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Creating a New Agreement Record

Emily Yeomans

This article walks you through the steps to create a new agreement record in Cayuse Agreements. Creating the initial record is the first step in a larger workflow — you will add people, organizations, dates, and documents after the record exists.

Before You Begin

Confirm that you have the appropriate permissions in Cayuse Agreements to create records. If you cannot access the New Agreement option, contact your system administrator.

Have the following information ready before you start:

  • The agreement name (a clear, descriptive title)
  • The agreement type (for example, License Agreement, MTA, NDA, Sponsored Research Agreement)
  • A reference number, if your office uses one

Steps to Create a New Agreement

  1. Log in to Cayuse and navigate to the Agreements module from the main navigation.

    Select Agreements tab from main dashboard.

  2. Click New Agreement (usually found in the top-right area of the agreements list or dashboard).

    Select New Agreement button on dashboard.

  3. Enter the Agreement Name in the name field. Use a name that is descriptive enough for your team to identify it at a glance — for example, "XYZ Corp Exclusive License - Gene Therapy Platform" rather than "License Agreement."
  4. Enter a Description in the description field. Briefly summarize the nature of the agreement — the technology involved, the counterpart, and the general purpose. A good description improves searchability and helps colleagues who may work on the record later.
  5. On the new agreement form, select the Agreement Type from the dropdown menu. Agreement type determines the structure and applicable fields for the record, so select carefully. If you are creating an amendment, see Creating Child Agreements and Amendments instead.
  6. Enter the Agreement Reference Number if your office assigns one. This is the identifier your office uses to track the agreement internally (for example, a sequential license number or contract ID).

  7. Review the information you have entered, then click Create Record to save the initial record. The record will open.

    Fill out each field in the New Agreement page.

After Record Creation

With the full agreement detail view, you can continue building out the record by adding:

  • People — assign roles such as primary manager, lead negotiator, and primary investigator
  • Organizations — identify the counterpart institution, licensee, licensor, or co-owner
  • Dates — enter the effective date, execution date, and expiration date
  • Documents — upload executed agreements, term sheets, and supporting files
  • Tags — apply categorization labels for reporting and filtering

None of these additional details are required to save the initial record, but they should be completed as your workflow progresses.

Select 'Edit' to add more information to the record.

Tips

  • If you realize you selected the wrong agreement type after saving, contact your administrator — changing the type after creation may affect configured fields and workflows.
  • Agreement names and reference numbers appear in search results and reports, so consistent naming conventions across your office improve organization significantly.
  • You can save the initial record immediately and return to fill in details later. The agreement will remain in its initial status until you advance it through your office's workflow stages.

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