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. 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 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 appears. 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 appear 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 appear 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.

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 , 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
• 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. For example, if the Contract Value is 1, 25,000 or 30,000,000, the Finance Approver gets added to the Agreement workflow
• Not Contain: 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 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 appear in the Validate pane. The information you type in this pane validates the Rule that you create.

Click Next. The Summary tab opens.

Summary

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

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

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, GreaterThan, 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.

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: #Click the Configuration tile on My Dashboard.  #Click Rule. The Rules page opens. #Select the appropriate Contract Type from the Select Contract Type drop-down. A list of Rules that are created for the selected Contract Type appear. You can use the filters provided in each column to find the desired Rule. #Select the check box next to the Rule name, and then click Delete to delete the Rule.

 

Choose one of the following icons:

•  : Click to activate the selected Rule.The Rule will no more be applicable to the associated Contract Type. *  :Click to deactivate the selected Rule.The Rule will be applicable to the associated Contract Type. *: Click to edit the selected Rule. On the Edit Rule page, edit 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. *:  Click 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. *:  Click to view the details of the selected Rule. The Rule Summary page appears where you can view the Rule details of the selected Rule. * :  Click 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. *: 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.  *: 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.