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Organizations may have a large number of existing Agreements that are created outside of ICI platform. These are henceforth referred to as Legacy Agreements. Organizations may want to import these Agreements to ICI to leverage its vast capabilities and manage all Agreements within a single platform.
The Legacy Upload feature enables ICI Administrator to easily upload in bulk the legacy agreements that were created outside of ICI. This feature enhances productivity by allowing you to upload a large volume of existing Agreements and other entities using Excel.
The highlights of this feature are :
You can use the utility to upload the following entities:
You can view the status of the batch by clicking the Refresh button in the top right hand corner to refresh the status of the batch. If you encounter any error while processing the batch, it is highlighted in red color and displayed under the Failed Count column. Hovering over the Failed Co… on the Legacy Upload page, is displayed as Failed Count. After the batch is uploaded, click the Batch Name to view the history of the processes performed on a particular batch.
This section demonstrates with an example how to upload plain Agreements for a particular Contract Type.
Identify an existing Contract Type in ICI for which to upload the Agreements. If that Contract Type does not exist, you need to create it using Create Contract Type on Configuration page in ICI. If the Enable Approval Workflow flag is set to Yes, it means that the workflow is enabled for that Contract Type.
1.Create a Contract Type named as Legacy Contract with the attributes as can be seen under the Selected Attribute tab in the screenshot. The ICI name for this Contract Type is ICILegacyContract.Create a Legacy Ref Id attribute which will be used as a Primary Key in the metadata file for this Contract Type.
2. Copy the Agreement PDF at the location accessible by the task server.
Important things to note for the metadata file:
To create a metadata file for ICILegacyContract Contract Type:
1. Create an Excel file with .xlsx extension and save it with the appropriate name, for example ICILegacy_Contract_single .
2. Edit the same file to create columns that are essentially the ICI attributes for ICILegacyContract Contract Type, and enter their values for the legacy Agreement that you want to upload. To ensure that you use the attributes correctly, switch to ICI and navigate to Configurations and then to Contract Types, and Click View Record to view the details of ICILegacyContract. Then go to Attributes tab to see all the Selected Attributes for that CT.
3. In the metadata file the first row is a header row wherein you need to provide the exact Display Names of all or the desired attributes from ICI in consecutive columns.
The following screenshots are of the same metadata file ICILegacy_Contract_single, broken down into 2 images to capture all the columns:
You can add Team members, Notes, and Commitments along with the legacy Agreements from within the same metadata file.
Edit the same Agreements metadata file ICILegacy_Contract_single to add more sheets for Team, Notes, and Commitments.
1. Add a sheet and name it as AgreementTeamMember.
2. Edit the sheet to create columns as below and provide their values as appropriate:
The following screenshot of the ICILegacy_Contract_single shows the Team sheet and the columns.
To create the Notes metadata:
1. Add a sheet and name it as AgreementNote.
2. Edit the sheet to create columns as below and provide their values as appropriate:
The following screenshot of the ICILegacy_Contract_single shows the Note sheet and the columns.
1. Add a sheet and name it as AgreementCommitment.
2. Edit the sheet to create columns as below and provide their values as appropriate:
3. Create an additional column named Parent_FK and provide the value of the Primary Key (Legacy Ref Id) of the parent Agreement.
The following screenshot of the ICILegacy_Contract_single shows the Commitment sheet and the data.
Important things to note for the mapping file:
To create a mapping file:
1.Create an Excel file with .xlsx extension and save it with the name, Mappings_Acme_agreements.
2.Edit the file to create columns and provide their details/values as specified below:
Now that the metadata and mapping files are created for ICILegacyContract Contract Type, the relevant Agreements can be uploaded using the Legacy Upload feature on the ICI UI.
To upload the Legacy Agreements:
1.Click the User Administration tile on the Dashboard.
2.Click the Admin Task tile.
3.Click Legacy Upload.
4.Click Add Batch and provide details of the batch on the next screen that opens.
Select Defer Workflow checkbox only if you need to add any pre-requisite Associations for the Legacy Agreement. See uploading Agreements with mandatory Associations.
5. Click Upload Integration Files icon and provide the details of the mapping file on the next screen that opens.
6. Click Upload to upload the mapping file.
7. After the mapping file is uploaded successfully, click Upload Integration Files icon again to upload the metadata file. Select DataFile option to browse and upload the batch file saved locally, and click Upload.
8. Click Upload to upload the metadata file.
9. After the metadata file is successfully uploaded, click New Validate and Initiate icon to validate the data and initiate the batch upload.
A window opens showing the status of validation, and count or summary of errors or warnings, if any.
The message in the above screen is interpreted as one agreement record is successfully validated for ICILegacyContract Contract Type.
You can upload a large number of agreement records using the same metadata file. Once all the records are validated without any errors, click OK to schedule the batch for processing. Then the batch is lined up for processing and the Status changes to Scheduled. Finally, the Status changes to Workflow Processed indicating that the batch is successfully uploaded and the workflow is triggered.
The following screenshot, broken down in 2 images, is of the same screen that displays overall status and progress of the batches.
Click the batch name on Legacy Upload page to view the activity log of a particular batch. The activity log shows the operations performed while processing the batch and also displays the errors if any in red color.
You can view the error details by clicking the error message on the Batch Activity Logs window.
When the batch processing is complete a third icon called Download Integration Files appears under the Actions column.
Click the icon to download the Status and/or Error files. If there are any errors, correct those in the metadata file and try uploading the batch again.
In the following screenshot, the Status File shows that there were no errors or warnings for AcmeCorplegacyagreements batch that was uploaded.
To view the uploaded Agreements in ICI, go to Agreement Management in ICI and Click View Record icon to open the recently added legacy Agreement.
If you have added any Notes, Team, or Commitments, they will be displayed under the respective tabs in the Agreement Summary.
There may be cases where any associated documents are required before an Agreement can move to the Executed state. In that case, you can defer the workflow for the Agreement while uploading, then upload the required Association with workflow attached, and then enable the workflow for the Agreement when needed.
Whether an Association is mandatory or not can be seen in ICI in the following 2 ways:
If Is Mandatory flag is set to Yes while adding an Association for a particular Agreement Contract Type, an Association is mandatory.
1. Follow the same steps to create metadata and mapping file for the Agreement as described in the Uploading Agreements section.
2. While creating the batch for uploading the Agreement, select the Defer Workflow check box so that the workflow is not attached to the Agreements while uploading. This check box controls the attachment of approval workflow to a particular batch.
4. Initiate the batch processing by clicking New Validate and Initiate icon.
5. After the batch processing is successful and the Agreement is uploaded, the Status of the batch shows as Completed, WF Deferred. This indicates that the Agreement will not follow the workflow automatically.
6. Follow the steps to upload the required Associations as described in the relevant section.
7. After the Association’s workflow is successfully processed, you can click on the Enable Workflow icon for the Agreement batch to attach the approval workflow.
Before uploading the Associations, the parent Agreement must be uploaded first.
You need to create separate metadata file for Associations, and one such file can contain Associations for one Association Contract type. This section demonstrates with an example how to upload an Association for the previously uploaded Agreement that is seen in ICI as Acme Corp Legacy Contract – ICILegacyContract_1.
There can be 2 scenarios for uploading Associations: With Workflow and Without Workflow.
Search an existing Associated Document Contract Type in ICI for which to upload the Associations. If that Contract Type does not exist, you need to create it using Create Contract Type on Configuration page in ICI. If the Enable Approval Workflow flag is set to Yes, it means that the workflow is enabled for that Contract Type.
To create the metadata file for ICILegacyAssocDocWF1 Contract Type:
1. Create an Excel file with .xlsx extension and save it with the name ICILegacy_AcmeAssociation.
2. Edit the same file to create columns that are essentially the ICI attributes for ICILegacyAssocDocWF1 Contract Type, and enter their values for the associated document that you want to upload.
3. Create an additional column named ParentInstance_PK and provide the value of the Primary Key of the parent Agreement (Legacy Ref Id for ICILegacyContract Contract Type).
The following screenshot of the Association’s metadata file ICILegacy_AcmeAssociation shows the attributes and highlights the Primary Key of the parent Agreement.
Open the same mapping file (Mappings_Acme_agreements) created while uploading the Agreement, and edit it to provide details for binding the Associated Document Contract Type with the parent Contract Type.
Add another row as highlighted in the above screenshot:
Follow the same steps on the UI for uploading the associations as they are for uploading the agreements.
Only, ensure that you select the Associated Document Contract Type while creating the batch and do not select the check box for Defer Workflow. In the current example, select the Contract Type Name as ICILegacyAssocDocWF1.
You can create the Associations for which the approval workflow is not enabled in ICI. This is configured in ICI by setting the Enable Approval Workflow flag to No for the relevant Contract Type. It means that the Associations for that Contract Type will not follow the approval workflow automatically.
1. Create the metadata file for an Association as described in the respective section.
2. Begin upload by creating a batch using the utility. At this point, it does not matter if you select the Defer Workflow check box or not, because the workflow is not enabled to begin with.
3. Proceed to upload the mapping file and metadata file.
4. Initiate the batch processing by clicking New Initiate and Validate icon.
5. After the batch processing is successful and the data is uploaded, the Status of the batch shows as Completed, WF Deferred.
6. Then you can click on the Enable Workflow icon anytime to attach the approval workflow. See the screenshot below:
The process to upload the Amendments for an Agreement is the same as for uploading the Associations.
Except that you do not need to create the Contract Type for the Amendments as it is automatically created when you create the Contract Type for Agreements.
To create the metadata file for ICILegacyContractAmendment Contract Type:
1. Create an Excel file with .xlsx extension and save it with the name – ICILegacy_AcmeAmendment.
2. Edit the same file to create columns that are essentially the ICI attributes for ICILegacyContract (parent) Contract Type, and enter their values as required.
You may refer to the metadata file for the parent Agreement to create the Amendments metadata file, and add/remove columns or change their values as required. Name, File Path, Legacy Ref Id (or any other existing unique attribute), Business Status, and Type of Paper are mandatory attributes for Amendments as well.
3. Ensure that the Amendment has a unique Primary Key. If not, create it as an ICI attribute (for example, Legacy Ref Id).
4. Create an additional column named ParentInstance_PK and provide the value of the Primary Key of the parent Agreement (previously uploaded for ICILegacyContract Contract Type).
The following screenshot of the Amendment metadata file ICILegacy_AcmeAmendment shows the attributes and highlights the Primary Key of the parent Agreement (ParentInstance_PK), and of the Amendment (Legacy Ref Id) that is being uploaded. The Primary Key of the Amendment (Legacy Ref Id) can be used as a mapping attribute for the relevant associations, and other entities that may be dependent upon the Amendment.
Open the same mapping file (Mappings_Acme_agreements) created while uploading the Agreement, and edit it to provide details for binding the Amendment Contract Type with the parent Agreement Contract Type.
Add another row as described below:
Follow the same steps on the UI for uploading the associations as they are for uploading the agreements.
Only, ensure that you select the Amendment Contract Type while creating the batch. In the current example, select the Contract Type Name as ICILegacyContractAmendment.
This section demonstrates with an example how to upload the Masterdata. Masterdata is uploaded independently as it is not related to any other entities. So there is no need for the mapping file.
There can be 2 scenarios for uploading Masterdata – With Workflow and Without Workflow.
Search an existing Masterdata Contract Type in ICI for which to upload the data. If that Contract Type does not exist, you need to create it using Create Contract Type on Configuration page in ICI. If the Enable Approval Workflow flag is set to Yes, it means that the workflow is enabled for that Contract Type.
To create the metadata file for ICILegacyMasterData Contract Type:
1. Create an Excel file with .xlsx extension and save it with the name ICILegacy_AcmeMasterdata.
2. Edit the same file to create columns that are essentially the ICI attributes for ICILegacyMasterData Contract Type, and enter their values for the master data that you want to upload.
Follow the same steps on the UI for uploading the Masterdata as they are for uploading the agreements.
Only, ensure that you select the relevant Masterdata Contract Type while creating the batch and do not select the check box for Defer Workflow. In the current example, select the Contract Type Name as ICILegacyMasterData.
You can create the Masterdata for which the approval workflow is not enabled in ICI. This is configured in ICI by setting the Enable Approval Workflow flag to No for the relevant Masterdata Contract Type. It means that the Masterdata for that Contract Type will not follow the approval workflow automatically.
1. Create the metadata file for the Masterdata as described in the respective section.
2. Begin upload by creating a batch using the utility. At this point, it does not matter if you select the Defer Workflow check box or not, because the workflow is not enabled to begin with.
3. Proceed to upload the metadata file.
4. Initiate the batch processing by clicking New Initiate and Validate icon.
5. After the batch processing is successful and the data is uploaded, the Status of the batch shows as Completed, WFDeffered.
6. Then you can click on the Enable Workflow icon anytime to attach the approval workflow.
When the Masterdata uploaded without workflow is viewed in ICI, it will not have any buttons visible on the UI.
This section demonstrates with an example how to provision the users in ICI using the utility. User information is uploaded independently as it is not related to any other entities. The relevant Contract Type UserInformation is created when ICI is configured.
You can also upload additional user information by uploading a separate metadata file with the relevant data, after a user is provisioned.
To create the metadata file for UserInformation Contract Type:
1. Create an Excel file with .xlsx extension and save it with the name ICILegacy_AcmeUserInformation .
2. Edit the same file to create columns as below:
Follow the same steps on the UI for uploading the user information as they are for uploading the agreements, except for uploading the mapping file.
Ensure that you select the UserInformation Contract Type while creating the batch.
The relevant Contract Type needs to be created in ICI. For the current example, create a Contract Type named ExtendedUserInformation with the required attributes.
To create the metadata file for ExtendedUserInformation Contract Type:
1. Create an Excel file with .xlsx extension and save it with the name – ICILegacy_AcmeExtendedUserInfo.
2. Edit the same file to create columns as below:
3. Follow the same steps on the UI for uploading the extended user information as they are for uploading the user information. Only, ensure that you select the ExtendedUserInformation Contract Type while creating the batch.
When validating the batch, it displayed Object Reference 'not set to an instance of an object error message.
When uploading the data file and mappping file and creating a batch, if the type of paper is Third Party, ICI validates whether the document is .docx or .pdf format. Uploading a document in .docx format does not display the document preview correctly.
An automation has been provided for bulk import using the “Legacy Upload” tool, which will reduce any human dependency, manual approvals and delays for onboarding templates and clauses using the current capabilities. ICI administrators can now import templates and upload clauses to ICI in bulk.
Along with the tool, an XML specification document is also released which can be used for creating tags in the input document files of clauses and templates.
To upload templates and clauses in bulk using the Legacy Upload tool, the following files are required as a prerequisite:
Creating a Mapping File
To create a mapping file:
1. Create an Excel file with .XLSX extension and save it with the name, for example Clause - Mappings.
2. Edit the file to create columns and provide their details/values as specified below:
Note: Mapping file must contain the ICI names (not display names) of the attributes spelled exactly as they are present in ICI. The ICI names are case-sensitive.
You can bypass validations for mandatory attributes in the mapping file by providing their ICI names in the Exclude Mandatory Validations column. However, it cannot skip generic validations for data types.
Creating a Data File
To create a data file for Clause Contract Type:
1. Use the Excel template downloaded in Section 1.9.2 Uploading Clauses, Step 5 and save it with a name, for example Clause Creation with Signatory 11.
Note: The file name must be unique, different from previously uploaded data files.
2. Edit the same file to create columns that are essentially the ICI attributes for Clause Contract Type.
3. Enter the column values for the clause that you want to upload.
Note: The same clause name should be reflected in the Word document on the task server. Refer Section 1.9.2.1 Creating a Clause Document for more details.
Here is an example of a data file for clauses:
4. Save the data file.
Uploading Clauses
To upload clauses in bulk:
1. Go to Home > User Administration > Admin Task. The Admin Task page opens.
2. Click Legacy Upload. The Legacy Upload page opens.
3. Click Add Batch. The Integration Management - Create Batch/API pop-up window opens.
4. Enter the relevant details.
5. Click Create. The batch gets created in Draft state and an Excel template for a data file gets downloaded.
6. Edit the Excel template downloaded in Step 5. Refer Section 1.9.2 Creating a Data File for details.
7. Click the Upload Integration Files icon in the Actions column. The Integration File Upload pop-up window opens.
8. Enter the relevant details.
9. Click Upload. The file gets uploaded and the Legacy Upload page is displayed.
10. Click the Upload Integration Files icon shown in Step 7. The Integration File Upload pop-up window opens once again.
11. Enter the relevant details.
12. Click Upload. The data gets uploaded and the Legacy Upload page is displayed.
13. Click the New Validate and Initiate icon in the Actions column. A confirmation message ‘Do you want to schedule this batch?’ is displayed with the validation results.
14. Click OK. The Status changes to Scheduled message is displayed, and the Legacy Upload page reloads. The Status column updates to Scheduled.
Note: The data will be picked up for processing when the task service runs on the backend, at 9pm IST every day. When the task is triggered, the status updates to Processing. After the processing is complete, the status changes to Tagging Pending.
15. Click the Tag Documents icon in the Actions column. The Tagging Documents progress window is displayed with details of Passed or Failed records.
16. Click Clause Management > Clauses. The Clause Management index page opens. The batch is displayed in the uploaded clauses.
17. Click the View Record icon. The Details page for the uploaded clause opens. You can verify the details of the uploaded clause here and check if it has been tagged correctly.
The status on the Legacy Upload page changes to Completed. These clauses can now be used to create agreements in ICI.
Creating a Clause Document
To create a clause document, it is mandatory to use the following tags:
To further understand tag properties, refer the below table:
Observations and assumptions
The following observations and assumptions need to be taken into consideration while bulk uploading clauses using the Legacy Upload tool:
Uploading Templates
1. Follow steps 1 to 3 from section Uploading Clauses.
2. Enter the relevant details.
i. Batch/API Name: Enter a unique name for the batch, for example, Template Upload 11.
ii. Contract Type Name: Select CT name as Template.
iii. Use Mapping From: Select None if you want to upload a new mapping file; alternatively, an existing mapping file from a previously uploaded batch can be selected.
3. Click theUpload Integration Files icon in the Actions column. The Integration File Upload pop-up window opens.
4. Enter the relevant details.
5. Click Upload. The file gets uploaded and the Legacy Upload page is displayed.
6. Click the Upload Integration Files icon shown in Step 3. The Integration File Upload pop-up window opens once again.
7. Enter the relevant details.
8. Click Upload. The data gets uploaded and the Legacy Upload page is displayed.
9. Click the New Validate and Initiate icon in the Actions column. A confirmation message ‘Do you want to schedule this batch?’ is displayed with the validation results.
10. Click OK. The Status changes to Scheduled message is displayed, and the Legacy Upload page reloads. The Status column updates to Scheduled.
Note:The data will be picked up for processing when the task service runs on the backend, at 9pm IST every day. When the task is triggered, the status updates to Processing. After the processing is complete, the status changes to Tagging Pending.
11. Click the Tag Documents icon in the Actions column. The Tagging Documents progress window is displayed with number of Passed or Failed records.
12. To continue:
i. If all records have passed, proceed directly to Step 13.
ii. If some or all records fail, click the Download Integration Files icon.
The Download Integration Files pop-up window is displayed.
iii. Click Error File. A Processing_Error… file gets downloaded in .XLSX format.
iv. Open the downloaded file. It contains details on Integration Status, Validation Status, Errors, Warnings, Contract Type Name, Name (of the uploaded file), and so on.
v. Check the exception message in the Errors column.
vi. Correct the errors and reupload the Data File (Step 3).
13. Click Template Management > Templates. The Template Management index page opens. The batch is displayed in the uploaded templates.
14. Click the View Record icon. The Details page for the uploaded template opens. You can verify the details of the uploaded template here and check if it has been tagged correctly.
The status on the Legacy Upload page changes to Completed. These templates can now be used to create agreements in ICI.
Observations and Assumptions
The following observations and assumptions need to be taken into consideration while uploading templates using the Legacy Upload tool:
Related Topics: Agreement Management | Managing Organization | Managing Users | Managing User Groups | Managing Security Groups | Application Settings | Notification Settings | Currencies | Reasons | Deleting an Agreement | Search Sync |
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