COBBLESTONE SOFTWARE

Contract Insight — User Guide

5.2 Adding a Contact or User on the Gateway

Module: Vendor/Client Gateway › Step 5: Vendors/Clients on the Gateway › 5.2 Adding a Contact or User on the Gateway

Note: Each procedure in this guide begins at the Contract Insight homepage, so any section can be followed on its own. Custom fields are configurable, so the exact field list on a contract category record may vary between environments.

1. Overview

Once a company has an account, additional people are added as contacts through the gateway-side Contacts/Users menu group's Add Contact/User screen, whose fields are the same ones configured under VCG Fields → Area: Vendors/Customers Contacts — including the gateway-access fields Username, Password, Is Active, and Is Company Admin.

This article covers the internal configuration first (Sections 3 and 4), then the steps a company admin follows on the Gateway (Section 5).

2. Key Elements

• Gateway-side menu → Contacts/Users → Add Contact/User creates a new person under the existing company.
• Contact/User List shows everyone already added for that company, alongside My Company Info.
• Is Company Admin on the contact record determines whether that person can edit vendor/contact information company-wide.
• The Contacts/Users menu group is tagged both ADMIN and Gateways_VCC in Navigation Menu configuration.
• VCG → Fields → Area: Vendors/Customers Contacts controls which fields appear on the Add Contact/User screen. Changes on this tab save as you make them.

3. Configuring the Add Contact/User Fields

3a. Navigating to the Contact Fields

1. From the Contract Insight homepage, click the Administration icon (settings sliders) at the bottom of the left navigation bar.

2. On the Administration page, type Gateway in the Search administration box.
3. Click Vendor/Client Gateway (VCG).

4. Click the Fields tab.
5. Click the Area dropdown, type Contacts in its search box, and select Vendors/Customers Contacts.

3b. Reviewing the Contact Fields

The screen is split into two lists:

• On the Gateway — fields that appear on the Gateway. Use the SEARCH, ADD, EDIT and REQUIRED checkboxes to control where each field is used; the ADD column controls the Add Contact/User screen. Drag the handle on a row to reorder it, or click the red » arrow to move it off the Gateway.
• Not shown — fields that are available but hidden. Click « Add next to a field to put it on the Gateway.

Add every field and Remove all fields move every field at once.

Note: Every change on this tab saves as you make it — there is no Save button. Avoid Add every field and Remove all fields unless you intend to change the whole list.

3c. Including the Gateway-Access Fields

1. In the On the Gateway list, confirm Username and Password are present with ADD checked, so a company admin can set sign-in details for the new person.
2. In the Not shown panel, type Is in the Find a field box to locate Is Active and Is Company Admin.
3. If either field is listed under Not shown, click « Add next to it to place it on the Gateway, then check ADD for that row.

Note: Without Is Company Admin on the Gateway, a company admin cannot grant another contact the right to edit vendor/contact information company-wide from the Add Contact/User screen.

4. Confirming the Contacts/Users Menu Group

1. From the Contract Insight homepage, click the Administration icon, then click Navigation Menu.

2. In the Workspace dropdown, select the Vendor/Client Gateway workspace.
3. Type Contact in the Filter items box.
4. Confirm the Contacts/Users group carries the ADMIN and Gateways_VCC tags and contains the Add Contact/User, Contact/User List and My Company Info items.

Note: Items marked UNAVAILABLE point at Gateway pages that do not exist in the internal application. This is expected: they open on the Gateway, not in Contract Insight.

5. Adding a Contact or User on the Gateway

1. Sign in to the Vendor/Client Gateway as a company admin (a contact with Is Company Admin set).
2. In the Gateway menu, open Contacts/Users and select Add Contact/User.
3. Complete the contact fields, such as First Name, Last Name, Email and Phone. Required fields are the ones with REQUIRED checked in Section 3b.
4. Enter a Username and Password for the new person.
5. Set Is Active so the person can sign in, and set Is Company Admin only if they should be able to manage company and contact information.
6. Submit the form. The new person appears under Contacts/Users → Contact/User List.