Define global saved searches of standard documents masterdata instances
 +
*Define event rules using global saved search and association name to trigger the auto-attachment process.
 +
<div class="note-box">Note: This is applicable for agreements and amendments.</div>
 +
&nbsp;
 +
 
 +
=== Configuring masterdata (Standard Document Master) to store attachments ===
 +
 
 +
The ''Standard Document Master ''stores the documents to attach to an agreement based on the configured event rule. This ''Standard Document Master ''is a seeded masterdata with defined attributes for uploading the documents to the masterdata instance.
 +
 
 +
*''Upload Document'': ''File Selection'' attribute to upload a document to the masterdata.
 +
*''Is Document Link'': The Boolean attribute to decide whether the copy of the document is created for attachment. When the ''Is Document Link'' attribute is set to ''No'', then the new copy of the document will be created each time to associate with the agreement. When the ''Is Document Link'' is ''Yes'', then the original copy of the document created from masterdata for the first time to associate will be linked to the agreement.
 +
<div class="image-green-border">[[File:7.12 Auto Attachment 1.png|720px|7.12 Auto Attachment 1.png]]</div> <div class="image-green-border">&nbsp;</div>
 +
Administrators can edit and add additional attributes to the existing ''Standard Document Master ''as per the business requirements.
 +
 
 +
To add attributes to masterdata contract type:
 +
 
 +
#'''Click '''''Configuration ''> ''Contract Type'' on the ''Home ''page. The ''Contract Type ''index page opens.
 +
#'''Click '''''View Record ''icon next to the ''Standard Document Master''. The masterdata ''Details ''page opens.
 +
#'''Add '''attributes on ''Attributes ''tab and '''click '''''Save''. The ''Attributes saved successfully ''message appears.
 +
#'''Click '''''Next''.
 +
#'''Verify '''the details and '''click '''''Update''. The ''Masterdata Contract Type ''(''Standard Document Master'') is updated with additional attributes.&nbsp;
 +
 
 +
==== Storing attachments in masterdata instances ====
 +
 
 +
Users can upload files for auto-attachment by creating&nbsp;instances of the ''Standard Documents Master''.
 +
 
 +
To create masterdata instances:
 +
 
 +
#'''Click '''''Configuration ''> ''Masterdata ''> ''Create Masterdata ''on the ''Home ''page. The ''Create Masterdata ''page opens.
 +
#'''Select '''''Standard Document Master ''in ''Masterdata ''field on the ''Masterdata&nbsp;Details ''tab.
 +
<div class="image-green-border">[[File:7.12 Auto Attachment 2.png|720px|7.12 Auto Attachment 2.png]]</div> <ol start="3">
 +
<li>'''Click '''''Next''. The ''Attributes ''tab opens.</li>
 +
<li>'''Click '''''Select File''. The window to browse a file opens.</li>
 +
<li>'''Select '''the file and '''click '''''Open''. For example, file ''Standard Association.pdf.''</li>
 +
<li>'''Click '''''Upload File''. The file is uploaded to the ''Standard Document Master.&nbsp;''</li>
 +
<li>'''Toggle '''''Is Document Link'' to ''Yes'' / ''No ''as per the requirement.</li>
 +
<li>'''Enter '''the details in the remaining fields.</li>
 +
</ol>
 +
<div class="image-green-border">[[File:7.12 Auto Attachment 3.png|720px|7.12 Auto Attachment 3.png]]</div> <div class="image-green-border">&nbsp;</div> <ol start="9">
 +
<li>'''Click '''''Save''. The ''Standard Document Master'' instance is created with uploaded file.</li>
 +
</ol>
 +
 
 +
You can edit ''Standard Document Master ''to add, delete or modify stored documents.
 +
 
 +
'''Click '''''Remove ''to delete the existing file in the ''Standard Document Master''.
 +
<div class="image-green-border">[[File:7.12 Auto Attachment 4.1.png|720px|7.12 Auto Attachment 4.1.png]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">&nbsp;</div>
 +
==== Create a global saved search using Standard Document Master ====
 +
 
 +
Administrators can create a global saved search using ''Standard Document Master''&nbsp;instances as auto-attached documents through ''Save Search'' functionality.<br/> For example, the ''SearchAutoAttachment'' search is saved as global search.
 +
<div class="image-green-border">[[File:7.12 Auto Attachment 5.1.png|720px|7.12 Auto Attachment 5.1.png]]</div>
 +
&nbsp;
 +
 
 +
=== Associating Standard Document Master with Associated Document Contract Type ===
 +
 
 +
The Administrators need to add the attribute (''Master Data Instance Reference Id'') to the ''Associated Documents Contract Type'' to link it with the ''Standard Document Master''. This ''Master Data Instance Reference Id'' is a seeded script attribute that refers to the unique ''sysId ''of the ''Standard Document masterdata''.
 +
 
 +
To add the attribute to the ''Associations ''contract type:
 +
 
 +
#'''Click '''''Configuration ''> ''Contract Types ''on the ''Home ''page. The ''Contract Types ''index page opens.
 +
#'''Click '''''View Record&nbsp;icon&nbsp;''next to the association contract type you want to edit. The contract type ''Details ''page opens.
 +
#'''Click '''''Edit''. The ''Edit Contract Type ''page opens.
 +
#'''Select '''and '''add '''''Master Data Instance Reference Id'' to the&nbsp;''Selected Attribute ''section''.''
 +
#'''Click '''''Save''. The ''Attribute added successfully'' message appears.
 +
<div class="image-green-border">[[File:7.12 Auto Attachment 6.png|720px|7.12 Auto Attachment 6.png]]</div> <div class="image-green-border">&nbsp;</div> <ol start="6">
 +
<li>'''Verify '''and '''click '''''Update''. The associated document contract type is updated.</li>
 +
</ol>
 +
 
 +
&nbsp;
 +
 
 +
=== Configuring a rule for auto-attaching documents ===
 +
 
 +
Users can configure the ''Event Rule'' for agreements and amendments to attach standard documents automatically when certain actions such as ''Create, Publish'' and ''Update ''occur. The rule is configured using association name and standard document's saved search.
 +
 
 +
To configure an event rule for agreement:
 +
 
 +
#'''Click '''''Configuration ''> ''Rule ''> ''Create Rule ''on the ''Home ''page. The ''Setup ''tab on ''Create Rules ''page opens.
 +
#'''Select '''the ''Contract Type ''for which you want to create a rule. For example, ''Automation AssoTwoColumn.''
 +
#'''Enter '''a name in the ''Rule Name ''field. For example, ''Agreement update With Auto Attachment.''
 +
#'''Select '''''Event Rule ''in the ''Rule Type ''field.
 +
#'''Select '''type of event in ''Event ''field. For example, ''Agreement Updated.''
 +
<div class="image-green-border">[[File:7.12 Auto Attachment 7.png|720px|7.12 Auto Attachment 7.png]]</div> <div class="image-green-border">&nbsp;</div> <ol start="6">
 +
<li>'''Click '''''Next''. The ''Build ''tab opens.</li>
 +
<li>'''Click '''''Builder ''tab. The page to configure a rule opens.</li>
 +
<li>'''Click '''''Add Rule''. The ''Add Rule ''section opens.</li>
 +
<li>'''Enter '''''Conditions''.</li>
 +
<li>'''Select '''''Additional Actions for Associations ''in first drop-down in ''Actions ''field.</li>
 +
<li>'''Select '''''CreateAssociatedDocumentInstancesEventHook'' in next drop-down.</li>
 +
</ol>
 +
<div class="note-box">Note: The option CreateAssociatedDocumentInstancesEventHook is enabled through technical configuration.</div> <ol start="12">
 +
<li>'''Select '''the ''Associated Document Contract Type'' from which you want to auto-attach the documents in next drop-down. For example, ''Annexure3''.</li>
 +
</ol>
 +
<div class="note-box">Note: ''Associated Document Contract Types'' that are in a parent-child relationship with the selected ''Agreement Contract Type'' will only be available in the drop-down. Also the ''Associated Document Contract Types'' which have document assembly and mandatory attributes will not be available.</div> <ol start="13">
 +
<li>'''Select '''the saved search name in the next drop-down. For example,''SearchAutoAttachment.''</li>
 +
<li>'''Select '''''No ''in ''Stop Processing More Rules'' field. The further evaluation of rules within a ruleset continues.</li>
 +
</ol>
 +
<div class="image-green-border">[[File:7.12 Auto Attachment 8.png|720px|7.12 Auto Attachment 8.png]]</div> <div class="image-green-border">&nbsp;</div> <ol start="15">
 +
<li>'''Click '''''Validate''. The page to validate the rule by entering attributes values of the selected ''Contract Type'' opens.</li>
 +
<li>'''Click '''''Next''. The rule ''Summary ''tab opens.</li>
 +
<li>'''Click '''''Create''. The ''Rule created successfully'' message appears. The rule is displayed in the list of ''Rules ''of the selected contract type.</li>
 +
</ol>
 +
 
 +
&nbsp;
 +
 
 +
=== Auto-Attaching documents to the agreement ===
 +
 
 +
Documents will be attached to the agreement under selected associations automatically as per the configured event rule.<br/> To auto-attach documents to the agreement when the agreement is updated:
 +
 
 +
#'''Click '''''Agreement Management ''> ''Agreement'' on the ''Home ''page. The ''Agreement ''index page opens.
 +
#'''Click '''''View Record''&nbsp;icon next to the agreement to open. For example, agreement ''AutomationAssoTwocolumn_382.'' The agreement ''Details ''page opens.
 +
#'''Click '''''Edit''. The ''Edit Agreement ''page opens.
 +
#'''Edit '''desired fields.
 +
#'''Click '''''Update''. The agreement is updated.
 +
 
 +
When the agreement is updated, event rule ''Agreement Update With Auto Attachment'' will be evaluated. The three associations will be created for ''Annexure3 ''as per the saved search ''SearchAutoAttachment.''
 +
<div class="image-green-border">[[File:7.12 Auto Attachment 9.1.png|720px|7.12 Auto Attachment 9.1.png]]</div> <div class="image-green-border">&nbsp;</div> <ol start="6">
 +
<li>'''Modify '''the saved search ''SearchAutoAttachment'' to have two more documents ''PDF File1'' and ''PNG File1 ''and remove a document ''DOT File1.''</li>
 +
</ol>
 +
<div class="image-green-border">[[File:7.12 Auto Attachment 10.1.png|720px|7.12 Auto Attachment 10.1.png]]</div> <div class="image-green-border">&nbsp;</div> <ol start="7">
 +
<li>'''Dissociate '''the document ''PPT File1'' on ''Annexure3 ''details page from the agreement.&nbsp;</li>
 +
</ol>
 +
 
 +
The agreement''ICIAutomationAssoTwocolumn_382'' will now have two auto-attached documents.
 +
<div class="image-green-border">[[File:7.12 Auto Attachment 11.1.png|720px|7.12 Auto Attachment 11.1.png]]</div> <div class="image-green-border">&nbsp;</div> <ol start="8">
 +
<li>'''Update '''the agreement again and the event rule''Agreement update With Auto Attachment ''will also be evaluated again. The agreement will now have five attachments in ''Annexure3 ''associations.</li>
 +
</ol>
 +
 
 +
*New documents ''PDF File1 ''and ''PNG File1'' will be attached to the agreement.
 +
*Existing attachment ''JPEG File1 ''will not be duplicated.
 +
*Existing attachment ''DOT File1 ''will not be removed from agreement’s associations even if it is removed from saved search.
 +
*The deleted association ''PPT File1 ''from the agreement will be attached again with the current metadata from masterdata.
 +
<div class="image-green-border">[[File:7.12 Auto Attachment 12.1.png|720px|7.12 Auto Attachment 12.1.png]]</div> <div class="image-green-border">&nbsp;</div>
 +
To summarize, the documents will be attached to agreements when the certain event occurs as per the criteria:
 +
 
 +
*The existing attached documents will not be modified or duplicated.
 +
*The missing / manually deleted attachment will be attached again to the agreement with its latest version from the masterdata.
 +
*Any additional document present in the saved search will be attached to the existing documents of the agreement.&nbsp;
 +
 
 +
== Tagging Saved Search of Associated documents in an Agreement ==
 +
 
 +
There are two ways to add an Associated document Saved search to an Agreement.&nbsp;
 +
 
 +
*Adding a Saved Search tag to a Template
 +
*Adding a Saved Search tag to an Agreement document
 +
 
 +
'''Note''': A Saved Search needs to be created in ICI of the required association data.&nbsp;
 +
 
 +
'''To tag Associated Document Saved Search:'''
 +
 
 +
You can add a rich text content control to tag a Saved Search in a&nbsp;Template or Agreement document using Word:
 +
 
 +
1. '''Select&nbsp;'''''Rich Text Content Control ''from the&nbsp;''Developer''&nbsp;menu.
 +
 
 +
2. '''Click&nbsp;'''''Properties. ''The&nbsp;''Content Control Properties ''window opens''.&nbsp;''
 +
 
 +
3.''&nbsp;'''''Enter&nbsp;'''the ''Title ''and tag as&nbsp;ICIAssociation|AssociatedSavedSearchName.&nbsp;For example,&nbsp;ICIAssociation|Country Master.
 +
 
 +
4. '''Click '''''Ok. The ''Saved Search is now tagged in the Template/Agreement document in the form of a table.
 +
<div class="image-green-border">[[File:Creating Template Content Control tag 7.8.PNG|RTENOTITLE]]</div>
 +
'''Note''': This template is uploaded in ICI to be available while creating a document. The Saved Search is visible after assembling the contract.
 +
 
 +
Upon publishing the Agreement you can add more instances to the Associated document Saved Search in the&nbsp;Agreement document from the Agreement's ''Details ''page:
 +
 
 +
1. '''Click '''the ''Associations ''tab on the Agreement's&nbsp;''Details ''page.&nbsp;
 +
 
 +
2. '''Click '''the ''Create Association''&nbsp;icon in the Associations tab. The ''Create Association'' page opens.&nbsp;&nbsp;
 +
<div class="image-green-border">[[File:Adding supporting document create association icon 7.8.PNG|RTENOTITLE]]</div>
 +
3. '''Enter''' the necessary details on the Meta Data tab. For example,&nbsp;''Name, Contract Value''.
 +
<div class="image-green-border">[[File:Adding supporting document create association page 7.8.PNG|RTENOTITLE]]</div>
 +
4. '''Click '''''Next''. The Templates tab opens.
 +
 
 +
4. '''Select '''the appropriate template.&nbsp;
 +
 
 +
5. '''Click '''''Create''. The association instance is added. The Agreement's ''Details ''page opens. The number next to the association is updated in the ''Associations ''tab.Erlier there were 2 instances of the associations and now there are 3.&nbsp;
 +
<div class="image-green-border">[[File:Adding supporting document updated association 7.8.PNG|RTENOTITLE]]</div>
 +
6. '''Click '''the ''Assemble Contract&nbsp;''button on the ''Details ''page. The newly added instance get's updated in the Agreement document.
 +
 
 +
'''Note''': The Associated document saved search instances can also be updated in the document by ''Edit ''and ''Update ''actions.&nbsp;
 +
 
 +
&nbsp;
 +
 
 +
&nbsp;
 +
'''Related Topics''':&nbsp;&nbsp;[[Agreement_Details_Page|Agreement Details Page]]&nbsp;|&nbsp;[[Association_Management|Association Management]]&nbsp;|&nbsp;[[Saved_Searches|Saved Searches]]</div>

Latest revision as of 10:34, 21 January 2021

Adding Supporting Documents to an Agreement

You can add Associations and supporting documents to an Agreement after it is created. Supporting documents are not necessarily part of the agreement, but are used to capture miscellaneous details, like email threads, minutes of meetings, and so on. There are two types of associations:

  • Peer to Peer: when an agreement is associated with another agreement or Masterdata. The peer associations can be in Executed, Waiting for Review and Reviewed states. This works only for the configured state(s).
  • Parent to Child: when an agreement and its supporting documents are linked through associations that are defined in a contract type. Inheritance is possible only when the data type of attributes defined for Parent and child agreements are the same.

To add an Association:

1. Click Agreement Management > Agreements on the Home page. The Agreements index page opens.

2. Click the View Record icon next to the agreement you want to view the details of. The Agreement Details Page opens.  

3. Click the Associations option in the left navigation to see a list of all associations that have been added to the agreement.

4. Click RTENOTITLE icon to add a peer to peer association. The Select Association page opens.

RTENOTITLE

5. Select an appropriate association and then click Select. The selected Association gets added under theAssociation section with an incremented association number.

6. Click RTENOTITLE to add a parent to child association. The Create Associated Document dialog box opens with the parent agreement name on the right side of the page.

7. Type the appropriate information in the respective fields and click Create to create a child association for that agreement.

8. The Association gets added under the Association section with an incremented association number.

Note: In ICI you can auto attach supporting documents to an agreement at a pre-defined state, if proper Masterdata and Rules are created for the specific Contract Type.
Two types of Masterdata must be created:,
* for Mapping: it will consist of Contract type, Associations, Event which is the state when you want the supporting document to get attach with the Agreement and the Smart Link saved search name.
* for Document Repository: it will consist of information such as Document Name, Effective date and Validity.
The Rule needs to be created for the Agreement to get the Supporting Documents auto attached at the predefined state.

 

Ability to define nomenclature for Association Agreement Code for peer and child entity

Previously, in ICI, tracking individual associated records such as line items, rounds and awards back to their related RFQ was very difficult. 
With this release, ICI provides a capability to define a custom agreement code with reference to the peer and parent-child contract type, at the time of creating associations for that agreement contract type. 
Users can now:

  • Set a Boolean attribute to define the custom nomenclature for the selected association contract type which can be either peer or parent-child. 
  • Define the separator for the association agreement code with available options. 
  • Define the parameters for the association agreement code from the available selection attributes such as parent attribute, selected association attributes and agreement code suffix.
Note: Users will be redirected to the Create Agreement wizard while creating associations for the agreement contract type that has custom nomenclature enabled.

 

Configure the contract type to enable custom nomenclature

Users need to configure the contract type and define associations and set the Use Custom Nomenclature field to Yes to enable the creation of custom agreement code for association.

To set the associations properties in contract type:

  1. Click Configuration > Create Contract Type > Agreement on the Home page. The Select Contract Type page opens.
  2. Click Next. The Create Contract Type page opens.
  3. Enter the Contract Type Name. For example, ICI_MSA.
  4. Enter the details on Details and Attributes tab.
  5. Click Next. The Association tab opens.
  6. Click Add Association icon. The Add Association section is displayed.
  7. Add Association Name. For example, Statement of Work.
  8. Select the Associated Contract Type. For example, Statement of Work.

The Relation Type will be displayed as per the selected entities.

  1. Toggle the Use Custom Nomenclature to Yes. The fields to define the custom agreement code for association open.
  2. Select the Separator Format.
  3. Select the Associated Agreement code attributes.
  •   Select Parent Attribute to be used in creating agreement code. For example, Agreement Code.
  •   Select Associated Contract Type Attribute to be used in creating agreement code. For example, Name.
  •   Select the format for ID creation. For example, ID - with 2 leading zeros.

The selected format will be previewed in Association Agreement Code Format field.
For example, {Parent Agreement Code}-{Name}-{ID – with 2 leading zeros}.

  1. Click Save. The association is added to the contract type.
  2. Enter the details on the Display Preference and Team tabs.
  3. Verify the details and click Create. The agreement contract type is created. 
7.12 Custom Agreement Code 1.png

You can also edit the existing contract type and configure the associations to enable the creation of custom agreement code for association.

Note: Once saved, users cannot edit the custom nomenclature configuration.

 

Creating agreement with custom agreement code

  1. Click Agreement Management > Create Agreement on the Home page. The Create Agreement page opens.
  2. Select the Contract Type Name that has custom nomenclature enabled. For example, ICI_MSA.
  3. Click Next. The Attributes page opens. 
  4. Enter the details on the Attributes and Select Template pages.
  5. Verify the details and click Create and Publish. The agreement is created.
  6. Click View Record icon next to the agreement on the agreement index page. The agreement Details page opens.
  7. Click Add Associations for association Statement of Work.
7.12 Custom Agreement Code 2.png
 
Note: You will be directed to Create Agreement page if the custom nomenclature is enabled for the contract type. 

 

7.12 Custom Agreement Code 4.png
  1. Create the agreement instance with the name asItem 2 to associate with parent agreement following the same Create Agreement process as above.  

After the agreement is created, you will be directed back to the parent agreement and the current association will be selected on the left navigation panel on the parent agreement’s Details page and displayed in the grid by default.
The Agreement Code is created as per the configuration at contract type level. For example ICI_MSA_19-Item 2-001.

7.12 Custom Agreement Code 3.png

Note: 

  • The association instances with custom agreement code will not be displayed when user adds new associations from the Lookup Search window.
  • The custom agreement code creation works in the same way for parent-child relationship.

 

Ability to define parent-child relationship for peer associations

ICI provides the functionality to attach associations to agreement entities. This functionality has now been enhanced with the ability to define the type of relationship (association) as Parent, Child or Peer. 
With this release, agreements can have only one association as a parent and all existing related agreements will be tagged as peer or child associations.

Configuring Contract Type to enable parent-child relationship for peer associations

Users need to configure the contract type and define default associations to enable the parent child linkage for peer associations.
To set the associations in Contract Type:

  1. Click Configuration > Create Contract Type > Agreement on the Home page. The Select Contract Type page opens.
  2. Click Next. The Create Contract Type page opens.
  3. Enter the Contract Type Name. For example, PK_SOW.
  4. Enter remaining details on the Details tab.
  5. Click Next. The Attribute tab opens.
  6. Enter the details on the Attributes tab.
  7. Click Next. The Association tab opens.
  8. Click Add Association icon. The Add Association section is displayed.
  9. Add Association Name. For example, ICIPK_MSA.
  10. Select the Contract Type. For example, PK_MSA.
  11. Toggle the Multiple Instances field to Yes.
  12. Toggle the Allow two-way linkage field to Yes.
  13. Click Save. The association is added to the contract type.
  14. Enter the details on the Display Preference and Team tabs.
  15. Verify the details and click Create. The agreement contract type is created. 
7.12 Linkage Type 1.1.png

You can also edit and configure the associations in the existing agreement contract type.

 

Creating the self-linked associations for agreements

User can self-link the agreement instance as an association. 

Note: The self-reference linkage is enabled through technical configuration.

To create the self-linked association for the agreement:

  1. Click Agreement Management > Agreement on the Home page. The agreement index page opens.
  2. Click View Record icon next to the contract type for which you want to create associations. For example, Icertis Statement of work (agreement created with PK_SOW contract type). The agreement Details page opens.

All the configured associations for the contract type will be visible by default on the left panel configuration under Associations tab on the agreement Details page.

  1. Click Create Associations icon next to the association with the  contract type same as the current agreement for which you want to create the self-link association. For example, Related PK_SOW. The Lookup Search window opens. All the agreement instances for the selected contract type are displayed.
  2. Select the agreement instance. For example, ICIPK_SOW_209.

User cannot associate the same agreement instance with itself. For example, here if user selects agreement instance ICIPK_SOW_223, the association will not be allowed and the validation message will be displayed.

  1. Select the Linkage Type as:
  • Peer
  • Parent
  • Child

         For example, select Peer.

Note: the Linkage Type field is enabled through technical configuration.

 

7.12 Linkage Type 2.3.png
 
  1. Click Select. The association will be linked to the agreement with the linkage type as Peer.
7.12 Linkage Type 3.3.png
 

The association will not be allowed and the validation messages will be displayed if the user tries to:

  • Relink the already associated agreement
  • Link the parent agreement with its child agreement as peer association 
  • Link the same agreement to itself ( self-linking the agreement)
  • Link more than one agreement with the linkage type as parent to the agreement
  • Link the agreement as child which already has a parent association

For example, validation message is displayed when the user associates the agreement as child which already has parent:

7.12 Linkage Type 5.png
 
 

Creating the unidirectional associations for agreements

The Allow Two-Way Linkage field is set to No for the associations in the contract type to create the unidirectional associations.

To create the association for the agreement:

  1. Click Create Associations icon next to the contract type you want to link to the agreement. For example, Base CT (This association is configured with the two way linkage disabled at the contract type level). 

The Lookup Search window opens. All the agreements for the selected contract type (Base CT) are displayed irrespective of their states.

7.12 Linkage Type 4.png
 
 
Note: Amendments will not be displayed for associating with agreement on the Lookup Search window.
  1. Select the agreement instance. For example, ICIBaseCT_5.
  2. Select the Linkage Type. For example,Parent.
7.12 Linkage Type 6.png
 
  1. Click Select. The agreement will be associated with the linkage type as Parent.
7.12 Linkage Type 7.png
 
  1. Click View Record icon next to the association. For example, ICIBaseCT_5. The association Details page opens. The original agreement (Icertis statement of work) will not be associated with the current agreement.
7.12 Linkage Type 8.png
 
 

Creating the bidirectional associations for agreements

Users need to set the Allow Two-Way Linkage field to Yes for the associations in the contract type to create the bidirectional associations.

To create the association for the agreement:

  1. Click Create Associations icon next to the contract type you want to link to the agreement. For example, PK_MSA. The Lookup Search window opens. All the agreements for the selected contract type are displayed irrespective of their states.
7.12 Linkage Type 9.png
 
  1. Select the agreement instance. For example, ICIPK_MSA_18.
  2. Select the Linkage Type. For example, Parent.
7.12 Linkage Type 10.png
 
  1. Click Select. The agreement will be associated with the linkage type as Parent.
7.12 Linkage Type 11.png
 
  1. Click View Record icon next to the association created. For example, ICIPK_MSA_18. The association Details page opens. The original agreement (Icertis Statement of work) will be displayed with the linkage type as child on the association grid of the current agreement.
7.12 Linkage Type 12.png
 

Note: 

  • When associations are linked with linkage type as peer, both linked agreements will be displayed on the respective association grids with the linkage type as peer.
  • Users can modify the existing linkage type of associations.

 

Creating the peer associations for amendments

To create the association for the amendment:

  1. Click Agreement Management > Agreement on the Home page. The agreement index page opens.
  2. Click View Record icon next to the amendment for which you want to create associations. For example, Icertis SOW Amendment. The amendment Details page opens.
  3. Click Create Associations icon next to the contract type you want to link to the agreement. For example, PK_MSA. The Lookup Search window opens. All the agreements for the selected contract type are displayed.
  4. Select the agreement instance. For example, ICIPK_MSA_17.
7.12 Linkage Type 13.2.png
 
Note: The linkage type field on the Lookup Search window will be disabled while creating associations for amendments and the associations are linked as peer by default.
  1. Click Select. The agreement will be associated with the linkage type as peer.
7.12 Linkage Type 14.png
 

When the amendment is created for the agreement, all associations from parent agreement will be copied to the amendment with the relation type as peer.

 

Dissociating two-way linked associations

In case of two-way linkage, if one of the association is dissociated, it will be removed in the other associated agreement as well.

To dissociate the association for SOW agreement:

  1. Click on the Associations you want view on the left panel configuration on the agreement Details page. For example, PK_MSA. The association grid opens.
  2. Click on the three dots next to the agreement you want to disassociate. For example, ICIPK_MSA_19. The action drop-down opens.
7.12 Linkage Type 15.png
 
  1. Select Disassociate. The confirmation window is displayed.
7.12 Linkage Type 16.png
 
  1. Click Yes. The association will be removed from the agreement.
7.12 Linkage Type 17.png
 

When user dissociates the association in the agreement, the association is removed from the linked (parent/child or peer) association as well for two-way linkage type. For example, ICIPK_SOW_223 is removed from ICIPK_MSA_19.

7.12 Linkage Type 18.png

 

Copying the Agreement with selected associations

User can copy the existing agreement and create a new copy with Copy Record functionality.

To copy the agreement:

  1. Click Agreement Management > Agreement on the Home page. The agreement index page opens.
  2. Click View Record icon next to the agreement for which you want to create a copy. For example, Icertis Statement of Work (agreement created with PK_SOW contract type). The agreement Details page opens.
  3. Click Copy Record action icon. 

The agreement will be copied if its associations are of peer and parent linkage type. The agreement with associations with linkage type as child cannot be copied and the validation error is displayed.
For example, the agreement Icertis Statement of Work has the association ICIPK_MSA_20 with linkage type as child, so the agreement cannot be copied.

7.12 Linkage Type 19.1.png
 

The validation message is displayed. 

7.12 Linkage Type 20.1.png

 

Configuring the contract type for inheritance

Users can configure the contract type to associate and inherit all its attributes while creating the agreement. User need to set the attributes as global and there Is_inherited property to Yes at contract type level to enable the inheritance of the agreement.

To set the attribute properties in agreement contract type:

  1. Click Configuration > Create Contract Type > Agreement on the Home page. The Select Contract Type page opens.
  2. Click Next. The Create Contract Type page opens.
  3. Enter the Contract Type Name. For example, ICIPK_MSA.
  4. Enter remaining details on Details tab.
  5. Select the attribute you want to localize. For example, GS_Mobile_Company.
  6. Toggle On theIs_inherited field.
  7. Click Save. The Attribute updated successfully message is displayed. The Association tab opens.
7.12 Linkage Type 21.png
 
  1. Click Next. The Association page opens.
  2. Enter details in the Association, Display Preference and Team tabs.
  3. Verify and click Create. The agreement contract type is created.

Similarly, configure the contract type which inherits thisICIPK_MSA contract type.

  1. Click Configuration > Create Contract Type > Agreement > Next on the Home page. The Select Contract Type page opens.
  2. Click Next. The Create Contract Type page opens.
  3. Enter the Contract Type Name. For example, PK_SOW.
  4. Enter remaining details on the Details and Attributes tab.
  5. Click Next. The Association page opens.
  6. Select the association you want to inherit. For example, ICIPK_MSA.
  7. Toggle the Allow Inheritance field to Yes.
  8. Click Save. The association is added to the contract type.
  9. Enter details in the Display Preference and Team tabs.
  10. Verify and click Create. The agreement contract type is created. 
7.12 Linkage Type 22.png
 

You can edit and configure the existing agreement contract type to allow the inheritance.

 

Creating agreements by inheriting the agreement

  1. Click Agreement Management > Create Agreement on the Home page. The Create Agreement page opens.
  2. Select the Contract Type. For example, PK_SOW.
7.12 Linkage Type 23.png
 
  1. Click Next. The Attributes page opens.
  2. Click Inherit action icon next to the contract type you want to inherit in Associate and Inherit field. For example,PK_MSA. The Lookup Search window opens. The agreement instances of the selected contract type are displayed.
7.12 Linkage Type 24.png
 
 
Note: Associate and Inherit field is displayed for the contract types which have an association with other contract type.
  1. Select the agreement instance. For example, Statement Of Work.
  2. Click Select. The agreement will be inherited into the agreement you are creating.
7.12 Linkage Type 25.png
 

The attributes in the parent agreement with Is_Inherit property set to yes will be inherited in the current agreement.

7.12 Linkage Type 26.png
 
  1. Click Next. The Select Template page opens.
  2. Select the template and click Next. The Verify tab opens.
  3. Verify and click Create and Publish. The agreement will be created.

The inherited agreement will be associated with the current agreement with the linkage type as peer and displayed on the association grid of the agreement.
For example, the inherited agreement ICIPK_MSA_20 is associated with the current agreementICIPK_SOW_225 as Peer.

7.12 Linkage Type 27.png
 
 
Note: The associations of the parent agreement will not be inherited while creating an agreement.

 

 

Auto-attachment of Associated documents

As part of RFQ creation process, users need to add several documents as mandatory attachments to RFQs that may not change frequently. Previously, users had to attach multiple such documents manually to every RFQ which was a tedious and time consuming process.
ICI now has simplified the process by allowing users to attach predefined standard documents automatically to agreement / amendment based on defined event rules.
Users can now:

  • Maintain a repository of standard documents in masterdata.
  • Define global saved searches of standard documents masterdata instances
  • Define event rules using global saved search and association name to trigger the auto-attachment process.
Note: This is applicable for agreements and amendments.

 

Configuring masterdata (Standard Document Master) to store attachments

The Standard Document Master stores the documents to attach to an agreement based on the configured event rule. This Standard Document Master is a seeded masterdata with defined attributes for uploading the documents to the masterdata instance.

  • Upload Document: File Selection attribute to upload a document to the masterdata.
  • Is Document Link: The Boolean attribute to decide whether the copy of the document is created for attachment. When the Is Document Link attribute is set to No, then the new copy of the document will be created each time to associate with the agreement. When the Is Document Link is Yes, then the original copy of the document created from masterdata for the first time to associate will be linked to the agreement.
7.12 Auto Attachment 1.png
 

Administrators can edit and add additional attributes to the existing Standard Document Master as per the business requirements.

To add attributes to masterdata contract type:

  1. Click Configuration > Contract Type on the Home page. The Contract Type index page opens.
  2. Click View Record icon next to the Standard Document Master. The masterdata Details page opens.
  3. Add attributes on Attributes tab and click Save. The Attributes saved successfully message appears.
  4. Click Next.
  5. Verify the details and click Update. The Masterdata Contract Type (Standard Document Master) is updated with additional attributes. 

Storing attachments in masterdata instances

Users can upload files for auto-attachment by creating instances of the Standard Documents Master.

To create masterdata instances:

  1. Click Configuration > Masterdata > Create Masterdata on the Home page. The Create Masterdata page opens.
  2. Select Standard Document Master in Masterdata field on the Masterdata Details tab.
7.12 Auto Attachment 2.png
  1. Click Next. The Attributes tab opens.
  2. Click Select File. The window to browse a file opens.
  3. Select the file and click Open. For example, file Standard Association.pdf.
  4. Click Upload File. The file is uploaded to the Standard Document Master. 
  5. Toggle Is Document Link to Yes / No as per the requirement.
  6. Enter the details in the remaining fields.
7.12 Auto Attachment 3.png
 
  1. Click Save. The Standard Document Master instance is created with uploaded file.

You can edit Standard Document Master to add, delete or modify stored documents.

Click Remove to delete the existing file in the Standard Document Master.

7.12 Auto Attachment 4.1.png
 
 

Create a global saved search using Standard Document Master

Administrators can create a global saved search using Standard Document Master instances as auto-attached documents through Save Search functionality.
For example, the SearchAutoAttachment search is saved as global search.

7.12 Auto Attachment 5.1.png

 

Associating Standard Document Master with Associated Document Contract Type

The Administrators need to add the attribute (Master Data Instance Reference Id) to the Associated Documents Contract Type to link it with the Standard Document Master. This Master Data Instance Reference Id is a seeded script attribute that refers to the unique sysId of the Standard Document masterdata.

To add the attribute to the Associations contract type:

  1. Click Configuration > Contract Types on the Home page. The Contract Types index page opens.
  2. Click View Record icon next to the association contract type you want to edit. The contract type Details page opens.
  3. Click Edit. The Edit Contract Type page opens.
  4. Select and add Master Data Instance Reference Id to the Selected Attribute section.
  5. Click Save. The Attribute added successfully message appears.
7.12 Auto Attachment 6.png
 
  1. Verify and click Update. The associated document contract type is updated.

 

Configuring a rule for auto-attaching documents

Users can configure the Event Rule for agreements and amendments to attach standard documents automatically when certain actions such as Create, Publish and Update occur. The rule is configured using association name and standard document's saved search.

To configure an event rule for agreement:

  1. Click Configuration > Rule > Create Rule on the Home page. The Setup tab on Create Rules page opens.
  2. Select the Contract Type for which you want to create a rule. For example, Automation AssoTwoColumn.
  3. Enter a name in the Rule Name field. For example, Agreement update With Auto Attachment.
  4. Select Event Rule in the Rule Type field.
  5. Select type of event in Event field. For example, Agreement Updated.
7.12 Auto Attachment 7.png
 
  1. Click Next. The Build tab opens.
  2. Click Builder tab. The page to configure a rule opens.
  3. Click Add Rule. The Add Rule section opens.
  4. Enter Conditions.
  5. Select Additional Actions for Associations in first drop-down in Actions field.
  6. Select CreateAssociatedDocumentInstancesEventHook in next drop-down.
Note: The option CreateAssociatedDocumentInstancesEventHook is enabled through technical configuration.
  1. Select the Associated Document Contract Type from which you want to auto-attach the documents in next drop-down. For example, Annexure3.
Note: Associated Document Contract Types that are in a parent-child relationship with the selected Agreement Contract Type will only be available in the drop-down. Also the Associated Document Contract Types which have document assembly and mandatory attributes will not be available.
  1. Select the saved search name in the next drop-down. For example,SearchAutoAttachment.
  2. Select No in Stop Processing More Rules field. The further evaluation of rules within a ruleset continues.
7.12 Auto Attachment 8.png
 
  1. Click Validate. The page to validate the rule by entering attributes values of the selected Contract Type opens.
  2. Click Next. The rule Summary tab opens.
  3. Click Create. The Rule created successfully message appears. The rule is displayed in the list of Rules of the selected contract type.

 

Auto-Attaching documents to the agreement

Documents will be attached to the agreement under selected associations automatically as per the configured event rule.
To auto-attach documents to the agreement when the agreement is updated:

  1. Click Agreement Management > Agreement on the Home page. The Agreement index page opens.
  2. Click View Record icon next to the agreement to open. For example, agreement AutomationAssoTwocolumn_382. The agreement Details page opens.
  3. Click Edit. The Edit Agreement page opens.
  4. Edit desired fields.
  5. Click Update. The agreement is updated.

When the agreement is updated, event rule Agreement Update With Auto Attachment will be evaluated. The three associations will be created for Annexure3 as per the saved search SearchAutoAttachment.

7.12 Auto Attachment 9.1.png
 
  1. Modify the saved search SearchAutoAttachment to have two more documents PDF File1 and PNG File1 and remove a document DOT File1.
7.12 Auto Attachment 10.1.png
 
  1. Dissociate the document PPT File1 on Annexure3 details page from the agreement. 

The agreementICIAutomationAssoTwocolumn_382 will now have two auto-attached documents.

7.12 Auto Attachment 11.1.png
 
  1. Update the agreement again and the event ruleAgreement update With Auto Attachment will also be evaluated again. The agreement will now have five attachments in Annexure3 associations.
  • New documents PDF File1 and PNG File1 will be attached to the agreement.
  • Existing attachment JPEG File1 will not be duplicated.
  • Existing attachment DOT File1 will not be removed from agreement’s associations even if it is removed from saved search.
  • The deleted association PPT File1 from the agreement will be attached again with the current metadata from masterdata.
7.12 Auto Attachment 12.1.png
 

To summarize, the documents will be attached to agreements when the certain event occurs as per the criteria:

  • The existing attached documents will not be modified or duplicated.
  • The missing / manually deleted attachment will be attached again to the agreement with its latest version from the masterdata.
  • Any additional document present in the saved search will be attached to the existing documents of the agreement. 

Tagging Saved Search of Associated documents in an Agreement

There are two ways to add an Associated document Saved search to an Agreement. 

  • Adding a Saved Search tag to a Template
  • Adding a Saved Search tag to an Agreement document

Note: A Saved Search needs to be created in ICI of the required association data. 

To tag Associated Document Saved Search:

You can add a rich text content control to tag a Saved Search in a Template or Agreement document using Word:

1. Select Rich Text Content Control from the Developer menu.

2. Click Properties. The Content Control Properties window opens. 

3. Enter the Title and tag as ICIAssociation|AssociatedSavedSearchName. For example, ICIAssociation|Country Master.

4. Click Ok. The Saved Search is now tagged in the Template/Agreement document in the form of a table.

RTENOTITLE

Note: This template is uploaded in ICI to be available while creating a document. The Saved Search is visible after assembling the contract.

Upon publishing the Agreement you can add more instances to the Associated document Saved Search in the Agreement document from the Agreement's Details page:

1. Click the Associations tab on the Agreement's Details page. 

2. Click the Create Association icon in the Associations tab. The Create Association page opens.  

RTENOTITLE

3. Enter the necessary details on the Meta Data tab. For example, Name, Contract Value.

RTENOTITLE

4. Click Next. The Templates tab opens.

4. Select the appropriate template. 

5. Click Create. The association instance is added. The Agreement's Details page opens. The number next to the association is updated in the Associations tab.Erlier there were 2 instances of the associations and now there are 3. 

RTENOTITLE

6. Click the Assemble Contract button on the Details page. The newly added instance get's updated in the Agreement document.

Note: The Associated document saved search instances can also be updated in the document by Edit and Update actions. 

 

 

Related Topics:  Agreement Details Page | Association Management | Saved Searches
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