Manage Entities

 Restore Visibility

 Estimated Read Time: 3 Minutes

Sections in this article:

• What Are Entities?
• View Entities
• Create an Entity
• Delete an Entity

What Are Entities?

Before creating contracts in Gatekeeper, it's essential to set up entities. These represent the legal entities within your organisation that act as contracting parties, and will be associated with contract records. You may have one entity or many depending on your structure.

Entities can be used to control access to records:

• When users are assigned the Owned Only permission, they can only view contracts (and their associated vendors) if they are the owner of the entity the contracts are linked to. 
• If you use RBAC permissions, they can be used to determine which records users have access to. 

View Entities

To view the list of your existing entities, click Entities from the navigation menu.

This will display the details of the entity name and status, and you can configure extra columns to display the data you require.

To view a specific entity, click on its name. This opens the entity dashboard, where you can view key insights such as total annual value, upcoming renewals, and the top three contracts and vendors linked to that entity.

• Data: Displays key metadata for the entity and allows you to edit it.
• Vendors: Lists vendors linked to contract records for this entity.
• Contracts: Lists all contract records associated with the entity.
• Categories: Shows categories linked to contract records within the entity.
• Files: Displays any files uploaded directly to the entity, and allows you to add new ones. Files uploaded to associated vendors or contracts will not appear here.

Create an Entity

To create a new entity:

1. Click Entities from the navigation menu.
2. Click Add Entity.
3. Enter a Name and Status, then enter any other required details, such as the registered address and website.
   
4. Click Save & Next to continue.
5. If required, select the financial year end date from the dropdown list, then click Save & Next to continue.
6. If required, select the owner from the dropdown list.
   
7. Click Save & Exit to complete the process.

The item will now be visible in the list, and usable across contract records.

Delete an Entity

To delete an entity: 

1. Click Entities from the navigation menu.
2. Expand the 3 dots on the relevant entity, then select Delete.
   
3. Click OK to confirm the deletion.