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Adding a Functions List Item

This page applies to: Conga Contracts

A user with the List Admin permission must provide item selections in the Functions multi-select list, which appears in the User Profile screen and the Person Profile screen for a company contact, individual who holds a responsibility for a contract, and and external person who typically participates in program activities using the DocuSign or Adobe Sign cloud or the Portal.

A person function is similar to a job title in that it reflects the function that a program user, company contact, or external person serves in the program.  A List Admin must define all the person functions that will be needed, which include functions that give individuals the ability to create, negotiate, manage, and archive a contract, as well as make or approve contract requests, and approve flow and workflow steps. 

A List Admin can set up individual functions or set up a hierarchy of functions, which ensures that there are several qualified individuals who can complete a task, instead of relying on a single individual who may be unavailable for a period for time.  A hierarchy of functions ensures a task is always completed, even if no one holds the function assigned to the task since Conga Contracts (formerly Novatus) continues up the chain in the hierarchy until a person capable of performing the task is found.

Adding Individual Functions

Individual functions are recommended if you are not going to be using the Contract Request feature, or if you will not use approvals for contract requests, or approval steps for flows and/or workflows.

1.  Click Admin in the Navigation Toolbar, and click the Lists link in the menu.

2.  In the List Administration screen, enter people in the Search field, and press the ENTER key on your keyboard.

3.  When the results display in the Fields List section, locate the People (7 Items) category.

  People Fields 1-5 are used to provide additional fields in the User Profile.  If a field has been renamed, it will not appear in the People category and the number of items will reflect a number other than 7.  To locate all renamed People Fields, enter person in the Search field.

4.  In the People category, click the People Functions list to display the existing list items in the right side of the screen.

5.  Add a function:

If the list of functions is lengthy, click Excel in the toolbar to generate a spreadsheet showing the existing functions before adding a new one.

  • Right-click the Icon Folder Open.png icon at the top of the list to display an Add/Delete menu, and select Add.
    • Click the Icon Expand Hier.png icon if the top-level folder is not expanded.
  • When the New Item record displays at the bottom of the list:
    • Click in the Name field, and enter a name for the function.
    • (Optional) Click in the Description field and enter information that will display when a user hovers over the function.
    • (Optional) Click the Disabled check box so the function does not immediately display in the Functions list in the User Profile or Person Profile screen. 
6.  Click Save.

ListFunction1.png

Setting Up a Hierarchy of Functions

Setting up a hierarchy is recommended if you will be using the Contract Request feature and approval steps in flows and/or workflows. In creating a hierarchy, you create a top-level user function, and then add lower level functions (sub-functions).

1.  Set up a user function that requires a hierarchy of sub-functions by following steps 1-5 in Adding Individual Functions.

2.  Right-click the icon for the function to display an Add/Delete menu, and select Add.

  • If present, click the  icon for a function to display its sub-functions.

3.   In the New Item record:

  • Click in the Name field, and enter a name for the sub-function.
  • (Optional) Click in the Description field and enter information that will display when a user hovers over the sub-function.
  • (Optional) Click the Disabled check box so the function does not immediately display in the Functions list in the User Profile or Person Profile screen. 

4.  Click Save.

5.  Click the icon for the function to display the sub-function. To collapse the hierarchy, click .

ListFunction2.png