Bulk Actions [edit]

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 
• Download the the existing status and error files of a batch or add a new batch
• Update the existing Agreements by adding Amendments using the Update Existing tile
• Make changes to the Agreement that is in Executed state (signed by both internal and external parties). To make changes to an executed Agreement you must add an Amendment to it
• 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 created by the logged on user and the global Saved Searches. 

To add Amendments 

3. Click Update Existing on the Bulk Action Management page. The Update page opens. 

4. 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: Select the Saved Search from this drop-down. This drop-down shows all the Saved Searches created by the logged on user and the global Saved Searches.For example, select the Saved Search as Bulk Action Feature
• Contract Type Name: Select the Contract Type name from this drop-down. For example, select ICMAutomationBasicAgreement. The user can view the only those Contract Types that are associated with the Saved Search and to which the user has access.

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

Note: Users can view only the batches that are created by themselves. However administrator can view the batches created by all users. 

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.