Purpose
Set up the foundational configuration of Contract intELIEgence so your organisation can begin creating, managing, and tracking contracts. This is a one-time setup flow that establishes the core building blocks — your organisation identity, user accounts, notification rules, external data connections, departmental structure, and governance policies.
Benefits
- Establishes a single source of truth for your organisation's identity, structure, and policies across all contracts.
- Ensures role-based access control is in place from day one — users see only what they need.
- Configures proactive notifications so contract expiry, SLA breaches, and approval requests are never missed.
- Connects external data sources early, enabling automated KPI and SLA tracking without later reconfiguration.
- Defines governance rules that enforce compliance consistently across all contract approvals.
What You Need
- Organisation legal details — name, address, registration number, logo.
- User list — names, email addresses, and intended roles (Admin, Super User, Department Admin, Standard User).
- SMTP / email server credentials for notification delivery.
- External system connection strings — database hosts, API endpoints, credentials for Data Connectors.
- Department names and their designated admins.
- Governance policies — value thresholds, approver assignments, validity periods.
Outcome
A fully configured platform ready for contract operations. Your organisation profile is live, users can log in with appropriate roles, email alerts are active, external data feeds are connected, departments are structured with admin ownership, and governance schemes enforce your approval policies. You can now proceed to create contracts via any creation flow — Manual, Template-Based, or AI Capture.
Setup Sequence
Prerequisites
- Organisation Admin or Super User access to the platform
- Your organisation's legal entity details (name, address, registration)
- List of users and their roles
- External system connection details (databases, APIs, SMTP) if applicable
Setup Steps
1
Create your organisation profile — legal name, address, logo, and tenant settings. This is the foundation record that all other modules reference. Without it, no users, departments, or contracts can be created.
Business Value:The Organisation is the tenant root — every user, department, contract, and configuration belongs to it. Creating this first ensures all downstream modules have a valid context to reference.
Depends On:None — this is the starting point of the entire platform.
Enables:User Management needs an Organisation to create users within. All subsequent modules inherit this Organisation context.
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2
Add users and assign roles (Super User, Department Admin, Standard User). Users need accounts before they can be assigned to departments or given governance responsibilities. Set up role-based access so each user sees only what they need.
Business Value:Users must exist before they can be assigned as Department Admins, governance approvers, or contract creators. Role assignments here control what each person sees and does across every module.
Depends On:Organisation (Step 1) — users are created within the Organisation context.
Enables:Departments (Step 5) need users to assign as Department Admins. Governance (Step 6) needs users as approvers.
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3
Configure email notification templates and SMTP settings. Notifications drive contract expiry alerts, approval requests, SLA breach warnings, and signature reminders. Setting this up early ensures you receive alerts from day one.
Business Value:Configuring notifications early ensures that from the moment contracts and SLAs are created, stakeholders receive timely alerts. Delayed setup means missed expiry warnings and breach notifications.
Depends On:Organisation (Step 1) — SMTP settings are stored at the Organisation level.
Enables:All operational modules — Contracts, SLAs, Signatures, and Approvals all send notifications through these templates.
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4
Set up Data Connectors (database/API links for KPI data) and Email Connectors (mailbox monitoring). Connectors feed live data into SLA and Performance Trackers. Even if not needed immediately, configuring them now avoids reconfiguration later.
Business Value:Connectors bridge the gap between external systems and the platform. Setting them up before creating contracts means KPIs and SLAs can pull live data from day one, avoiding retroactive reconfiguration.
Depends On:Organisation (Step 1) — connectors are scoped to the Organisation.
Enables:KPIs reference connector fields for metric data. SLAs and Performance Trackers use KPIs fed by these connectors.
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5
Create departments and assign Department Admins. Departments are required for contract ownership, approval routing, and cost allocation. Every contract must belong to a department, so create at least one before proceeding.
Business Value:Every contract must belong to a department, and departments drive the approval workflow. Without departments, contracts cannot be created and the Super User → Department Admin approval chain has no target.
Depends On:Users (Step 2) — Department Admins are selected from the user list.
Enables:Contracts — every contract requires a department. Approval workflow — Super User contracts route to the Department Admin.
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6
Define approval workflows — who must approve contracts above certain values or of certain types. Governance rules run automatically when contracts are submitted. Configure thresholds and approver chains to match your organisation's policies.
Business Value:Governance schemes enforce compliance by requiring that contracts above certain values have designated approvers. Setting this up last ensures all prerequisite data (users as approvers, Catalogs populated) is ready.
Depends On:Users (Step 2) — approvers are users. Organisation → Catalogs — Governance Approvers catalog must be populated.
Enables:Contract creation — when creating a contract, users optionally select a Governance Scheme and approver from these rules.
Result
Your platform is fully configured. You have an organisation, users with roles, notification alerts, external data connections, departments for ownership, and governance rules for approvals. You are now ready to create contracts using any of the creation flows: Manual, Template-Based, or AI Capture.
Tip: You can revisit and update any of these settings at any time. Adding new connectors, departments, or users does not disrupt existing contracts.