Account Page: Edit Account

Overview

The Edit Account feature provides users with a self-service way to reorganize document hierarchy, rename accounts, and move documents to another account directly from the Accounts module.

Required Access: 

Access to Edit Account requires two separate settings, both controlled by your Administrator:

• Profile setting: Admin Console access must be enabled for your Profile, and the Data Editor toggle must be turned on under Module Access.
• Role setting: Your Role Permission Type must be set to Allow All. 

There are three tabs within Edit Account:

• Reorganize Hierarchy — Link or delink documents within a parent-child hierarchy inside the same account.
• Rename Account — Rename the current account or merge it into an existing one.
• Move Documents — Move documents from the current account to another, in full or in part.

Accessing Edit Account

1. Navigate to the Accounts module and select an Account that needs to be edited.
2. Click the Edit Account button above the document list.
3. The Edit Account modal opens with three tabs:
   • Reorganize Hierarchy
   • Rename Account
   • Move Documents

Reorganize Hierarchy

Use this tab to manage parent-child document relationships within accounts.

UI Layout

Field	Description
Move Pramata Number	The child document you want to relink. Click any row in the table to load it here, or type a Pramata number directly.
Parent Pramata Number	Enabled once a document is loaded in the Move Pramata Number field. Search by Pramata number, Document Title, or Contract Type to find and select the parent.
Queue Link	Select to queue the link change as a pending action. Enabled only when a valid parent is selected.
Delink	Select to remove an existing parent-child relationship. Enabled only when a document with an existing parent is selected.
Preview Changes	Shows a side-by-side Before/After view of all pending changes before they are applied.

Steps to Link a Document to a Parent

1. Select the child document: Click any row in the document table yo load it into the Move Pramata Number field. The row highlights and shows Selected ↑ in the Action column. Alternatively, type the Pramata number directly into the Move Pramata Number field.
2. Select the parent document: Click into the Parent Pramata Number field. A dropdown appears listing all documents within the account with inline validation, select an eligible document from the dropdown. Alternatively, click Link to this on the corresponding table row.
3. Queue the document link: Click Queue link. The change is staged as a PENDING action — it is not applied yet.
   • The document row shows a PENDING badge in the table.
   • The bottom bar displays the pending change (e.g., 10809 → 10807) with a count: PENDING (1).
4. Link additional documents (optional): Repeat Steps 1–3 to include additional link operations. A maximum of 10 pending changes can be staged at one time.
5. Preview and Apply: Click Preview Changes (N) to open the Before/After comparison view, review the changes carefully and click Apply (N) changes to confirm and apply all pending changes.
   The document table refreshes to reflect the updated hierarchy, with the Parent Pramata # column now showing the new parent.

Steps to Delink a Document from a Parent

1. Select the child document: Click the row of the document you want to delink. The Move Pramata Number field updates with the selected Pramata number.
2. Click Delink: The Delink button is enabled only if the selected document already has a parent (visible in the Parent Pramata # column). Click Delink.
   • The document row shows a PENDING badge in the table.
   • The bottom bar displays the pending change (e.g., 10809 → 10807) with a count: PENDING (1).
3. Delink additional documents (optional): Repeat Steps 1–2 to queue additional delink operations. A maximum of 10 pending changes can be queued at one time.
4. Preview and Apply: Click Preview Changes (N) to open the Before/After comparison view, review the changes carefully, then click Apply (N) changes to confirm. and apply all pending changes.
   A success banner appears and the document table refreshes — the Parent Pramata # column for the delinked document will now be empty.

Documents That Cannot Be Reorganized- Linking Rules & Validations

A lock icon in the Action column means the document cannot be linked or delinked. Hover over the lock icon or the info icon next to it to see the reason the action is not allowed.

Document Type Restrictions

Document Type	Why it's locked
Standalone	This action isn't allowed because this contract is of Type [Contract Type]. [Contract Type]s are configured as "Standalone," which means they always stand on their own — nothing can be filed under them, and they can't be filed under anything else. That's why there's nothing to reorganize here.
Parent only	This action isn't allowed because this contract is of Type [Contract Type]. [Contract Type]s are configured as "Parent only," which means they can have other documents filed underneath them but can never be filed under another document. That's why this one can't be moved beneath something else.
Child only	This action isn't allowed because this contract is of Type [Contract Type]. [Contract Type]s are configured as "Child only," which means they always have to be filed under a Parent document — they can't stand on their own or be a Parent document. In this account, there's no other Parent document available to file it under, so there's no place to move it.
Parent and Child	This action isn't allowed because this contract is of Type [Contract Type]. [Contract Type]s are configured as "Parent and Child," which means they can be filed under a Parent document or have documents filed underneath them. In this account, there's no other position available for it, so there's no place to move it right now.

Other Restrictions

Condition	Why it's disabled
Effective Date Rule	A parent candidate is only eligible if its effective date is the same as or earlier than the child's effective date. If a parent's effective date is later than the child's, the row will be disabled with a tooltip explaining the date conflict.
Circular Hierarchy Prevention	The system automatically detects and blocks circular relationships. Example: if the chain is A → B → C, attempting to set A as a child of C would create a circular loop. The affected rows are disabled with the tooltip: "This would create a circular hierarchy."

Amendment Rules

Scenario	Behavior
Amendment has a parent	Cannot be reorganized. On hover, the lock icon displays: Document Cannot be Reorganized. The lock icon displays a message indicating that one or more data linkages have been established between the parent and child document.
Amendment has no parent	Can be linked to a parent document normally.

Rename Account

Use this tab to rename the current account or merge it into an existing one.

UI Layout

Field	Description
Current Account Name	Read-only. Displays the name of the account currently being edited.
New Account Name	Required. Type a new name for the account. As you type, existing account names appear as suggestions.
Rename Account	The action button. Becomes active once a valid new name is entered. Changes to Merge into "[Account]" when the entered name matches an existing account.

Two Auto-Detected Scenarios

Scenario	Condition	Action Button
Rename	The name entered does not match any existing account.	Rename Account
Merge	The name entered matches an existing account.	Merge into "[Account]"

Rename Flow

When a unique name is entered, a Before/After preview confirms the change. Note that the old account name will no longer be searchable after renaming. Click Rename Account to apply.

Merge Flow

When the entered name matches an existing account, the system switches to a merge confirmation view. All documents from the current account move into the target account — the current account is left empty and may be deleted. To move only some documents, use the Move Documents tab instead. Click Merge into "[Account]" to apply.

Move Documents

Use this tab to move documents from the current account (From Account) to a new or existing account (To Account).

UI Layout

Field	Description
From Account	Read-only. Always shows the current company group.
To Account	Required before any documents can be selected. Type to search existing accounts. If no match is found, a "+ Create" option appears to create a new company group on save.
Document List	Shows all documents in the current account with: Pramata #, Account, Document Title, Contract Type, and Effective Date. Disabled until a To Account value is entered.
Move to account	The action button. Disabled until at least one document is selected. Label adapts to the detected scenario: "Move to [Account]", "Rename to [Account]", or "Merge into [Account]"

Three Auto Detected Scenarios

Scenario	Condition	Action Button
Move	A subset of documents selected; target account name is an existing account.	Move to [Account]
Rename	All documents selected; target account name is a newly created account.	Rename to [Account]
Merge	All documents selected; target account already exists	Merge into [Account]

Steps to Move Documents from an Account

Step 1: Set the Target Account

• The From Account field is pre-filled and read-only.
• Click into the To Account field and type to search for an existing company group
  • Matching accounts display "✓ Match found" on the right of the field.
  • If no match exists, a "+ Create [name]" option appears in the dropdown — select it to create a new account.

Step 2: Select Documents to Move

The document list shows all documents in the current account, displayed in their family hierarchy with parent-child indentation.

Selection behavior:

• Use the parent checkbox to select an entire document family (master + all children).
• Individual child documents can be selected without selecting the parent.

Step 3: Handle Parent Linking (Child Documents Only)

When a child document is selected individually (without its parent master), a "Move child document to a different account" confirmation popup appears automatically, showing the child's Pramata # and the parent it is being separated from.

Choose how to handle the parent link with the following options:

• Keep parent link via account relationship - The document retains its link to the parent master. A cross-account relationship is created between the source and target company groups. A Relationship type must be selected. 
  Available Relationship Types: Acquisition, Affiliation, Buying Group, Consortium, DBA, GPO, Parent/Child, Subsidiary
• Delink from master and move - The parent link is removed. The document moves to the target account as a stand-alone — no relationship is created between the accounts.

Once done, click Confirm, a tag badge appears next to each selected document's title indicating the relationship handling chosen (e.g., Parent/Child, Delinked).

Validations and Restrictions

Condition	Behavior
Cross-parent linked document	Row is disabled (cannot be moved)  Child document already linked to a parent in another account
Amendment — has a parent	Row is disabled (cannot be moved) Amendment with an existing parent master
Moving master with full hierarchy	All child documents are automatically selected and moved together
Child document moved alone	Triggers the "Move child document to a different account" popup — user must choose to keep the parent link (via a relationship type) or delink before the move proceeds.