CLM – How to assign a contract owner

⭐ Introduction

Contract owners ("Responsables") help you track and manage your documents more easily throughout the entire contract lifecycle. Each owner belongs to one of three categories, and those categories can then be used to automatically involve the right people — as validators in a workflow or as recipients of a reminder.

Once an owner is defined, they stay informed and integrated in your contract processes without any manual follow-up on your side.

✅ Before you start

• You need access to the DiliTrust CLM (Contracts) module.
• You need the rights to open and edit the relevant contract in order to use the owner icon and the Responsable tab.
• The user you want to set as an owner must already exist on the platform.

✍ How to assign a contract owner

An owner must belong to one of these three categories:

• Legal
• Operational
• Other

You can assign an owner in two ways.

From a folder:

1. Select a single contract.
2. Click the owner icon in the toolbar.
3. Choose the user who will become the owner of this document.
4. Assign them one of the three categories.

From within a contract:

1. Open the contract and go to the Responsable (Owner) tab in the right-hand panel.
2. Choose a user.
3. Assign them one of the three categories.

That user then becomes the owner of the contract. You can assign several owners to the same contract — they can be in the same category or in different categories. Depending on their category and your settings, they will be notified through reminders or listed as validators in workflows.

⚖️ How contract owners are used

Once your owners are defined, you can set up your workflows and reminders to involve them automatically.

In workflows: instead of naming a specific user as validator, you can select "Responsable" and choose the relevant category (for example, Operational). The user set as the operational owner will then receive a validation request in their to-do list. If several people share that category, they will all receive the request — depending on your workflow settings, either one or all of them will need to validate.

In reminders: when configuring a reminder, you can add an owner among the people to notify. The owner(s) will receive a notification to review the document in their to-do list. This works for both manual and automatic reminders. If several people are set as owners, they will all be notified.

⛔ Limitations & known constraints

• Owner assignment works one document at a time.
• When you select two or more documents, the owner icon is greyed out and cannot be used. This is intended behavior: bulk (mass) owner assignment across multiple documents is not supported at this time.
• An improvement request to enable mass update of the contract owner is currently under consideration.

❓ FAQ

Can I assign more than one owner to the same contract?
Yes. A contract can have several owners, in the same category or in different categories.

Can I assign an owner to several contracts at once?
No. The owner icon greys out when more than one document is selected — this is expected. You need to assign owners document by document for now. A mass-update improvement is being considered.

What are the three owner categories?
Legal, Operational and Other.

What is a contract owner actually used for?
Owners can be used as validators in workflows and as recipients of automatic or manual reminders, so the right people stay informed across the contract lifecycle.