Manage Users, Companies, Projects and Contracts

This article contains the following topics:

• What is a Company and how to create one?
• What are Company Users and how to create one?
• What are Areas and how to create one?
• What are Hubs and how to create one?
• What is a Project and how to create one?

Related Articles

• Managing contract users
• Understanding roles and permissions in FastDraft *
• How to Delegate Actions

Introduction

Companies, projects and contracts are the three most important objects you will use in our Contract Management Platform, which allow your users and contracts to be grouped. You can access your contracts from the top right of the toolbar in the platform.

 

You can manage the companies, projects and contracts in the platform via the left hand panel 

 

What is a Company and how to create one?

Click Companies to view all the companies in the platform.

A Company is a group of users that work within an organisation. This would typically be a limited company but it can be a group of users that form a department, joint venture, working group, etc.

You use the Company page to store relevant information about company and associated company users, areas and hubs. In a typical set up you would add the companies involved in the contracts and projects you manage and employees from each organisation will sit within one company. The company details are used for creating contracts and completing forms on contracts.

A Company can be created by a System Administrator or Admin user* in the platform. The platform also supports adding Companies automatically from an API call, integration or importing in bulk via a support request with our Customer Success Team. To create a Company in the Admin panel click the Create New action button on the Company Register

You will be asked to provide the following information:-

• Company Name - A free text field to insert the company name. Generally it is best practice to use the legal entity but it will support JV and groups of users
• Company Type  - Select either:- Client, Consultant, Contractor, Other or Subcontractor
• Address 1 - Insert address
• Address 2 - Insert address
• City - Insert City
• County - Insert County
• Country - Insert Country
• Postcode - Insert Postcode

This information can be used for reporting purposes. If you need to update the Company details once created click the Update Company action button on the Company overview page.

After your team has created a Company,  you can add a company logo from a png file- which will appear on notifications sent from any contract with that Company being one of the parties. 

You can then start to create Company users, Areas, Hubs and Projects in the Company.  

What are Company Users and how to create one?

Select the Company and click Users on the left hand panel to view all your Company Users.

These are the end users of the platform and all users must be associated with a Company. A user can only be associated with one Company. You can add a user to your account if you have enough seats (licenses) in your subscription. You need to be a System Administrator or Admin user* to create a new Company user from the Company User tab under a Company.

 Complete the following fields:-

• Username - Used by some clients to log in(generally use the email address)
• Email Address - Used for email notifications  
• Full Name - Used on notices and the user interface
• Telephone - Used for customer support (enter 0 if none available)
• Country - Can be used via API to segregate users
• User Type -  Used to control system level permission but not permission on contracts*
• Financial limits - Add any financial restrictions 
• Disable email notifications. 

If you wish to stop a user accessing the platform entirely, Admin users with the relevant access will be able to mark them as passive.  You may also need permission from your Company and the users Company. These users will be hidden in the platform and no longer able to login. A record of the user is retained in the database and their associated contracts.  The user can be reactivated , with an option to reinstate their access  to the associated contracts or to clear the associations and reactivate only. 

 

What are Areas and how to create one?

Click the Area icon to view all your areas.

An Area is a way to group your contracts. For example, by geographical location or divisions or operating units. This can potentially help keep tabs on activity in a particular Area and the contracts within that Area. Reports can be run by Area.

An Area can be created by System Admins and Admin users* in the platform, and a number of other ways, for example, automatically from an API call or an API integration, importing in bulk via our API, or you can manually create a new Area as an admin.

You need to be a System Administrator or Admin user* to Create a new Area from the Area tab under a Company.

What are Hubs and how to create one?

Click the Hub icon to view all your hubs.

Like Areas, a Hub is a way to group your contracts. For example, by geographical location or divisions or operating units. This can potentially help keep tabs on activity in a particular Hub and the contracts within that Hub. Reports can be run by Hub.

A Hub can be created by System Admins and Admin users* in the platform, and a number of other ways, for example, automatically from an API call or an API integration, importing in bulk via our API, or you can manually create a new Hub as an admin.

You need to be a System Administrator or Admin user* to Create a new Hub from the Hubs tab under a Company.

What is a project and how to create one?

Click Project on the left hand panel to view all your projects.

A Project is a collection of contracts that you've identified and are managing through the platform. Projects allows contracts to be grouped.  Each Project is managed by a lead organisation and can be categorised by Project type.

It helps your team to stay organised by understanding what contracts are associated with a Project and for managers to report on the progress of your contract across a Project. This functionality also allows subcontracts and main contracts to be grouped as well.

A Project can be created by System Admins and Admin users* in the platform, and a number of other ways, for example, automatically from an API call or an API integration, importing in bulk via our API, or you can manually create a new Project as an admin.

You need to be a specific admin user type to create a new Project from the main navigation.

You will be asked to complete the following fields:-

• Project Name - A free text field to insert the project name
• Company - Select from the dropdown one of the existing companies on the platform
• Project Type:- Select either Development, Infrastructure, Mechanical and electrical, Nuclear water and sewage or Other
• Project Code:- This must be unique - it can be numbers or characters or a mixture of both.

Once you have created a Project you can assign contracts to it and if you need to, can go back into the Project and update the details.