Core Data Model Tables | Contracts and Vendors

Estimated Read Time: 5 minutes

Sections in this article:

What is the Core Data Model?
- Rename a Core Field
Contract Core Data Table
- Example Contract Categories
Vendor Core Data Table

What is the Core Data Model?

In Gatekeeper, core fields are those that come prebuilt and cannot be removed from the system.

All fields marked with an asterisk* are mandatory and must be populated for a contract or vendor record to be successfully created.

To get the most out of your Gatekeeper environment, it is recommended to populate as many fields as possible.

Note: Gatekeeper also supports custom data fields. These allow you to capture additional information specific to your organisation's needs - anything not covered by the standard fields.

Rename a Core Field

In the tables below, fields marked Yes in the Can be Renamed column can be relabelled to match your organisation's terminology. For example, you may want to rename Annual Value to Contract Value, or Team to Department. Renaming a field updates the label displayed across Gatekeeper, but does not affect the underlying field or any data stored within it. See Update Navigation Labels for further details.

Contract Core Data Table

The table below outlines all fields available in the core data model on a contract record:

Field Name	Can be Renamed	Data Validation	Description
*Contract Name	No	Free-form - Text limited to 200 characters.	Short description or title of contract.
*Vendor Name	Yes	Free-form - Text limited to 200 characters. Must be unique.	Name of the vendor linked to the contract. If the vendor name does not match an existing vendor record, Gatekeeper creates a new vendor record.
*Vendor Type	No	Editable dropdown - Each option limited to 200 characters	Type of vendor that is linked to the contract. Leave empty for existing vendors. Custom data fields can be configured to display only when a specific vendor type is selected.
*Currency	No	Currency code e.g. EUR, GBP, USD	Currency of the contract.
*Annual Value	Yes	Decimal value	Annual estimated value of the contract.
*Status	No	Fixed dropdown: Pipeline Live Archived	Current state of the contract within the system.
*Approval	No	Fixed dropdown: Request Approval Awaiting Approval Approved Rejected	Current stage of the contract in the approval process.
*Contract Type	No	Editable dropdown - Each option limited to 200 characters	The generic type of contract. Custom data fields can be configured to display only for specific contract types.
*Category (See examples)	Yes	Editable dropdown - Each option limited to 200 characters	Typically, this is the general nature of the goods / services obtained under a contract. When configuring user access groups for RBAC, you can restrict users to only see contracts within their assigned categories.
*Entity	Yes	Editable dropdown - Each option limited to 200 characters	The legal entity that signed the contract. When configuring user access groups for RBAC, you can restrict users to only see contracts within their assigned entities.
*Team	Yes	Editable dropdown - Each option limited to 200 characters	The team / department that owns the contract. When configuring user access groups for RBAC, or assigning a user Own Team permissions, you can restrict users to only see contracts within their assigned teams.
Internal Reference	No	Free-form - Text limited to 255 characters	Reference field to store any internal reference number.
Start Date	No	Enter in your tenant's configured date format (dd/mm/yyyy or mm/dd/yyyy). Must be less than the End Date.	Date the contract commences, i.e. the Effective Date.
End Date	No	Enter in your tenant's configured date format (dd/mm/yyyy or mm/dd/yyyy), or Evergreen	Date the contract will cease. Use Evergreen if the contract has no fixed end.
Notice Period Date	No	Enter in your tenant's configured date format (dd/mm/yyyy or mm/dd/yyyy). Must be less than the End Date	Date that notice to terminate must be served (mutually exclusive with Notice Period in X Days).
Notice Period in X Days	No	Integer e.g. 30	Rolling number of days needed to give notice to terminate (mutually exclusive with Notice Period Date).
Auto-Archive	No	Yes, No	If you want contracts with fixed end dates to have their Status automatically changed to Archived when they end, enter Yes. Note: If Internal Owner is populated, this user will receive a notification 10 days in advance of the end date, so they can review and prevent Auto-Archive from taking place (if required).
Description	No	Free-form - Text limited to 20,000 characters	Enter any useful contract information here.
RAG Status	No	Fixed dropdown: Red Amber Green	Red/Amber/Green status to indicate the health or risk of the agreement. It's recommended to set this to Green unless there are any concerns flagged.
RAG Narrative	No	Free-form - Text limited to 20,000 characters	Text to provide context behind the reason for a specific RAG colour.
Internal Owner	Yes	Email address of Internal Owner (must already be a Gatekeeper User)	Sets the internal owner of the specific contract record. This user can then receive auto notifications relating to the contract record. Can be used for provisioning Owned Only user access.
Vendor Owner	Yes	Email address of Vendor Owner (vendor user must already be set up in Gatekeeper)	Sets the vendor owner of the specific contract record. This enables the vendor user to receive auto notifications relating to the contract record.

Contract Categories

Expand the list below to see examples of possible contract categories. These are to give context for how you can segment the expenditure on goods and services in your contracts.

Example Contract Categories

Application Hosting Services
Application Support Services
Business Outsourcing Services
Certification Services
Cloud Storage
Courier Services
Data Centre Services
Data Links
Desktop Computers
Document Scanning
Electricity Supply
Facilities Management
Facilities Security
Fixed Telephony Equipment And Support
Fixed Telephony Services
Flights
Hotels
Insurance Services
IT Consulting Services
IT Outsourcing Services
IT Security
Leasing / Rental
Legal Services
Managed Infrastructure
Managed IT Security
Managed Printing
Managed Telecommunications

Management Consulting
Market Analysis
Market Research
Mobile Telephony Equipment And Support
Mobile Telephony Services
Network Equipment And Support
Other Equipment And Support
Printers / Copiers And Support
Project Management
Property Leasing
QA Inspections
Recruitment Services
Records Storage
Satellite Services
Security Services
Server Storage And Support
Software Licences And Support
Software-As-A-Service
Temporary Staff
Training
Translations
Video / Voice Conferencing Services And Support
Website Hosting Services

Vendor Core Data Table

The table below outlines all fields available in the core data model on a vendor record:

Field Name	Can be Renamed	Data Validation	Description
*Vendor Name	Yes	Free-form - Text limited to 200 characters. Must be unique.	Name of the vendor.
*Status	No	Fixed dropdown: Pipeline Live Archived	Current state of the vendor within the system.
*Approval	No	Fixed dropdown: Awaiting Approval Approved Rejected	Current stage of the vendor in the approval process.
*Type	No	Editable dropdown - Each option limited to 200 characters	Type of vendor e.g. Strategic, Preferred, Approved, Transactional. Custom data fields can be configured to display only when a specific vendor type is selected.
Company Number	No	Free-form - Text limited to 50 characters	ID number for the vendor.
External ID	No	Free-form - Text limited to 15 characters	Used to store any external reference number you may have.
Legal Name	No	Free-form - Text limited to 200 characters	The official, registered name of a vendor as recognised by legal and regulatory authorities. This is required to leverage the Market IQ feature in Gatekeeper to collect Registry information, Risk Data or Credit scores.
Tax ID	Yes	Integer. Accepts digits, hyphens, and spaces (limited to 9 digits for vendors with a US-registered address, 20 characters for all others).	For vendors with a US-registered address, this can be verified with the IRS via our TIN Matching feature.
Registered Address	No	Postal Address - Two-character country code as used for the ISO 3166 standard.	Postal address of the vendor’s registered office. Example: Line 1: 11 Wall St Line 2: City: New York Region / State: NY Postcode / Zip code: 10005 Country: US Jurisdiction: US-NY.
Website	No	URL format must include http:// or https://	Website for the vendor.
Financial Year End	No	Enter in your tenant's configured date format (dd/mm/yyyy or mm/dd/yyyy).	The date that the vendor marks their financial year-end.
Relationship Since	No	Enter in your tenant's configured date format (dd/mm/yyyy or mm/dd/yyyy).	The start date of the relationship with the vendor.
RAG Status	No	Fixed dropdown: Red Amber Green	Red/Amber/Green status to indicate the health or risk of the relationship.
RAG Narrative	No	Free-form - Text limited to 2,000 characters	Text to provide context behind the reason for the chosen RAG rating.
Internal Manager	Yes	Email address of Internal Manager (must already be a Gatekeeper User)	The internal owner of the specific vendor record. This enables the user to receive auto notifications relating to the vendor record.
Vendor Manager	Yes	Email address of Vendor Manager (vendor user must already be set up in Gatekeeper)	The vendor owner of the specific vendor record. This enables the user to receive auto notifications relating to the vendor record.