Creating, Cloning, Editing and Archiving

Introduction

Understanding how to create, edit, clone, and archive records in SurePact is essential for maintaining accurate project, grant, contract, and portfolio data. This guide explains how records progress through their lifecycle and how users can manage them effectively.

📌 Creating a New Record

New records in SurePact can be created for Grants, Projects, Contracts, Portfolios, and Assets.

How to Create a Record

1. Navigate to the Record Type Summary Page

   • Click on the relevant record type in the left-hand menu (Grants, Projects, Contracts, Portfolios, or Assets).

2. Click the "+ Add" Button

   • This button is located at the top right of the page and will be labeled based on the record type (e.g., + Add Grant, + Add Project, + Add Portfolio).
     
     

3. Enter Details

   • Fill in required fields (outlined in red if left blank).

4. Save the Record

   • Click Save New Record.

5. Confirm Members

1. • Drag and drop users between Available Users and Members.

   • Only listed members can access the record.

   • Adjust permissions (View Only, Notified, Approver).

   • Use the search bar to find users.

   • Click Update Members to save.

2. Confirm Workflow Stages (if applicable)

   • Some records require selecting workflow options (e.g., Contracts in Maintenance for Projects).

   • Click Update Workflow to finalise.

💡 Tip: Follow Recommended Naming Conventions for consistency.

Creating a Contract (Different Process)

Unlike other records, Contracts can only be created from within an existing Project. To create a Contract:

1. Open an Existing Project

   • Navigate to the Projects section and open the relevant project.

2. Go to the "In Delivery" Stage

   • Within the Project Workflow, select In Delivery stage.

3. Click the "Contracts" Step

   • This will display any existing contracts linked to the project.

4. Click the "+ Add Contract" Button

   • This button is located at the top of the Contracts section.
     
     

5. Save the Record
   • Click Save New Record.
6. Confirm Members

• • Drag and drop users between Available Users and Members.
  • Only listed members can access the record.
  • Adjust permissions (View Only, Notified, Approver).
  • Use the search bar to find users.
  • Click Update Members to save.

• Some records require selecting workflow options (e.g., Contracts in Maintenance for Projects).
  • • Click Update Workflow to finalise.

✏️ Editing an Existing Record

Records can be edited in two ways:

1. Open the Record

   • Use the search bar or filters to find and open the record.

   • Modify the relevant details in the stage or step that needs updating such as project description, budget, or assigned users.

   • Click Save Changes, changes will be logged in the Governance Log.

2. Quick Edit from Summary Page

   • Locate the record in the summary view page.

   • Hover over the record’s row to display the pencil icon.

   • Click the pencil, update the available fields (varies by record type).

   • Click the Save (☑️) icon on the right to save changes.

⚠️ Note: Only Record Managers can edit records. Contact them if needed.

📝 Cloning a Record

Cloning a record allows users to quickly duplicate a similar record (e.g. A project has a similar Risk Profile you'd like to use for a new project) without manually re-entering details.

How to Clone a Record

1. Locate the Record in the Summary Page

   • Navigate to the relevant record type page (e.g., Grants, Projects, Contracts, Portfolios).

   • Use the search bar or filters to find the record.

2. Hover Over the Record Actions Menu (Ellipsis …)

   • This menu appears when you hover over the record in the summary list.
     
     

3. Select “Clone”

   • Click on the Clone option.

   • Alternatively, open the individual record, click on the ellipsis (…) in the top right, and select Clone from there.

4. Modify Cloned Record Details

   • The Cloning Wizard will then pop up!

   • Update the relevant fields and record members.

5. Save the Cloned Record

   • Click the Clone button, and the new record will be created with the copied details.
     

💡 Tip: Cloning is useful for similar projects, contracts, or grants where only minor adjustments are needed.

⚠️ Note: Assets cannot be cloned. This feature is only available for Grants, Projects, Contracts, and Portfolios.

🗄️ Archiving a Record

Records should be archived when they are no longer active but still need to be retained for reporting or auditing purposes.

How to Archive a Record

1. Open the Record

   • Navigate to the record summary page and locate the record using the search bar.

   • Double click to open it.

2. Navigate to the Final Stage of the Workflow

   • Go to the last stage in the record’s lifecycle.

3. Select the "Archive" Step

   • In the final stage, locate the Archive step.

4. Enter Archival Comments

   • You will be prompted to provide a reason for archiving the record.

5. Click "Archive"

   • Confirm the action and the record will be archived.

⚠️ Note: Archiving does not delete a record—it only removes it from active workflows.

✅ Best Practices for Managing Record Lifecycles

• Always use consistent naming conventions for easy tracking across your organisation.

• Review the Governance Log for any changes and approvals.

• Archive inactive records to keep the workspace organised.

• Use cloning when creating similar records to save time.

• Ensure required fields are completed before moving to the next stage.

Next Steps

• Learn more about Understanding Records in SurePact.

• Explore Managing Records in SurePact for best practices on governance and workflows.