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Add & Edit a Responsible Party

Why do this?

  • The workflow cannot be activated unless a primary responsible party has been designated.

  • A responsible party cannot be removed unless a replacement responsible party is selected.


Who can do this?

  • Admin

  • Current Phase Owner

  • Current Phase Mediator


Who can be a responsible party?

  • Only Admins, Editors, and Contract Moderators can be designated as responsible parties. However, any user within the organization can be assigned as a responsibly party via permission overrides, and that user will be granted Contract Moderator permissions.

  • External Party users are excluded from the Primary, Secondary, and Tertiary Responsible Party dropdowns. They cannot be granted system-driven permission overrides.

  • A single user can not be selected as primary, secondary, and tertiary responsible party for a single contract or workflow, i.e. the user can only be assigned one of these positions.

Any user as a responsible party via permission overrides

Within both the workflow and the contract summary page, any user from the organization, except an External Party user, can be assigned as a Primary, Secondary, or Tertiary Responsible Party via permission overrides. This allows particular specialists to act as Responsible Parties without having widespread contract access. 

  • Changing the Responsible Party will not remove that user's permission override. The permission override must be deleted separately. 

  • Permission overrides facilitate access to and restriction from individual contract files. They do not apply to workflows or timesheets.

Admins and Phase Managers can assign the user during a workflow, and Admins and Editors can assign the user from the contract summary page.

  • When an Admin, Editor, or Phase Manager selects a Responsible Party, within that dropdown, they’ll see every user within the organization, not just those who would have permission to the contract. External Party users are excluded from the dropdowns.

  • If the selected user has insufficient permission to access the contract, then that user will be granted Contract Moderator permissions via a system-driven permission override. 

    • If the user is assigned during a workflow, they’ll be granted the Contract Moderator permission override upon activation.

    • The override will behave as though it were added manually.

This functionality is controlled by a backend toggle at the tenant level. By default, it is OFF. To have it turned on, contact your MediTract CLM representative, requesting that Any User as Responsible Party be toggled ON.


When can you do this?

Responsible parties can be added or edited at any point after the Initiation Phase, including after the contract has been activated.


Where can you do this?

  • Responsible parties can be added or edited in the workflow accordion or on the contract summary page.

  • Responsible parties added during an active workflow appear in the workflow accordion during the workflow, then on the contract summary page. Responsible parties added on an activated contract appear on the contract summary page.

  • Primary responsible parties appear in the Primary Responsible Party column in:

  • The secondary and tertiary parties appear, respectively, in the Secondary Responsible Party and the Tertiary Responsible Party columns in:

    • Contract Library (the column can be added via the Manage Columns widget)

    • Reporting > Workflows (the column can be added via the Manage Columns widget)

    • Reporting > Contracts (the column can be added via the Manage Columns widget)


How to Add or Edit a Responsible Party

  • On the right side of the workflow next to Responsible Parties, click the (+).

  • In the Add Responsible Parties modal, select the Primary Responsible Party.

  • If applicable, select Secondary and Tertiary Responsible Parties.

  • When finished, click Add.

Once the Activation Phase is completed, the user (or users) will receive automatic email notifications alerting them to their responsibility, as well as automatic email notifications regarding the contract expiration date.


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