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Adding a Person Function

A "person" function in Novatus Contracts is similar to a job title in that it reflects the function the user serves in the program. Administrators must define all the person functions that will be needed by the users, and include the following:

  • Individual who has a responsibility for the management and/or negotiation of a contract (i.e., Contract Manager, Legal Counsel). Responsibilities are assigned from the Contract Profile.
  • Individual who is a point of contract (POC) for a company (e.g., CEO, VP, Sales Representative). POCs are assigned from the People link in a Company Profile.
  • Approver for a workflow step, which is assigned in a workflow template.
  • Approver for a flow step, which is assigned in a contract, company, or project flow template.

Administrators can set up individual functions or they can set up a "Hierarchy of Functions," which ensures that there are several qualified individuals who can serve as approvers or be available to complete tasks, instead of relying on a single individual who may be unavailable for a period for time.

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.

image171.png

A

Navigation Toolbar

Click on Admin to display the menu, and select Lists to display the List Administration screen.

Note: If the Lists link is not in your Admin menu, you do not have the permissions to use this feature.

B

Field List category

Locate the People category by entering "peo" (or people) in the Search field, and pressing the Enter key on your keyboard. To clear the search results, click on the icon.

Note: There is one list in the People category, and a link to the fields that can be made mandatory in a Person Profile.

C

People Functions list

Click to display an alphabetical listing of person functions.

 

D

Function records

View the list of existing functions and their descriptions to ensure you are not adding a duplicate function.

Note: Functions display with folder icons since you can set up a "Hierarchy of Functions," as shown below.

E

Excel button

If the list is long and requires scrolling, click to display an Excel spreadsheet, showing all the functions and their descriptions.

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F

Top Level Hierarchy folder

Right-click on the top-most folder icon to display a pop-up menu, and then select the Add option. A New Item record displays at the bottom of the screen.

G

New Item - Name and Description fields

  • Scroll down to the end of the functions list, and locate the New Item record. 
  • Double-click in the New Item field to activate it, and enter a name for the new user function exactly as you want it to appear in the Functions list in a program screen.
  • Double-click in the Description field to activate it, and enter the information or instruction you want to display when a user "mouses-over" this list item.

H

Save button

Click to add the new function to the list.

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).

image173.png

A

Navigation Toolbar

Click on Admin to display the menu, and select Lists to display the List Administration screen.

Note: If the Lists link is not in your Admin menu, you do not have the permissions to use this feature.

B

Fields List categories

Locate the People category in the browse screen by typing the first few letters of the category name in the Search field, and pressing the Enter key on your keyboard. To clear the search results, click on the icon.

Note: There is one list in the People category, and a link to the fields that can be made mandatory in a Person Profile.

C

People Functions list

Click to display an alphabetical listing of person functions.

D

Function records

View the list of existing functions and their descriptions to ensure you are not adding a duplicate function.

Note: If the list is long and requires scrolling, click the Excel button in the Action Bar to display an Excel spreadsheet, showing all the functions and their descriptions.

image174.png

E

Top Level Hierarchy folder

Right-click on the top-most folder icon to display a pop-up menu, and then select the Add option. A New Item record displays at the bottom of the screen.

F

New Item - Name and Description fields

  • Scroll down to the end of the functions list, and locate the New Item record. 
  • Double-click in the New Item field to activate it, and enter a name for the new user function exactly as you want it to appear in the Functions list in a program screen.
  • Double-click in the Description field to activate it, and enter the information or instruction you want to display when a user "mouses-over" this list item

G

Save button

Click to add the new function to the list.

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H

Function record

  • Locate the function that needs the sub-function, and right-click on its record to display a pop-up menu.
  • Select the Add option to display a New Item record, indented and directly below the function.

image176.png

I

New Item - Name and Description fields

  • Double-click in the New Item field to activate it, and enter a name for the new sub-function. 
  • Double-click in the Description field to activate it, and enter the information or instruction you want to display when a user "mouses-over" this list item.

J

Save button

Click to add the sub-function to the function hierarchy. Repeat Steps H-J to add additional sub-functions to the hierarchy.

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K

Expand icon

Click on the icon for a function to display the sub-function(s) created. To collapse the folder, click on the icon.

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