The Members tab defines who has visibility into a contract and what actions they can take. By managing members, you ensure that relevant stakeholders (e.g., legal counsel, department heads, or procurement officers) stay informed and involved in the contract lifecycle.
Automatic Membership
Certain users are added to a contract automatically by the system:
- The Initiator: The person who first created the contract record.
- The Owner: The person designated on the Leadsheet as the primary manager.
- Workflow Participants: Any users or groups assigned to review the contract as part of its approval workflow, are automatically granted View permissions.
Note: Both the Initiator and the Owner are granted Edit permissions by default.
Permissions Matrix
When adding a member manually, you must assign one of the following three permission levels:
| Permission | Capabilities |
| Edit | Can make amendments to any field, add/remove members, and contribute to the Comments section. |
| View | Can view all contract details and upload documents, but cannot make changes or leave comments. |
| Review | Used during the workflow process. Can view details and upload documents. Once the contract is Approved, these users can no longer make changes or comments. |
Adding New Members
- Navigate to the Members tab.
- Select +Add Member.
- User Field: Select the desired user from the dropdown list.
- Permission Field: Choose between Edit, View, or Review.
- Click Add. (Use Add More if you need to include multiple stakeholders).
Notifications and Alerts
One of the primary benefits of being a contract member, is staying updated without manual checking. All members of a contract will receive automated email notifications for:
- Amendments: Alerts when any changes are made to the contract record.
- Alerts: Any custom notifications created on the Alerts tab (e.g., expiry warnings or spend thresholds).
Workflow Navigation
- Continue: Saves member settings and moves you to the Alerts tab.
- Back: Returns you to the Documents tab.
- Cancel: Discards current progress and ends the contract creation session.
Pro-Tip for Access Control: Users who do not have the high-level "View Contracts" or "Create Contracts" roles, can still access specific agreements if they are added as a member. This is the best way to give a Department Head visibility, into their specific contracts. Without granting them access to the entire institutional repository.