Revision as of 05:42, 5 February 2019

Bulk Actions 

Users can perform bulk actions using the Bulk Actions tile on the Dashboard to create and update multiple entities directly within ICM. You can also perform these actions using Excel Add-in. When uploaded, these entities become part of the ICM workflow and can be managed within ICM itself.

Feature highlights: 

• Optimal use of APIs and parallel processing for improved performance, thus allowing multiple users to add multiple batches of files simultaneously 
• Eliminates the need of using a third party application such as Excel Add-in to upload entities in bulk
• Ability to select Attributes from ICM user interface (which is not possible when using Excel Add-in)
• Ability to check the number of valid Templates for an Amendment when using Own Type of paper
• Access control by providing visibility to the tile only to users with Manage privileges
• Provides error and status files for every batch processed. The status file indicates if the records passed or failed validation. The error file indicates the specific validation errors while processing the batch

You can enable the Bulk Action tile through the Security Groups. 

To enable the Bulk Action tile: 

1. Click User_Administration on the Dashboard. The User_Administration page opens. 
2. Click Security Groups on the User Administration page. The Security Group page opens. 
3. Click the  icon next to the Security Group to open it. 
4. Navigate to the Privileges section in the Security Group and search for Bulk Action under the Entity Name column. 
5. Select Bulk Action option under Manage or View column depending on whether you want to provide Manage or View privileges to the Bulk Action tile. The Bulk Action tile will be displayed on the Dashboard. 

The Bulk Action tile enables you to:

• Update Existing Entities, for example make changes to Agreements that are in Executed state. 
• Populate the Workbook. You can use the same workbook to upload multiple Agreement records. 
• Add a new Batch.
• Process the Batch
• View the Status and Error files.  

To perform Bulk Actions: 

1. Click Bulk Actions tile on the Dashboard. The Bulk Action Management page opens where you can update the existing entities by adding Amendments using the Update Existing tile. 

To add an Amendment: 

1. Click Update Existing on the Bulk Action Management page. The Update page opens. 
2. Perform the following actions on this page and click Next. 

• Bulk Upload Action: Select Add Amendments from this drop-down. This helps in adding an Amendment to an existing Agreement. You can add Amendments only to Agreements in Executed state. 
• Saved Search: You must have a Saved Search created before you can update any entity. Select the Saved Search from this drop-down, which shows all the Saved Searches by the logged on user and the global Saved Searches. 
• Contract Type Name: Select the Contract Type name from this drop-down. The user can view only those Contract Types that are associated with the Saved Search and to which the user has access. 
• 

Selecting the Attributes 

While adding an Amendment to existing Agreement, you can select only the Attributes which you want to modify. Note that, values for non-editable as well as system Attributes such as Agreement Code cannot be selected. The metadata of the rest of Attributes is copied as is from the parent Agreement. 

This page displays only Attributes related to Contract Type you have selected. You can select only the editable Attributes. If you select a dependent Attribute, the primary Attribute also gets selected by default. The Attributes selected on this page will be visible in the workbook you generate. For example, Effective Date and Expiry Date. 

Follow these steps to select additional Attributes: 

1. Select the Attributes from the Available Attributes list and move it to the Selected Attribute column. For example, Use Amendment Template. Click Yes when prompted to add parent Attribute. 
2. Click Generate Workbook. This generates and downloads the workbook with the system Attributes that are inherited as well the Attributes that you selected. 

Note: The file name of the downloaded workbook is the same as the Contract Type you selected on the Details page. 

3. Open the workbook that is downloaded and saved on your local drive. This workbook contains the information about the selected Attributes and Contract Type. 
4. Click the Enable Editing button on the Excel workbook (if required) to make changes as required.

Populating the Workbook 

The workbook that was generated in the previous step contains the Attributes you have selected as few additional system Attributes. You should see the following Attributes in this workbook: 

• Parent Agreement Code: This is a system-generated field, the value of which should not be changed as it will result in an error. It contains the Agreement codes of the Agreements that are part of the Contract Type you selected. 
• Effective and Expiry Dates: These are user-editable fields that are included in the workbook because we selected them while generating the workbook in the example above. 
• Use Amendment Template: This Attribute plays an important role in selection of the Template while creating the Amendment. The system will: 
  • Either use the specified Template
  • Or the last approved version of the Template in the parent Agreement
  • Or auto-select a Template based on various combinations of this Attribute such as Type of Paper, Template Name and File Path Attributes. 

User must select this Attribute on Attribute Selection page to achieve the desired result as mentioned below: 

• If the Type of Paper is Own and a valid Template name is specified in the Template Name column, then system attaches that valid Template to the Amendment. 
• If the Type of Paper is Own and Use Amendment Template is set to True and the Template Name column is blank, then the system automatically selects the valid Template. If there is exactly one Template applicable for the combination of the attribute metadata, the system automatically selects that Template to create an Amendment. If there are several valid Templates that are applicable, the system generates an error and provides a list of Templates to select from.
• If the Type of Paper is Own and Use Amendment Template is set to False and Template name column is left blank, the system selects the last approved version of the parent Agreement to create that Amendment.
• If the Type of Paper is Third Party and user specifies the file name in the File path column, that file is used to create that Amendment.
• If the Type of Paper is Third Party and File path column is left blank, the system uses the last approved version of the parent Agreement to add that Amendment.

• Parent Agreement Status:This is a system-generated field the value of which should not be changed as it will result in an error. It indicates the status of the Agreement to which you are adding the Amendment. While adding an Amendment, the parent Agreement status will always be Executed. 
• Organization Unit: This is a system-generated field the value of which should not be changed as it will result in an error. It indicates the organization unit.
  • Type of Paper: This is a mandatory and user editable Attribute. It can have either Own or Third Party as values.
• Template Name: This is a user-defined field. If the Type of Paper is Own ,the value in this field is considered while adding an Amendment.
• File Path: This is a user-defined (editable) field. If the type of paper is Third Party the value in this field is considered while adding an amendment. Specify the complete name of Agreement document including the file extension such as .pdf, .docx. The file name mentioned here must be part of the zip file you upload to ICM while adding a new batch.
• Action: You can use this field to specify the workflow action. In this release, only Create action is supported.

Information Sheet: System adds a default sheet named Information where you can find the general information about the upload action you have selected as well as the mapping of Contract Type name with sheet names. You should not make any changes to this sheet. After the records have been updated and the workbook is populated, you must create a zip file that contains all the files mentioned in the workbook including the file names mentioned under ‘file path’ column or the file names mentioned under attributes with File data type. This zip file is required for performing the next step of Adding a new Batch. The zip file can contain all the file formats supported by ICM and can be up to 100 MB in size.

5. Select the Attributes from the Available Attribute list and move to the Selected Attribute column to be displayed in the workbook you generate. For example, Effective Date, Expiry Date, and so on.

6. Click Generate Workbook. This generates the workbook with the Attributes selected. 

7. Open the Excel workbook that is downloaded and saved to your local drive. This workbook contains information about the selected Attributes and Contract Type. The file name of this workbook is same as the Contract Type that you selected. 

8. Click the Enable Editing button on the Excel workbook to make changes as required. For example, changing the Expiry Date for Agreements.

9. Click Save to save your edits. 

10.Click the Add Batch  icon on the Bulk Action Management page. This opens the Add Batch window and you can upload the edited Excel workbook to ICM.

11.Enter the Batch Name. For example, AutomationAgreementsDec2018.

12.Click the Choose File button next to the Data File field to select and upload the workbook file to ICM.

13. Click the Choose File button next to the Attached Zip File field to select and upload all the records for the batch to ICM. The maximum size of the zip file supported is 100 MB. 

14. Click the Add button. The Excel workbook is uploaded to ICM with a status of Added to Queue. This batch is added to the queue for automatic validation.

When ICM starts processing the batch, the status of the batch changes to In Progress. ICM validates the accuracy of the records in the batch while processing and the records are processed.

 While processing the batch, every record is validated for: 

• Correct data type for all Attributes being uploaded
• Selected Template if any is correctly added
• Files specified in the workbook are available in the uploaded zip file
• Agreements of the selected Contract Types are in Executed state

15.  Click the on the Bulk Action Management page to refresh this page and view the status of the batch you uploaded. When the batch is successfully uploaded, the status changes to Completed. 

Additional information about columns: 

• Status: Shows the following statuses of the batches that are processed. 
  • Added to Queue: indicates that user added a new batch for processing
  • Completed: indicates that processing of the batch is complete
• Success: shows the number of records that passed the validation process 
• Failure: shows the number of records that failed the validation process 
• Start Time: shows the date and time when batch processing started 
• End Time: shows the date and time when batch processing ended 
• Created By: shows the name of the user who created the batch

Viewing the error and status files 

After the batch is processed, a Download Status Files icon appears under Actions column. 

1. Click the icon. The Download Status Files window opens. 

2. Click the Status File to download the status file of the batch. 

3. Click Error File to download the error file that displays errors if any while creating the batch.