Rule

You can work with Rules in several ways.

Create a Rule

You can create rules to create Requests or Agreements using the Rules tile. For example, you can create a Rule for an Agreement to get the Supporting Documents auto attached at the predefined state. The user who is provided with administrative privileges can only create Rules from Rule tile.

Using Rules you can ensure that:

The Agreements/Contracts contain appropriate data depending on the type
The Agreements/Contracts get executed as required

With ICM, you can create Rules for Contract Types. You can create various types of Rules only for the published Contract Types.

To create a Rule:

1. Click Configuration on My Dashboard. The Configuration page opens.

2. Click Rule on the Configuration page. The Rules page opens.

3. Click Create Rule On the Rules page. The Create Rule page opens.

The Create Rule page consists of the following tabs:

Setup
Build
Summary

Let us understand each tab one by one.

Setup

1. Select the Contract Type for which you want to create a Rule in the Contract Type list.

2. Type a name of the rule in the Rule Name box.

3. Type a description for the rule in the Rule Description box.

4. Select the type of the rule in the Rule Type from the Rule Type list.

For each type of a Rule, you need to select an approver role from the drop-down options.

Approval Rule : To build a Rule that defines the conditions in which a specific user will be the approver for the Agreement.

If you select the Rule Type as Approval Rule, the Team Role field is displayed. You can configure multiple approval rule sets, thus enabling greater flexibility in creating approval rules
Select the appropriate role of an approver from the following list of team roles:

Approver
Deviation Approver
External Signatory
Internal Signatory
Reviewer

Clause Assembly: To build a Rule that defines the conditions in which a specific clause will open in an Agreement.
Contract Type Selection: To build a Rule that defines the conditions in which a specific contract type will be selected while creating an Agreement.
Dynamic Association: To build a Rule that defines the conditions in which a specific Agreement/Associated Document will be selected while creating an Agreement.
Dynamic Attribute: To build a Rule that defines the conditions in which a specific attribute will open while creating an Agreement.
Set Attribute Value: Define the value of the attribute.
Template Selection: To build a Rule that defines the conditions in which a specific template will be selected while creating an Agreement.

Note: The types of rules that are displayed in the list vary according to the type of the contract you select in the Contract Type list.

5. Click Next. The Build tab opens.

Build

The Build tab has the following two panes:

Builder: You can add a Rule in this pane.
Validate: You can type the information that is used to validate the Rule you create.

Builder
To add a Rule:

1. Click Add Rule.

2. Under Conditions, select the appropriate condition:

And: All the conditions have to be fulfilled to satisfy the rule.
Or: One of the conditions have to be fulfilled to satisfy the rule.

3. Next to the icon , in theSelect Value field select the appropriate attribute from the list provided:

Parent Contract Type
Priority
Priority Inheritance
Simba Reference ID
Status
Status Changed Date
Template Name
Type Of Paper

4. Based on the attribute you have selected, select appropriate value in the very next Select Value field from the list provided:

Contains
Equals
Not Equals
Starts With
Greater Than
Greater Than or Equals
Less Than
Less Than or Equals
Not Equals
Subset Of: the Rule is satisfied where the user wants a Rule to be executed only if the entity field contains a subset of the configured values. This operator is applicable for multi select lookup that supports evaluation of string, number, user, percentage and email data types only. For better understanding, please refer to the subsequent section on Subset Of operator.
Has No Value: the Rule is satisfied when no value is selected for the attribute. For example, if the Contract value is 0, then the Agreement is automatically put on hold (or cancelled).
Has A Value: the Rule is satisfied as long as the attribute has some value. This includes all Data Types and system-defined Attributes such that Rules can be set up for an Attribute having any value. For example, you want to set up a Rule so that an Approver John Doe should approve the Contract if a discount is applicable to it, irrespective of the value of the discount. Then, user can add a Rule using the Has A Value condition such that John Doe is added as an Approver if the discount has a value of 5%, 10% or whatever value is desired. For better understanding, please refer to the next section on Has A Value condition.
Not Contains: the Rule is satisfied when the value of an attribute is blank. For example, if the City value is blank, a Rule will be triggered, which will default the name of the city to the city of the head office.

Once selected, enter an appropriate value in the Enter Value field.

5. Click the Add icon to add another condition.

6. Click {} to add another group of conditions. When you add a group, all the conditions in the group should be fulfilled to satisfy the rule.

7. Under Actions, in the Select Action list, select from the list actions.

For example:

Require Approval From All
Require Approval From Any
Select User From Attribute

8. Select actions consequent to the conditions you have set, and then enter their value. For example, under Conditions, if you select Created By Equals x User, then under Actions you may select Require Approval From Any, and then type appropriate value. that is if the user x creates an Agreement using the selected Contract Type, then it will require approval from any of the selected approvers.

9. Type the number of approvers required in the MinimumApprovers text box, and then type appropriate Step Number for those Approvers. The Agreement approval process flows sequentially according to the Step Number of the approver. When Approvers are defined based on the user attribute, the Administrator can specify a minimum number of approvals required for an Agreement before it can move to the next step in the workflow. As a result, not all Approvers configured for the specific user attribute are required to approve the Agreement.

Validate

Based on the Contract Type you select in the Setup section, relevant attributes are displayed in the Validate pane. The information you type in this pane validates the Rule that you create.

Click Next. The Summary tab opens.

Has A Value Condition

Let's apply Has A Value condition on Agreement Code Attribute of Contract Type Teaming Agreement having Auto Data Type.

1. Click the Configuration tile on the Dashboard. The Configuration page opens.

2. Click the Rule tile on the Configuration page. The Rules page opens.

3. Click the Create Rule tile on the Rules page. The Create Rule page opens.

4.   Select the Contract Type from the Select Contract Type dropdown list in the Setup tab. For example, Teaming Agreement.
5.   Enter a Rule name in the Rule Name field.
6.   Enter a description for the Rule in the Rule Description box.
7.   Select the type of the Rule from the Rule Type drop-down list. For example, Approval Rule.
8.   Select the role for team member from the Team Role drop-down list. For example, Approver.

9. Click Next. The Builder tab of Create Rule page opens.

10.   Select the Attribute (system or user defined) for which you want to apply the condition from the Select Value drop-down list. For example, Agreement Code.
11.   Select the Has A Value condition from the next drop-down list.
12.   Select the Action that you want to take from the Actions drop-down list. For example, Require Approval From All.
13.   Select the User in the Select User field.
14.   Select the corresponding Step Number of the selected User.
15.   Click Add Action to add another condition.
16.   Select Yes or No in the Stop Processing More Rules drop-down list.

Note: The Stop Processing More Rules option when set to Yes allows you to stop evaluating further Rules for the Ruleset.

17.   Click the Validate tab to validate the Rule. For example, enter code in the Agreement Code field as per the defined Rule.
18.   Click the Validate button to validate the Rule you created. The Rule Validation Summary window opens.

Subset Of operator

With a Subset of operator, user can configure conditions for power sets (i.e. cases where the user wants a Rule to be executed only if the entity field contains a subset of the configured values). This new operator, Subset of, which is applicable to only multiselect lookup supports evaluation of string, number, user, percentage and email data types only. Let's consider an example to define a Template Selection Rule with the Subset Of operator using Number Data Type.

1. Click the Configuration tile on the Dashboard. The Configuration page opens.

2. Click the Rule tile on the Configuration page. The Rules page opens.

3. Click the Create Rule tile on the Rules page. TheCreate Rule page opens.

4.   Select the Contract Type from the Select Contract Type dropdown list in the Setup tab. For example, Teaming Agreement.
5.   Enter a Rule name in the Rule Name field.
6.   Enter a description for the Rule in the Rule Description box.
7.   Select the type of the Rule from the Rule Type drop-down list. For example, Template Selection.

8. 'Click Next. The Create Rule'page opens.
9. Click Add Rule in the Builder tab.

Select the Contract Type from the drop-down list, which helps you to select the Attribute set for which you want to create the Rule. For example, Teaming Agreement.
Select the Multi-Select Lookup Attribute for which you want to apply the condition from the Select Value drop-down list. For example, RAP_Supplier Name.

RAP_Supplier Name is an Attribute of Teaming Agreement with Number Data Type having Is Multi Select flag enabled.

Select VALUE condition from the drop-down list.
Select the Subset Of operator from the drop-down list.
Select the options where you want to apply the Subset Of operator. For example, Mac & Jhonson and RAP_Supplier1. This means the Template Selection Rule will only trigger when a RAP_Supplier Name field has either ofMac & Jhonson and RAP_Supplier1 or both names.

Note: The Subset Of operator is available only for the Multi Select Lookup Attribute.

10. Select the Action that you want to take from the Actions drop-down list. For example, Select Template.
11. Select the Template to be available when the defined conditions are met. For example, Template approval verification and Clause assembly verification perf.

12. Select Yes or No in the Stop Processing More Rules drop-down list.

Note: The Stop Processing More Rules option when setting to Yes allows you to stop evaluating further Rules for the Ruleset.

13.   Click the Validate tab to validate the Rule.
14.   Enter the required value as per the defined Rule. For example, enter Mac & Jhonson and RAP_Supplier1 in the RAP_Supplier Name field.
15.   Click the Validate to validate the Rule you created. The Rule Validation Summary window opens.

16. The Rule Validation Summary window displays the Templates that met the defined Rule.

17. Click Next. The Summary tab opens.
18. Click Create to create the Rule.

Summary

Verify the summary of the rule, and then click Create.

The Rule created successfully message is displayed. The Rule is displayed in the Rule list of the specific Contract Type.

Note: For mutually exclusive rules, you now have an option to stop processing subsequent rules.

Creating Count Based Rules

ICM allows you to set the Rules based on the total number of selected values (count of selected values) in multi-select type Attributes.

For example, for an attribute Country Name, if the user selects more than two countries i.e. Count is Greater Than 2, then the Agreement can be sent for approval to the selected users.

The supported operators are: Equals, Greater Than, Greater Than or Equals, Less Than, Less Than or Equals, and Not Equals.

Using Masterdata Value options in Rules Actions

You can define Rules based on the Masterdata in the following ways:

You can define Rules on Masterdata columns when lookup to the Masterdata is added as an Agreement Attribute. You can configure the list of Lookup and/or Cascade Attributes as conditions for Agreement or Contract Request Contract Types Rules, thus improving flexibility in Rules. For example, you may have a supplier Masterdata being referred in MSA Agreement Type via Supplier Country Name lookup. But, there may be scenarios where Rules are required to be configured on basis of Supplier City Name and is not available as an Attribute in the Agreement, which is now made possible.
ICM also supports Masterdata value options in theActions section of Rules, so that you can define Rules without having the Cascade Attribute on the Contract Type where the Rule is being written. For example, if multiple signatories are part of a Lookup Masterdata record, we can now define the Rule (such as – Select User From Attribute) on the Masterdata record itself and use them in the Rule directly, instead of defining Cascade Lookup Attributes in the Agreement. This drastically reduces the time and effort to create and maintain a large number of Attributes for Agreement Contract Types.

Create Rules for Multi-party Agreements

Rules can be written for individual attributes of an Association (as done for parent Contract Types). All attributes for Associations are available for the given Rule conditions. You can search selected values on an Agreement or an Associated Document. Depending on the type of the attribute, standard operators are applicable. For example, Contains, Starts With, Equals, Greater Than, and so on.

Rules can also accommodate the count of the Associations so that you can add Clauses based on the count of the Associations. If you Select All or Select Any, there is no need to specify the count of the Associations to satisfy the rule. However, when selecting the option Select Count, you need to specify the number of Associations, irrespective of the attribute value, that should meet the condition and satisfy the Rule. This rule applies to any type of Association, parent/child or peer.

However, if the attribute belongs to an Association, the following additional filter Conditions are available for all the Rules:

Select All: If all the Associations satisfy the condition
Select Any: If any Association satisfies the condition
Select Count: If the number of Associations specified satisfy the condition

For a multi-division Agreement, you can write Rules based on individual instances of the multi-value attributes.

Rules can accommodate the count of the Associations, besides Select All and Select Any Conditions. If you Select All or Select Any, there is no need to specify the count of the Associations to satisfy the Rule. However, when you Select Count, then you need to specify the number of Associations, irrespective of the attribute value, that should meet the condition and satisfy the Rule.

If you have more than two Associations, the values of the attributes are irrelevant. The count of the Association takes precedence.

Changes in Document Assembly will replace tags with Metadata value

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.

Example:

1. The saved search for the Agreement is sorted based on the Agreement Code.

2. After the content control tag is entered, the value of the associated instances metadata is placed in the content control.

3. If the value taken from the Agreement above was Acme Inc. for the first instance, then it will be displayed as shown in the figure after Edit or Publish.

Create a Rule - Changes in Document Assembly will replace tags with metadata value

View or Edit a Rule

In ICM, you can View, Edit, Copy, Activate, Deactivate, or Lock a Rule. Follow these steps to View or Edit a Rule:

1. Click the Configuration tile on My Dashboard.

2. Click Rule. The Rules page opens.

3. Select the appropriate Contract Type from the Select Contract Type drop-down. A list of Rules that are created for the selected Contract Type is displayed. You can use the filters provided in each column to find the desired Rule.

4. Select the check box next to the Rule name, and then click Delete to delete the Rule.

Choose one of the following icons:

Activate/Deactivate icon: To activate or deactivate a Rule. The Rule will no more be applicable to the associated Contract Type.
Edit: To edit the selected Rule. On the Edit Rule page, edit the appropriate information. and click Update. Editing the Rule automatically locks it. When updating the Rule, there is a checkbox option (default – unchecked) on the Edit Rule page, indicating that the Rule will be unlocked on update. If checked, the Rule stays locked for the other users.
Copy: To copy the selected Rule for another Contract Type. In the Copy Rule dialog box, select Contract Type, type the Rule name and then click Copy. The Rule becomes applicable for another Contract Type that you selected.
View: To view the details of the selected Rule. The Rule Summary page opens where you can view the Rule details of the selected Rule.
Audit Log: To view the Audit Logs of the Rule. Audit Logs screen contains the complete history of the specific Rule. Here, you can track all the changes made to the Rules, including the deletion. Editing a rule set inside a Rule creates a hyperlink Hide/Show All Changes next to that log. Click the hyperlink to see the Old and New values.
Lock Rule: This icon indicates that the Ruleset is available for editing. Click to lock a Rule or a Ruleset, so that other users can not edit the Rule until you unlock it.
Unlock Rule: This icon indicates that the Ruleset is locked. When a user hovers over the icon the name of the user who has locked the Rule is displayed.

Create a Contract Type Selection Rule

When you are creating an Agreement from a Contract Request, the Contract Type Selection rule defines which Contract Type should be selected.

With ICM, you can create Rules for Contract Types. You can create various types of Rules only for the published Contract Types.

To create a Contract Type Selection Rule:

1. Click Configuration on My Dashboard. The Attributes page opens.

2. Click Rule. The Rules page opens.

3. Click Create Rule. The Create Rule page opens.

The Create Rule page consists of the following tabs:

Setup
Build
Summary

Let us understand each tab one by one.