Revision as of 11:29, 10 May 2019

Requests

This page displays all the Requests that you have access to.

From this page you can:

• Search requests in multiple ways. You can search requests from this page or use the Advanced Search.
• View Smart Links to link related documents to one another. For example, if there are several Agreements with the same vendor, you can  link all of them through smart links  to see the types of Agreements that are currently in force with that vendor. 
• View details of a request by clicking  the View Record icon. The details are displayed on the Request Details page.

You can manage the appearance and the behavior of this page. 

Creating a Request

You navigate to this page from the Dashboard by clicking the Agreement Management > Create Request tiles. On this page, you can specify the basic information of the Request such as the nature of Request and timelines, requestor and supplier details. Raising a Request to create an Agreement may be optional or mandatory, depending on how ICM is configured in your organization. This page describes the process of creating a Request.

You can create requests in the following two ways:

• Copy an Existing Request and make changes to the copy.
• Create a new Request using the Create Request tile. This help page describes this process.

The following figure shows the different states of a Request with various roles involved in creating it.

Figure: Request workflow and various roles involved at different states of the request.

To create a new Request from this page:

1. Click Agreement Management tile on the Dashboard,  and then click Create Request tile. The Create Request page opens.The options available for the Category and Request Type fields are based on what has been configured for your organization. These signify the type of contract this request is being created for. Select the category and type of request that apply to this request, and click Next.

2. Enter basic details of the Request in various sections on this page:

• Organization Unit: select the organization unit to which this request belongs. Users within an organization unit must  have certain privileges. With a View privilege, users can only view requests but users with a manage privilege can perform actions. View privilege is also required to search a particular Request.
• Contracting Party Information: enter the required details.
• Nature of Request and timelines: specify the type of Agreement this request is for, such as an Amendment, a Non-Disclosure Agreement, or a Master Service Agreement.
• Requestor Information: specify the details of the person who is raising this Request. If this Request is for an Amendment, specify the ID of the original Agreement that requires Amendment.
• Supplier Contracting Party Information: select the name of the supplier that this Agreement needs to be created for.
• Request Code: Each Request is assigned a unique ID in ICM, known as its Request Code. The system automatically generates the Request code when you click the Create button.

3. Click Next. The Request Summary page appears.On the Request Summary page, verify all the information of your Request.

4. Click Create Request to create a request. After you create the Request, the status of the Request appears as Draft.

5. If the information is correct, click Send for Approval. You can edit or delete this request or send this Request for the review as well.
Use the Edit button to edit the request or use Request Review button to send the request for the review.

Note: After the request is created, you can add the Contract Admin for the respective agreement from the Team. You can also cancel or delete the Request from the Create / Edit wizard while creating and editing the Request. The Cancel and Delete buttons are displayed when you save the Contract Request that is being created. 

Canceling a Request

You can cancel a request for an indefinite period, if it is not currently in use. Use cancel over delete in situations where you want to track the request and possibly take an action on it sometime in the future. Cancelled requests are available in the database and can be reverted to Draft state anytime.

To cancel a request:

1. Click the Requests tile on the Dashboard. This opens the Requests page with a list of all your existing requests in different states.

2. Click the View Record icon next to the Request you wish to cancel. This open the Request Details page.

3. Click Cancel. At the message that is displayed, confirm that you wish to change the status of the selected request to draft and cancel it. If you do not wish to cancel the request, click No.
 

To revert the cancelled Request:

1. Click the View Record icon on the Requests page.

2. Select the request that is cancelled and click Revert. The Add Note window pops up.

3. Enter the reason to revert it and select a reason code. Both these fields are optional but should be used to enter detailed notes for future reference.

4. Click Add.

5. The cancelled request is reverted to Draft state.

Downloading supporting documents for Contract Requests

You can download all supporting documents associated with a Contract Request. This can be configured through Role Action Mapping. The Download All option in the Associated Documents section of Contract Requests downloads all documents in a zip format, making it easier to review the documents in one go instead of having to download and review each one separately.

To download all supporting documents for Contract Requests: 

1. Click the Agreement Management tile on the Dashboard.

2. Click the Requests tile.

3. Select a Request from the list. This opens the Contract Requests Details page.

4. Click the DownloadAll button to download all the supporting documents for the selected Contract Request.

To configure this capability using Role-Action Mapping: 

1. Click the User Administration tile on the Dashboard.

2. Click the User Groups tile.

3. Click the Role-Action Mapping tile.

4. Select Contract Request from the Select Entity drop-down.

5. Click the Edit button next to the Contract Request whose Role you want to define.

6. Select the Role from the list on the left hand side and click the arrow button to move it to the right hand side. For example, Observer.

7. Enter the Action Display Name. For example, Download All.

8. Click the Save button. The action and role for the user will be displayed in the Action Display Name and Roles column respectively. 

Downloading Supporting Documents for Contract Requests

To download all supporting documents for Contract Requests: 
1. Click the Agreement Management tile on the Dashboard.
2. Click the Requests tile.

3. Select a Request from the list. This opens the Contract Requests Details page.
4. Click the DownloadAll button to download all the supporting documents for the selected Contract Request.