User Guide › Contract Hub › Department

1. Overview

The Department module manages the internal departments of your organisation within Contract intELIEgence. Departments are used throughout the platform — they appear as selection options when creating customers, suppliers, contracts, and other entities. Each department can have an assigned Admin who is responsible for approval-related tasks for that department.

When an organisation is first created, a default "ALL" department is automatically generated. This department can be used for entities that are applicable across all departments rather than a specific one.

Prerequisites

• Platform Config must be completed (Organisation, User Management).
• Regions must exist in Organisation → Catalogs (Type = Region).
• Admin users must be created in User Management (required for the Admin dropdown).

2. Opening the Department List

1. In the left navigation, under Contract Hub, click Department.
2. The Department List page shows all departments. Each row displays the department Name, Admin, Contact, Region, and Organisation.
3. Use the Show entries control, filter dropdowns, and Search button to locate a department.

Department Listing

3. Adding a Department

Add Department

1. On the Department List page, click Add New (the grid icon in the top-right).
2. Organisation is pre-selected based on your login.
3. Select a Region (required) — sourced from Organisation → Catalogs (Type = Region).
4. Select an Admin (required) — this dropdown lists all Admin users from User Management. The selected Admin is responsible for approval-related tasks for this department (e.g. contract approvals, review sign-offs). When a Super User creates a contract linked to this department, it is routed to the Department Admin for approval. See the Contract guide (Section on Department-Based Approval) for full details on the approval workflow.
5. Enter a Department Name (required) — e.g. IT, Finance, Legal, Procurement.
6. Optionally enter a Contact Name — the primary contact person for this department.
7. Optionally enter an Email — the department's contact email address.
8. Click Save.

4. Editing a Department

1. On the Department List page, click a department name to open the Edit Department screen.
2. Update any fields as needed — Region, Admin, Department Name, Contact Name, or Email.
3. Click Save to apply changes.

5. Deleting a Department

1. On the Department List page, tick the checkbox next to one or more departments.
2. A Delete button appears.
3. Click Delete and confirm.

6. Department List Columns

7. Bulk Import

Contract intELIEgence allows you to import multiple departments at once using a pre-formatted Excel template. This is useful when migrating data from another system or when you need to create many department records in a single operation.

7.1 How to Import

1. On the Department List page, click the grid icon in the top-right corner to reveal a dropdown menu with + Add and Import options.
2. Click Import to open the Import dialog.
3. Select an Organisation from the dropdown.
4. Click Import Template to download the pre-formatted Excel template for departments.
5. Fill in the Excel template with the department data you wish to import (see the template columns below).
6. Click Choose File to select the completed Excel file.
7. Click Submit to import the records.

7.2 Import Template Columns

8. Tips

• Create departments before adding customers and suppliers — both modules require at least one department to be selected.
• Use the "ALL" department for entities that span the entire organisation rather than belonging to a specific department.
• Assign an appropriate Admin to each department — this person will handle approval workflows for contracts and other entities within that department.
• Keep department names clear and consistent (e.g. "IT", "Finance", "Legal") to make filtering and reporting easier across the platform.
• Add a Contact Name and Email for each department so other users know who to reach for department-specific queries.

9. Troubleshooting