Association Management[edit]


= Association Management =

Associated documents are additional legal documents or supplementary materials added to an Agreement.

Associated documents can be:

*Created using a Template 
*Uploaded into ICM 
*Prepared from the Associated Document Contract Type model 

From the Association Management tile you can:

*Search an Associated document 
*Create&nbsp;an Associated document 
*Approve&nbsp;an Associated document 

== Searching an Associated Document ==

Use Search feature to get relevant search results. You can use various methods to narrow down your search and locate the specific Associated Document you are looking for.

To search Associated Documents:

1.&nbsp;'''Click'''&nbsp;the&nbsp;''Association Management''&nbsp;tile on My Dashboard. The ''Association&nbsp;Management'' page opens.

2. '''Search '''for a specific Associated Document by using any of the following options:

*Under ''Search For:'' 
**'''Click''' the ''Select Field'' list, and then select the appropriate item from the list. The relevant results are populated. For example, if you select Status (to filter Associations according to various status' of associated documents), list of various states&nbsp;of Associated Documents is displayed. You can then select appropriate status such as Approved, draft. 
**The number in the bracket denotes the number of available items which contain the search term. You can select multiple options at the same time. 
**To narrow your search, '''type''' free text in the ''Custom Keyword'' box, and then '''click''' ''Apply''.   
*Alternatively, '''type''' keywords in the ''Refine'' S''earch''&nbsp;h''ere'' box. A list of relevant Associated Documents opens. 
*You can further narrow your search by using any of the following methods: 
**"..." - '''Type''' the search term in double quotation marks. It shows existing Associated Documents that include the exact search term. 
***...* - '''Type''' the search term in star characters. It shows existing Associated Documents that include the exact search term. 
***... - Prefix * to the search term. It shows existing Associated Documents that end with this term.   
**...* - Suffix * to the search term. It shows existing Associated Documents that start with this term.   
<div class="image-green-border">[[File:Search an Associated document Index page 7.8.PNG|720px|RTENOTITLE]]</div> 
== Creating&nbsp;an Associated Document ==

In ICM,&nbsp;you can create the Associated documents separately.&nbsp;

To create an Associated document:

1.&nbsp;'''Click&nbsp;'''the&nbsp;''Association Management''&nbsp;tile on My Dashboard. The&nbsp;''Association Management''&nbsp;page opens.

2.&nbsp;'''Click'''&nbsp;the&nbsp;''Create Association&nbsp;''tile. The&nbsp;C''reate Association&nbsp;''page opens.&nbsp;
<div class="image-green-border">[[File:Create Associated document 1.PNG|360px|RTENOTITLE]]</div> 
3.&nbsp;'''Select&nbsp;'''Parent Agreement by clicking the icon. The&nbsp;''Lookup Search''&nbsp;window opens.
<div class="image-green-border">[[File:Create an associated document lookup search window 7.8.PNG|720px|RTENOTITLE]]</div> 
4.&nbsp;'''Select'''&nbsp;the parent Agreement that you want the document to be associated with. You can select only Parent Agreement.

5.&nbsp;'''Click'''&nbsp;''Select''. This takes you back to the&nbsp;''Create Associated Document&nbsp;''page with the selected document displayed in the Parent Contract field.

6.&nbsp;'''Select&nbsp;'''the&nbsp;''Category''.

7.&nbsp;'''Select&nbsp;'''the&nbsp;''Contract Type Name''.

8.&nbsp;'''Click'''&nbsp;''Next''.&nbsp;''Metadata&nbsp;''section of the&nbsp;''Create Association''&nbsp;page opens.&nbsp;'''Click&nbsp;'''the&nbsp;''Go to Parent Agreement''&nbsp;link to access the relevant Parent Agreement.
<div class="image-green-border">[[File:Create an associated document metadata tab 7.8.PNG|560px|RTENOTITLE]]</div> 
9. In the&nbsp;''Metadata''&nbsp;tab,&nbsp;'''enter'''&nbsp;the appropriate information for&nbsp;the attributes.

10.&nbsp;'''Select'''&nbsp;the&nbsp;''File Path''&nbsp;field to upload the Associated document.&nbsp;

11.&nbsp;'''Click'''&nbsp;''Create''.&nbsp;The Associated Document gets created and the&nbsp;''Agreement Details''&nbsp;page opens. You can see the Associations here. ICM allows you to assemble both text and images in the Association&nbsp;file in the main Agreement document.
<div class="image-green-border">[[File:Create an associated document details page 7.8.PNG|720px|RTENOTITLE]]</div> 
== Understanding Multi-Party Agreements ==

Additional platform support for Associations have been added. These enhancements support full platform functionality for Association metadata that was previously available only for Agreement metadata. The additional enhancements fall into three main areas:

#Ability to use Association Attributes in Rules 
#Ability to tag Association Attributes in Agreement and Clause Templates 
#Ability to use faceted search for Association Attributes from the main Search page 
#Ability to compare Association tagged as a table&nbsp;across versions 

One of the primary functional drivers for these new capabilities is to enable full functionality for Multi-party Agreements.

=== Making&nbsp;the Association type itself available while selecting Attributes ===

Building on the functionality around one-to-many relationships in Associations, ICM provides&nbsp;the ability to reference Association counts in Rule criteria. Since Rules can now be written for individual Attributes of an Association, it enables Admins to write Rules based on the count of Associations that have been added of a specific type. All attributes for Associations are available for the given Rule conditions and every Association has a specific sequence number so that the metadata of that sequence is tagged in the Template. You can search selected values of an Agreement or an Associated Document. For a multi-division Agreement, ICM supports writing Rules based on individual instances of the multi-value attributes.

When Rules are written based on the Attributes of the Association, the rules support tagging of the Metadata that belongs to the association. The associations may either be parent-child or peer. After the content control tag is entered, the value of the associated instances’ metadata is placed in the content control as shown in the example below.

=== Introducing&nbsp;a Content Control tag for Association Metadata ===

You can create a saved search to get the Association attribute and assemble it in the Agreement. You can sort any of the available columns. The name of the saved search is used to tag that association’s Metadata into the Template. This feature works only on Publish Agreement and Edit Agreement.

These changes to the attribute are done by editing the content control in Word manually. The example below shows the content control tag.

'''Note:'''&nbsp;This is not available in ICM Word Add-in.

'''Example:'''

==== ''Editing a content control tag:'' ====

#1. To tag the association’s metadata to the clause, edit the control tag as follows: 

ICMAssociation I AssociationSavedSearchName{0}. ICMClientContactPerson

where,

*the selected Contact Person from the Contract Party association’s sequence is 1. 
*The index is a zero based index. 0 means 1<sup>st</sup>&nbsp;instance, 1 means 2<sup>nd</sup>&nbsp;instance, and so on. 
<ol start="2">
<li>The sample content control will look as follows:</li>
</ol>

Click here to enter text.

==== ''Adding a content control tag:'' ====

#Check if the Developer ribbon is available in the Word menu. To enable it, go to: 

''&nbsp; &nbsp; &nbsp; &nbsp; File -> Options -> Customize Ribbon -> Enable Developer''
<ol start="2">
<li>'''Select'''&nbsp;''Plain Text Content Control -> Properties&nbsp;''and add the attribute’s display name in the Title.</li>
</ol>
<div class="image-green-border">[[File:Adding a Content Control Tag.png|Create an Associated Document (multi-party agreement) - Adding a Content Control Tag]]</div> <ol start="3">
<li>Add&nbsp;ICMAssociation|AssociationSavedSearchName{index}.{Attribute’s Technical Name}</li>
</ol>

where,

*ICMAssociation:&nbsp;This is static and does not change. 
*AssociationSavedSeachName: As explained above. 
*Index: This is a zero based index. 0 means 1<sup>st</sup>&nbsp;instance, 1 means 2<sup>nd</sup>&nbsp;instance, and so on. 
*Attribute’s Technical Name: The technical name of the attribute of Association, such as, ICMCoutryName, ICMPartyName, and so on. 

&nbsp;

=== Comparing Association tagged as a table&nbsp;across Agreement versions ===

The&nbsp;functionality of alerting users on&nbsp;redlining of changes in Association tagged as a table is visible through the Versions tab of the Agreement document.&nbsp;Let’s see an example where the user edits a table tagged as Association and then uploads a revised Agreement to ICM and how ICM alerts the user regarding the changes made in the table tagged as an Association.

To edit an existing Agreement where a table is tagged as an Association: &nbsp;&nbsp;

1.&nbsp; '''Click''' the ''Agreement Management'' tile on the Dashboard. &nbsp;The ''Agreement Management'' page opens.<br/> 2.&nbsp; '''Click '''the ''View Record'' icon next to the Agreement in which you want to edit the Associated Document table. The Agreement ''Details'' page opens. For example, ''Main Sales Order 2''.
<div class="image-green-border">[[File:2-Ass.PNG|720px|RTENOTITLE]]<br/> &nbsp;<br/> 3.&nbsp; '''Click''' ''Download ''to download the Agreement. The Agreement gets downloaded in Microsoft Word document (.Docx) format.<br/> 4.&nbsp; '''Edit '''the Associated Document table. For example, let’s remove existing numbers 83, 67, and 75 from the cells of the ''Display Label'' column of ''Line Item: Table1''.&nbsp;</div> 
&nbsp;[[File:4-Table-Ass.PNG|720px|RTENOTITLE]]<br/> [[File:4-Table-2-Ass.PNG|720px|RTENOTITLE]]

5.&nbsp;&nbsp;'''Click '''''Save''.<br/> 6.&nbsp; '''Click '''''Upload Document'' in ICM. The ''Upload Document'' window opens.<br/> 7.&nbsp; '''Click''' ''Select File'' to select the revised Template. &nbsp;<br/> 8.&nbsp; '''Click''' ''Upload File'' to upload the revised file. The ''Please Confirm'' window opens with a message ''Changes in Association Table(s)''.
<div class="image-green-border">[[File:8-Ass.PNG|720px|RTENOTITLE]]&nbsp;<br/> &nbsp;<br/> 9.&nbsp; '''Click '''the ''Show Changes'' link to view the changes made in the ''Association Tables''. The ''Association Tables'' window opens highlighting the removed values (83,''67 and 75) &nbsp;in the ''Display Label''column.&nbsp;''</div> <div class="image-green-border"><br/> ''[[File:9-Ass.PNG|720px|RTENOTITLE]]<br/> &nbsp;''<br/> '''Legends:'''<br/> <br/> '''''[[File:9-Ass-2.PNG|720px|RTENOTITLE]]'''''</div> <div class="image-green-border">''&nbsp;''</div> <div class="note-box">'''Note''': Deviation tracking and reverse sync of the changed table data to the respective Association instances is not supported. ICM Scribe supports this capability unlike ICM .Net Add-in but provides limited information. Table comparison is only shown when cell values get changed not when empty cells get added or removed.</div> <div class="image-green-border"><br/> 10.&nbsp; '''Click '''''Cancel'' to return to the ''Please Confirm'' window.&nbsp;<br/> 11.&nbsp; '''Click''' ''Yes'' to upload the revised Associated Document.</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">''[[File:11-Ass.PNG|720px|11-Ass.PNG]]''</div> <div class="image-green-border"><br/> 12.&nbsp; '''Click '''the ''Versions'' tab to view the different Agreement documents with revised Associated tables.<br/> ''&nbsp;<br/> [[File:12-Ass.PNG|720px|RTENOTITLE]]<br/>  ''<br/> 13.&nbsp; '''Click''' the ''Show All Details'' link to view the changes in the ''Association Table(s)''.&nbsp;</div> <div class="image-green-border">''&nbsp;''</div> <div class="note-box">'''Note''':&nbsp;A user can also able to view the changes in the ''Versions'' tab on performing actions like ''Assemble Contract'' or ''Send For Approval'' on the Agreement ''Details'' page. &nbsp;</div> <div class="image-green-border">''&nbsp;''</div> <div class="image-green-border">When modifications are made using the ICM Scribe Word Add-in, a user can view the changes in the Associated table of the published Agreement.</div> <div class="image-green-border">''&nbsp;''</div> <div class="image-green-border">''[[File:ICM-Scribe-Ass.PNG|RTENOTITLE]]''</div> <div class="image-green-border">''&nbsp;''</div> <div class="note-box">'''Note''':&nbsp;Users can view limited information in ICM Scribe like changes made in an Association table unlike the detailed changes available in ICM web.&nbsp;</div> 
=== To view Associated table changes through ICM Scribe Word Add-in ===

When modifications are made using the ICM Scribe Word Add-in, a user can view the changes in the Associated table of the published Agreement.
<div class="note-box">'''Note''': Users can view limited information in ICM Scribe like changes made in an Association table unlike the detailed changes available in ICM web.</div> 
== Approving&nbsp;an Associated Document ==

When the Associated Document is created, the approval rule triggers, and the document is sent to the approvers that are set by the approver rule. If you are an approver, you can approve or reject the associated document.

To approve an Associated Document:

1.&nbsp;'''Click&nbsp;'''the&nbsp;''Tasks''&nbsp;tile on My Dashboard. The&nbsp;''User Tasks''&nbsp;page opens.

2.&nbsp;'''Click'''&nbsp;the&nbsp;''Association name'''''&nbsp;'''link that you want to approve. The Associated Document&nbsp;''Details''&nbsp;page opens.

3. To Approve the document,&nbsp;'''click'''&nbsp;''Approve''. To reject the document,&nbsp;'''click'''&nbsp;''Reject''. A notification is sent to the Primary and Secondary Owner of the document every time an approver approves or rejects a document.

4. If you click:

*Approve: The&nbsp;''Add Note''&nbsp;window opens.&nbsp;'''Type'''&nbsp;your comments and then&nbsp;'''click'''&nbsp;''Add''. The associated document gets approved. 
*Reject: The&nbsp;''Add Note''&nbsp;window opens.&nbsp;'''Type'''&nbsp;your comments,&nbsp;'''select'''&nbsp;the appropriate reason code, and then&nbsp;'''click'''&nbsp;''Add''. The Associated Document gets rejected and goes into the Draft state. 
<div class="image-green-border">[[File:Add Note-7.8.png|720px|RTENOTITLE]]</div> <div class="image-green-border">The Approval Rule is triggered when the Associated document is created and the document is sent to the approvers set by the approval rule. The Primary Owner can recall the Association that is in&nbsp;''Waiting for Approval''&nbsp;state to stop the approval workflow and add a note to specify the reason, by clicking the Recall button.</div> 
You can enable, disable, reassign, or remove approvers using the respective buttons from the&nbsp;''Team''&nbsp;tab of the Association after it is created. This can be done for the Associations that are in&nbsp;''Approved''&nbsp;or&nbsp;''Waiting for Approval''&nbsp;states.

If you are an approver of the Associations for Agreements and Amendments, you can request more information for an Association that is in&nbsp;''Waiting for Approval''&nbsp;state using the&nbsp;''Need More Info&nbsp;''button''.&nbsp;''You can also remove yourself as an Approver using the&nbsp;''Remove Me''button for an Association that is Waiting for Approval.
<div class="image-green-border">[[File:Create an associated document action buttons 7.8.PNG|720px|RTENOTITLE]]</div> 
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'''Related Topics''':&nbsp;[[Agreement_Management|Agreement Management]]&nbsp;|&nbsp;[[Agreements_Page|Agreements Page]]&nbsp;|&nbsp;[[Contract_Type|Contract Type]]&nbsp;|&nbsp;[[Saved_Searches|Saved Searches]]&nbsp;|&nbsp;[[Adding_Supporting_Documents_to_an_Agreement|Adding Supporting Documents to an Agreement]]&nbsp;|&nbsp;[[Obligation_Management|Obligation Management]]