How To: Set up Custom Vendor Agreement Fields

After this article…

You will know how to create, view, edit, and delete custom fields on your vendor agreements, as well as how to export the data for more detailed reporting outside of Lumos.

Background

Bringing all of your Vendor Agreements into a single source of truth is the first step to better managing software spend, renewals, and vendor relationships across your team or organization.

As you do so, you may find that you want to bring in metadata about each of your agreements that isn’t captured by native Lumos fields. Common examples of this include:

• Functional owners throughout the organization (e.g. security, finance, IT, legal owners)

• Risk classification (high, medium, low)

• Renewal strategy (e.g. hold, grow usage, right-size, terminate)

With Custom Columns, you can flexibly configure any type of custom field that you would like to track on your vendor agreements, and export them for more detailed reporting!

Types of Fields

Today, you can configure three types of fields on your Lumos Vendor Agreements:

• User Fields — these fields will let you select a User from the list of employees you’re tracking within Lumos. This is most helpful for tracking different types of internal owners throughout the company.

• Dropdown Fields — you can configure custom dropdown options if have a known set of values to select from. For example, you might configure a “Risk Classification” field with the options “High”, “Medium”, and “Low”

• Text Fields — an open-ended text field that you can use to track anything else. Common uses of this are to track external sales contacts, use cases, or key dates.

Create a Custom Field

In order to create a custom column, select the ⚙ icon in the top right of your Vendor Agreements page and choose “+ Add Column”. Select a column type, edit your settings, and choose “Save”! You should then see the column appear in your Vendor Agreements table.

Edit Custom Fields

In order to edit a column, click the ⚙ icon in the top right of your Vendor Agreements page and select the ✏ button next to the column you’d like to edit. You should see a set of edit options depending on the type of column you selected. Once your changes are complete, select the “Save Changes” button.

Modify Custom Field Visibility

You can customize the visibility of columns that you create within Lumos. This can be helpful if you want to create a simplified view of your data, in order to quickly scan through your vendors for a particular use case.

To edit the visibility of a column, click the ⚙ icon in the top right of your Vendor Agreements page and select the 👁 button next to the column you’d like to modify. Select “Save Changes” and your column visibility will adjust to any changes you made.

Export Custom Fields

All custom columns that you create within Lumos are included when you export your Vendor Agreements from Lumos! To create this export, select the “download” icon in the top of the managed agreements page, and choose which level of detail you would like to download. Custom fields will be included in either option!

🤔 Additional Questions?

Let us know! Feel free to reach out over Slack, or via support@lumos.com.