The Settings section gives Agreements Administrators control over system configuration, notifications, custom fields, and more. Only users with the Agreements Administrator role can access Settings.
To access Settings, select Settings from the top navigation.
The following options are available in Cayuse Agreements.
Templates
Manage My Templates
Create, edit, and delete reusable templates for emails and other communications sent from within Cayuse Agreements. Templates save time when you send recurring communications to counterparts, licensees, or researchers (for example, a standard acknowledgment email when a new agreement is received, or a renewal reminder).
Common uses:
- Standard CDA/NDA acknowledgment messages
- Agreement execution confirmation emails
- Renewal and expiration reminder templates
Financial Configuration
Manage My Wire Transfer Instructions
Store and update the wire transfer details used on invoices and payment communications. This ensures that payment instructions are accurate and consistent across all outgoing financial correspondence.
Data Customization
Custom Fields
Add, edit, or remove custom fields on agreement and related records. Use custom fields to capture institution-specific data that is not covered by the standard Cayuse data model — for example, a grant tracking number, an internal approval code, or a compliance certification date.
How to use:
- Navigate to Settings > Custom Fields.
- Select the record type you want to add a field to (e.g., Agreement, Group, Person).
- Click Add Field, choose the field type (text, date, dropdown, etc.), and give it a label.
- Save. The field will now appear on the relevant record detail page.
List Settings
Customize the dropdown lists used throughout the application — for example, agreement status labels, field-of-use options, or territory lists. List Settings lets you add, reorder, or deactivate values in system-managed lists to match your institution's terminology and workflows.
Note: Deactivating a list value hides it from future selections but does not remove it from existing records that already use it.
Notifications
Notifications
Configure automated email notifications triggered by agreement events or date thresholds. Use this setting to ensure your team is alerted to upcoming expirations, renewals, and other time-sensitive actions.
Examples of notifications you can configure:
- Alert the primary manager 60 days before an agreement expires
- Notify the lead negotiator when an agreement status changes to Fully Executed
- Send a reminder when an expiration date passes without a renewal or closeout action
For each notification, you can configure:
- Trigger — the event or date condition that fires the alert
- Recipients — specific users, agreement roles (e.g., primary manager), or email addresses
- Timing — for date-based alerts, how many days before or after the date to send
See Setting Up Notification Alerts for a step-by-step walkthrough.
Outgoing Email Log
View a full history of all emails sent from Cayuse Agreements, including the recipient, subject, send date, and whether delivery was successful. Use this log to confirm that notifications were sent, troubleshoot delivery issues, or audit communication history.
Reporting & Charts
Manage Chart Fields
Configure which data fields are available as axes and dimensions in chart and dashboard visualizations. This setting determines what your team can plot on the Agreements dashboard gadgets.
External & Portal Settings
Legal Portal Contact Information
Manage the contact details displayed in the Legal Portal — the interface used by outside counsel and law firms to interact with your office. Keep this information current so external partners can reach the right contact.
System Administration
These settings are for advanced configuration and should be changed with care. Reach out to Cayuse Support if you are unsure whether a change is appropriate.
System Constants
Update system-level configuration values that control application behavior — for example, default values, fiscal year settings, or institution-specific identifiers. Each constant includes a description of its purpose.
System Constants (Advanced)
An alternative interface for managing System Constants that provides additional detail and filtering options. Use this view when you need to search across constants or make bulk updates.
System Commands
Execute on-demand administrative commands — for example, refreshing cached data, reindexing search, or triggering a data sync. Commands are logged with the executing user and timestamp.
Use with caution. System Commands can affect all users. Only run a command if you understand its effect, or if directed to by Cayuse Support.
Form Security & Management
View and manage the forms available in your Cayuse Agreements instance, including which roles can access each form and whether a form is active. This setting also allows administrators to review form submissions.
Tips for Administrators
- Review Notifications during onboarding to ensure your team receives alerts before agreements expire — proactive notification setup significantly reduces missed renewals.
- Use Custom Fields sparingly. Each field adds to the form your staff must complete; prioritize fields you will actually report on or filter by.
- Check the Outgoing Email Log if a user reports not receiving a system notification — it's the fastest way to confirm whether the email was sent.
- List Settings changes take effect immediately for all users; communicate changes to your team before deactivating or renaming a list value they rely on.