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Configure Additional Owner Types

This article gives an overview of configuring additional contract and vendor owners, allowing you to see at a glance who is responsible for a particular record.

Estimated Read Time: 4 Minutes

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What are Additional Owner Types?

In Gatekeeper, owners define who is responsible for individual contracts and vendors. They help control access for users with Owned Only permissions, ensuring they only see records where they are listed as an owner.

Ownership also drives automation in workflows. When a phase is assigned to a particular owner type (such as contract owner or vendor owner), the system automatically allocates cards to the correct user, reducing manual work and keeping responsibilities clear. This works for both internal owners (for example, your internal Legal team) and external owners (such as a vendor’s legal contact).

Additional owner types give you more detail and flexibility, for example, you can assign both a Finance Owner and a Legal Owner to the same record. 

Manage Additional Owner Types

Note: Only Global Administrators with the Configuration additional permission can create or edit owner types. For more details on user permissions, see User Management Definitions.

To manage additional owner types in your Gatekeeper tenant:

  1. From the navigation menu, expand the Settings option, then click Configuration.
  2. Click Owners.
This displays the existing owner types in your Gatekeeper tenant, including how many records they are used on and which workflows they appear in.

Create Additional Owner Types

To add additional owner types:

  1. Click Add Owner Type.
    add owner type
  2. Enter a title, then select whether the owner type should be allocated to contract or vendor records.
  3. Click Save.

These fields can now be populated on the relevant records.

Edit Additional Owner Types

After creating additional owner types, you can amend the name. To do this:

  1. Expand the 3 dots on the relevant owner type, then select Edit.
    edit owner type
  2. Update the title, then click Save.

Note: You cannot edit the Allocated to dropdown. 

Delete Additional Owner Types

To delete an additional owner type:

  1. Expand the 3 dots on the relevant owner type, then select Delete.delete owner type
  2. Click OK to confirm the deletion. 

If the owner type is associated with a workflow's settings, you won’t be able to delete it. A table will list the associated workflows that must be amended before the owner type can be deleted.

Note: If you delete an additional owner type that has been used on any records (for example, where a user has been assigned as a Legal Owner), the related users will be disconnected from those records.

FAQs

What's the difference between using an additional owner types and creating a custom data field to capture a person's name?

Additional owners types drive Owned Only visibility, and can be used to auto-assign workflow cards. A custom data field that captures a name is informational and doesn't influence who can see a record.

Do additional owners give users access to records under Owned Only permissions?

Yes. Users with Owned Only permissions can see any record where they are listed as an owner. This includes additional owner types such as a Finance Owner or Legal Owner, not just the default internal owner field.

Can external users be assigned as additional owner types?

Yes. When you create an additional owner type, Gatekeeper generates both an internal and an external field for it. For example, you would have an Internal Finance Owner field for your internal users, and an External Finance Owner field for the representative at the vendor organisation.

Why can't I delete an additional owner type?

If it is being used in a workflow configuration, for example as a phase owner, or as a form field, it cannot be deleted at all until those workflow references are removed first. This includes archived workflows.