Linking & Managing Records

Introduction

Once you have accessed a record in SurePact, you may need to track progress, manage approvals, and update details. The Management section provides tools to help you do this efficiently.

This guide explains:

• How to use Management tabs (Activity, Variations, Governance Log, Documents, Reports)

• How the Management section relates to workflow Stages & Steps

• Where to find key record information (Members & Gateways)

• How to link and manage related records

📂 Understanding the Management Section

The Management section is located in the lower-left corner of most records, below the list of workflow Stages. Although it functions similarly to Stages & Steps, it is not part of a record’s formal workflow. Instead, it remains accessible at all times, allowing users to manage core aspects of a record regardless of its current Stage.

How is this different from Stages & Steps?

• Stages (left panel) represent the formal lifecycle of a record (e.g., Initiation, Delivery, Reporting).

• Steps (top tabs) represent specific actions required within each Stage.

• The Management section remains available at all times and provides essential record management tools.

📑 Management & Information Tabs by Record Type

💡 Tip: Unlike other records, Assets do not have Stages & Steps but still include linked records and a Governance Log for tracking changes.

Using the Management Tabs

📂 Activity Tab

• Displays key management tasks or events (also known as Activities).

• Tracks scheduled meetings, status updates, approvals, and workflow changes.

• For Contracts, this may also include contract review actions.

🛠 Variations Tab (Available in Grants only)

• Used to manage record changes (also known as Variations).

• Tracks changes to project funding, timelines, or scope.

• Variations may include funding reallocation or milestone changes.

💡 Tip: Variations ensure that the project stays aligned with updated goals, budgets, or schedules.

📝 Governance Log Tab

• Captures a detailed history of every action taken within the record.

• Logs who performed the action and when it occurred.

Commonly Logged Actions:

• Task creation and assignment
• Status changes and approvals
• Updates to project details
• Risk profile changes (specific to Projects and Grants)

📄 Documents Tab

• Lists all uploaded documents for the record at any stage of its lifecycle.

• Allows users to:

  • Add or delete documents.

  • Drag and reorder files.

  • Create folders to organise documents by category or phase.

• For Grants, this may include grant agreements and acquittal reports.

• For Projects, users often upload design plans, risk assessments, and status reports.

• For Contracts, this may store contract agreements, payment schedules, and supplier documents.

📊 Reports Tab

• Stores pre-defined report templates that users can populate based on the data entered within the relevant record.

• Reports are structured to support analysis, compliance, and decision-making.

• Users can generate, view, and download reports to track progress and outcomes.

🔗 Linking & Managing Related Records

SurePact allows linking records to provide a clear view of dependencies and relationships.

📑 Record Linkage by Type

📌 How to Link Records

1. Open the record and navigate to the Details section (found in the first stage of the workflow, typically under the Overview step).

2. Depending on the record type, click the appropriate button (e.g., Link Grants to Project ➕ or similar).

3. A table will appear, showing existing linked records and a dropdown menu to select a new record to link.

4. Use the dropdown menu to select the record you want to link.

5. Click Link, and the record will now appear in the Linked Records list.

6. To remove a linked record, select it from the list and click Delete Link.

💡 Tip: Click on a linked record to navigate directly to it.

Best Practices for Managing Records

• Keep records updated to ensure accuracy and compliance.

• Use Variations to track changes instead of overwriting existing details.

• Leverage Governance Logs to maintain an audit trail of all modifications.

• Organise documents into folders for easy retrieval.

Next Steps

For further guidance, see the Accessing & Navigating Records in SurePact guide or contact your SurePact Administrator for additional support.