Overview
Party Library assists in the clean up your repository by creating and enforcing rules about how you want your parties to appear in Analyze. As you capture rules into your Party Library, your Analyze repository’s Party Terms, Smart Tags, and Smart Names all appear under the desired Party name.
The Party Library Homepage
From your Settings, you can navigate to your Party Library homepage.
After Party Library is enabled for your company, this page displays all unique parties across your Analyze repository, with no grouping or mapping rules applied.
All party mapping is currently manual in this feature.
Administrators and Managers have access to the Party Library
Parties vs. Variants
For the purpose of this document, “Parties” refers to what is shown in Analyze throughout the app and this document. This is what is displayed on the Party Library homepage.
A “Variant,” by contrast, is a different spelling/formatting/appearance of a party that needs to be changed to appear as a Party name. Convert a Party into a Variant by adding it (or map it) to another Party.
Example:
LinkSquares, Inc. is a party. I have added these variants:
- Link square
- Linksquares Inc.
- linksquares INCORPORATED
When the system detects any of the above variants in any existing or future agreements, they will be auto-normalized to appear as LinkSquares, Inc. Once a rule is established, the system will automatically scan through your historic repository every 15 minutes and rightsize any variants to the correct Party designation.
Editing Parties
Edit Display Name
You can choose to edit the display name of a party. This will change the name that appears in Analyze for every agreement associated with that party and all its variants.
Edit Variants
This is where party mapping rules are built! From this modal, you can add any Party to another, which turns the added Party into a variant of the initial Party. This action builds the rule for Analyze to display the desired party name when the variant is detected.
By default, Parties don’t start out with any variants. Adding variants can either be done by the LinkSquares onboarding team for new customers, the LinkSquares services team, or manually by LinkSquares Administrators.
You can also remove a variant from any party by clicking “Remove” – which converts the removed variant back to a party of its own and automatically updates the Party Term, Smart Tag, and Smart Name of any impacted agreement.
Saving Changes to a Party
When you click Save on any of these Party actions, Analyze will consume the updates (with a delay of about a minute). At that point, Analyze will display the desired Party name in its Party terms, tags, smart renaming, and reporting.
Parties in Analyze
You’ll notice a few changes to how your Parties appear in Analyze.
Party-related Analyze Features
Any rule captured in the Party Library cleans up all Party terms on any associated agreement. The Analyze app automatically cleans up any party-related smart tags or smart names for the agreement to reflect the new Party term.
Please allow several minutes for changes in the Party Library to reflect on Analyze.
This Party cleanup is retroactive and proactive, meaning that all current and future agreements matching any variants will automatically be cleaned up to the main Party name.
Adding a Party
Currently, you can only add a new party from within an individual agreement. This adds the Party to the Party Library for future adjustments or variant linking.
To Add a new party, click into the party field that you want to add the new party to, and type in the name of the new party as shown below:
Editing a Party
To edit a Party, click into any Party field and choose from the dropdown (you can type ahead to help find the party you are looking for). This will remove the previously detected variant and assign the variant that matches the Party name. You can also add a new party in the same field or the Party Libary itself.
Removing a Party
You can still remove any Party from an agreement by clicking the trash can icon. This doesn’t change any Party Library rules; it just changes the number of associated agreements for the deleted party.
In our current version of Party Library, we do not delete party names, as it would cause the user ongoing maintenance. They can either be grouped to existing party names or they will standalone with no agreements against the party name.
Filtering and Reporting
Filtering by Tag, Name, and Party terms will respect the Party name, not the variant name.
Variants can be found via content search.
Party Tags
The Party smart tags that match the desired Party name will be associated with your agreements, but the Party Library won’t automatically delete extraneous Party tags altogether from Analyze. To delete extraneous party tags, go to Settings > Analyze Settings > Tags and click “Remove tags with 0”, which will clean up unused tags.
Bulk Removing Party Tags
Begin by creating a report that includes the relevant tags from the main Agreements page.
To quickly filter agreements by tags, select a tag from the Tags column or leverage the Tags drop-down at the top of the page to search and select a tag.
Alternatively, click + Advanced Filters on the right-hand side of the page to further drill down into your agreements.
From here, select the Tags or Tag Color data point from the drop-down. Alternatively, use a combination of these data points by adding an additional filter via the + icon.
Relevant agreements will automatically populate based on your search criteria.
Click SAVE to run this report again in the future. To learn more about saved reports, reference our article on Company Reports.
At the bottom of the main Agreements page, ensure the page displays 100 rows so the clean-up can cover the maximum number of agreements at once.
Select all the agreements on the page by marking the checkbox next to Agreement Name. This will select all agreements on the page.
Next, select the pencil icon below the search bar.
From here, click the X icon on any tags you want to remove.
The tags will display how many selected agreements currently have the tag.
After you are finished removing unwanted tags and/or bulk-applying new tags, click SUBMIT to save.
Alternatively, apply a new tag to all 100 agreements at once. To do this, locate the search bar at the bottom of the dialog window and input the new tag. Then, click Create.
To apply an existing tag in bulk, select the desired tag from the list at the bottom of the dialog window.
Click START to apply any changes across the selected agreements.
Repeat these steps on the remaining agreements until your agreements have the appropriate tags.