Employees/Users

Employees/Users   

Employee/User Planning for Your Contract Insight Application

Once all of the Initial Setup Tables have been successfully planned and populated in your organization's Contract Insight application, the next step would be to begin planning for your Employees/Users that should be entered into the application. Please see the License Types Overview Documentation Wiki page for more information about the topics in the "Things to Check & Confirm Prior to Planning" section.


Things to Check & Confirm Prior to Planning:

1.  What License Types were purchased by my organization?

The first thing you should check before planning your Employees is what kinds of Licenses were purchased.  On your Fully Executed Contract with CobbleStone® Systems for Contract Insight, one of the first line items will let you know what was purchased.  There are two types of Licenses:

• Enhanced Licensing

The Enhanced Licensing will list different levels of Licenses, such as "Admin", "Super", "Standard", and/or "Read Only".  If there are License Levels listed on your Contract, then your organization has purchased the Enhanced Licensing model.

• Legacy Licensing

The Legacy Licensing will simply list the number of Licenses that have been purchased, with no License Levels listed.

2. Named or Concurrent Licenses?

The next thing that should be noted on the Fully Executed Contract with CobbleStone® Systems for your Contract Insight application is whether the Licenses purchased are "Named" or "Concurrent".  

• Named

If your organization has purchased Named Licenses, then this means that only 1 Employee can be set to "Active" (allowed to log-in) for each License purchased.  This is a 1:1 match for Employees to Licenses purchased.  

• Concurrent

If your organization has purchased Concurrent user licenses, then this means that you can have as many Employees set to "Active" (allowed to log-in) as you would like, but only the number of Licenses purchased can be logged in to the application at one time.

Some Considerations:

1.  Are there any additional fields that need to be added to the Employee Details screen to capture additional information about your organization's Employees?

First, you review the list of out-of-the-box fields provided in the attached "EmployeePlanningSpreadsheet.xlsx" document. Next, after reviewing the list of fields as well as what each field is used for and the type of data that the field accepts, you should then determine whether any additional fields are needed in order to capture additional data/information about the Employees, such as "Internal Employee Number" or "Retired/Separated".

If you determine that additional fields do need to be added, then you should plan them in the same spreadsheet as the out-of-the-box fields list. Once all additional fields have been planned, you should then follow the instruction on the Create User-Defined/Custom Fields Documentation Wiki page to add the new additional fields to the "Employee Details" table.

2.  Which Employees should be users of your organization's Contract Insight application?

Once any/all additional fields have been added to the Employee Details screen, you should then begin to plan and determine which of your Employees should be allowed to log-in to Contract Insight.  If an Employee is allowed to log-in to the application, then they are usually considered "users".  In order to specify if an Employee is a User, you would need to specify this in the "ActiveYN" column of the attached "EmployeePlanningSpreadsheet.xlsx" document.  

3.  Which Employees of your organization's Contract Insight application should be assigned which License Level/Permissions?

For Enhanced Licensing, you would need to determine which Employee should be assigned to which License Level that was purchased.