Configure Additional Owners

Restore Visibility

Estimated Read Time: 2 Minutes

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Sections in this article:

• Access the Owner Configuration Panel
• Create Additional Owner Types
• Edit Existing Owner Types
• Delete Owner Types

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What are Additional Owners?

In Gatekeeper, owners allow you to 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).

With additional owner types, you can add more detail and flexibility - for example, assigning both a Finance Owner and a Legal Owner to the same record. 

Manage Additional Owners

To manage additional owners 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 Owners

You may need to add different owners, such as IT Owner, Legal Owner, or Account Manager. To do this:

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

Edit Additional Owners

After creating an additional owners, you can amend the name. To do this:

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

Delete Additional Owners

To delete an additional owner:

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