Manage Teams

 Restore Visibility

 Estimated Read Time: 3 Minutes

Sections in this article:

• What Are Teams?
• View Teams
• Create a Team
• Delete a Team

What Are Teams?

Before creating contracts in Gatekeeper, it's essential to set up teams. These represent business units or departments such as Legal, Finance, or Procurement. Every user and contract must be associated with a team, making teams a key mechanism for controlling access to records:

• When users are assigned the Own Team permission, they can only view contracts (and their associated vendors) if they are linked to the same team as the contract.
• When users are assigned the Owned Only permission, they can only view contracts (and their associated vendors) if they are the owner of the team. 

If you use RBAC permissions, teams can also be used to determine which records users have access to. 

View Teams

To view the list of your existing teams, click Teams from the navigation menu.

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

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

• Data: Displays key metadata for the team and allows you to edit it.
• Vendors: Lists vendors linked to contract records for this team.
• Contracts: Lists all contract records associated with the team.
• Events: Shows events linked to contract records within the team.
• Users: Displays the users in the team and allows you to edit their profile.

Create a Team

To create a new team:

1. Click Teams from the navigation menu.
2. Click Add Team.
3. Enter a Name and Status, then click Save & Next to continue.
   
4. Select the owner from the dropdown list.
5. Click Save & Exit to complete the process.

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

Delete a Team

To delete a team: 

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