Basic Setup

Welcome to ICI! You may be a new user or a contract administrator wanting to explore ICI. You are in the right place!

Log on to ICI

You must have account on ICI to use it. You should receive an account activation email with your account details once your ICI Administrator creates it. This email contains:

• Your username and temporary password
• A link to the ICI application

To log on to ICI:

1. Click the URL provided in your account activation email. At the Login page, type the user name and password you received in the email.

2. Click Log in. The Dashboard page opens.

 

 

Setting your preferences

You can personalize the ICI user interface as per your preferences for better user experience.

You can link multiple values of an Attribute as an Alias of each other. It can be done through Alias Master which will be a default master in ICI. This functionality helps you to get a consolidated search result on searching any of the linked alias values, instead of creating separate searches for each of these linked values and aggregating them.

You can choose your language preference to navigate through ICI. ICI supports localization to better connect with global customers by translating values in local languages using its “Translations Editor” tool. When you change the language preferences from user Settings, then the localized value in the selected language will be reflected across ICI for:

• Alias Master
• Status and Business Status
• Type of paper
• Signature Type and Signature Sequence
• Choice and Multi-choice attributes
• Contract Type Description
• Default text in the search field
• Notification Category and Events
• Reason Codes
• Association entities assembled as a file, table or saved search as a table in a single as well as bilingual template 

The localization covers data types such as Masterdata Lookup (String Attributes), Choice/Multi-choice, Date and Time format, Percentage, Number, Boolean and Currency attributes format in Icertis Experience for Word. Additional localization support is now provided for attribute groups and extension attributes on ICI Web. 

The UI elements will be displayed in English if there are no local values available in preferred language for that specific element in the ICI system.

When the localization is not defined, the attribute values for association entities will be displayed in a language depending on specific business criteria.

From user Settings, if you change the language preferences then the localized value will be reflected in the Alias Master.

To view the settings:

1. Click Preferences. The My Preferences window opens.

2. Select the number of records that you want displayed per page (10, 50 or 100). You can also select the default choice on the grid, Records Layout (Grid View, Tile view or Extended view) and toggle the search panel visibility option (Yes/No). Toggle the Open every record in same browser tab (Yes/No)

 

3. Click the Locale Settings tab to choose your language, time zone, date and time formats.

 

You can define the user's preferred currency (for example, USD) using the Preferred Currency option in My Preferences. Based on the user preference, the selected currency will be auto-populated for any Currency attribute. You will receive ICI notification emails in the language that you select.

Note:  

• If the Currency attribute for the contract type does not contain the value selected in currency preference, then currency preference will not be auto-populated. 
• For Template Variables, the value of the currency attribute (if present), is selected at the template level and then populated in the agreement; the currency preference will not be auto-populated. 
• For Inheritance, Copy Agreement, Amendment creation, the currency selected in the parent entity will be selected by default; the currency preference will not be auto-populated. 
• When creating an amendment without a parent agreement (orphan amendment), the currency preference will be auto-populated.

 

 

 

4. Click Save to save your settings.

 

Out-of-office Tasks Setup - Auto Delegation

The Auto-Delegation functionality for your tasks allows you to delegate your tasks to other users for a desired period. Utilizing auto delegation capabilities, users will be able to create complex delegation structures and manage their tasks more efficiently.

The business users can:

• Set multi-level auto delegations: Multi-level delegations allow automatic delegation of user’s tasks to the next delegate in a sequence up to a third level, when the subsequent delegates have also set up delegations overlapping with the selected time period.
• Set conditional delegations: Conditional delegations will selectively delegate a user’s tasks to another user based on saved searches. The delegation will take effect only if the set conditions are met.
• Reorder delegation sequence: While setting multiple delegations, users can reorder the evaluation sequence to suit their needs.

The validation messages will be displayed to assist users while setting up auto delegations in cases where a similar delegation already exists, delegation dates overlap, or a delegate is already out of office, so that the user can make appropriate decisions.

Users can also view the recently expired 15 delegations which they can reactivate by updating; and reuse while setting up delegations structure.

 

To delegate your tasks to another user for a desired period:

1. Click Auto Delegation on the My Preferences window. 

2. Select the dates on which you want to start the delegation and end it in the Time Period fields. For example, from April 16, 2021 to April 20, 2021.

The current date is selected by default in the from date field. Also, you cannot select the past date in the Time Period.

3. Click the Add User icon to select a user whom you want to delegate the tasks to in the Delegate To User field. The Search User window opens displaying all provisioned users.

4. Select a user and click Add. For example, Prachi.

The delegation will be set up for user Prachi; however, if Prachi is not available during the selected dates and has set up delegations herself, tasks will be automatically delegated further to that user. This multi-level auto delegation takes place up to the third user in the delegation chain.

 

5. Select the Saved Search in the Delegation Condition based on which the tasks would be delegated to the selected user. For example, UK_Agreements grouping agreements assigned to a logged in user from UK region.

You need to create a Saved Search for entities with the desired conditions beforehand to filter out the set of records to delegate.

6. Click Delegate. The Auto Delegation is set up.

The set delegation will take effect when the Delegation Conditions are satisfied.

For example, when there are agreements from UK region assigned to the logged in user who has set up the delegation, those agreements will be delegated to Prachi for the Time Period starting from 19^th April to 20^th April 2021.

 

The Delegation table shows all currently active delegations for the logged in user on the Active Delegations tab.

 

The last 15 expired delegations are displayed under the Expired Delegations tab. You can reactivate the expired delegation by editing it.

 

You can perform following actions on the set delegations:

•      Edit

•      Delete

•      Reorder Sequence

 

Editing the auto delegation

You can modify active as well as inactive delegations. Updating inactive delegations will reactivate them.

i. Click the Edit icon corresponding to a Delegation you want to modify in the Actions column. For example, Delegation set to Prachi. The details of the selected Delegation will be displayed on the Auto Delegation setting section.

ii. Make the desired changes. For example, change the date to April 21, 2021.

iii. Click Update. The changes will be saved for the Auto-Delegation.

 

Deleting the auto delegation

Click the Delete icon corresponding to an Auto Delegation you want to remove in the Actions column. For example, Delegation set to Prachi.

 

Reordering the auto delegation Sequence

The delegation assignment will be evaluated as per set precedence. You can reorder and change the precedence sequence for all active delegations.

1. Select Reorder Sequence on the Active Delegations tab. All active Delegations set by a logged in user will be displayed.

2. Reorder Auto-Delegations using Up and Down action arrows corresponding to Delegations in the Reorder column. For example, move the delegation set to Ruhi up.

3. Click Save. The modified order is saved and Delegations are displayed accordingly on the Active Delegations tab.

The details of the multi-level auto delegations are captured in an audit and you can view the same from the History tab on any of the delegated entity’s Details page.

For example, an agreement delegated for approval by user1 to user2, is automatically delegated to user5 when the subsequent auto delegations are in place.

 

Change the UI Theme

1. On the upper right corner of your ICI page, point to next to your login name, and then click Preferences. The My Preferences dialog box appears.

You can view your account settings related to the language, date, time format, and so on.

2. On the My Preferences dialog box, in the My Settings tab, select the theme color you want for your UI.

3. Click Save. The User settings saved successfully message appears. The ICI UI appears in the selected color.

 

Special Characters in ICI 

You can include the following special characters which when enabled, are converted to an underscore (_) by ICI. 

(    )    !    '    #    %    *    @    ^    .    &    

ICI supports certain special and multi-lingual characters, including currency symbols as values while defining the choice and multi-choice type attributes, so that these characters can be accepted as valid inputs when creating Contract Types.

File formats supported in ICI 

You can upload files in the following formats in ICI. 

• .HWP
• .DOC
• .DOCX
• .XLS
• XLSX
• .PDF
• .JPG
• .JPEG
• .PNG
• .MSG
• .TIFF
• .PPT
• .PPTX
• .XML
• .ZIP
• .XLSM

ICI version information

To find out, click on the lower right corner of ICI page.

The ICI Version Information dialog box displays the following information:

Product Version: displays the version of ICI

Word Add-In Version: displays the version of ICI Word Add-In.

Excel Bulk Insert Add-In Version: displays the version of Excel Bulk Insert Add-In.

Outlook Add-In Version: displays the version of Outlook Add-In.

 

Log off from ICI

To log off from ICI:

1. On the ICI Dashboard, point to next to your user name in the top right corner.

2. Click Log Off to get out of ICI.

 

Timeouts in ICI

There are two types of timeouts in ICI:

• Inactivity Session Timeout: if an ICI session is idle with no action (remains inactive) for a preset duration, a countdown timer appears with a message indicating that the current session will time out in X minutes. The 'X' is set in the backend and cannot be configured from the user interface. Click OK to continue the session.

Note: You may lose any unsaved data if your session times out. 

• Command Timeout: When searching, if your query takes up more than the preset time, it gets aborted. An error message indicates that there was a timeout. Click OK to close the message. This may happen due to a database issue or a slow server response. Try your query again.

 

 

Related Topics: ICI Help