Add a Partner

Learn how to create a partner record in the Partners module in PEARS.

This article walks through the General Information section of a partner record — the only section required before the partner is saved.

TIP: The red asterisk * next to the heading of a field indicates that the field is required.

1

Navigate to Partners

From the PEARS homepage, hover over the Engage menu and click Partners.

2

Click Add Partner

On the Partners list page, click the Add Partner button.

Screenshot: Partners list with the Add Partner button visible.

3

Select a Record Owner (Data Managers only)

Data Managers see a Record Owner field and can assign the record to another user. Everyone else is set as the owner automatically.

The owner is who access requests are sent to.

TIP: If a Data Manager reassigns ownership later, the previous owner keeps View & Edit access as an explicit sharing grant, which the new owner can downgrade or remove.

Screenshot: Add Partner General Information form with name, partner type, site, unit, and start date fields.

4

Enter the Partner Name *

In the Name field, enter the organization's name as you want it to appear in lists and reports.

5

Select a Partner Type *

In the Partner type dropdown, select the category that describes this organization. The options come from your organization's Entity Types list, and Other is listed last.

If you select Other, a Please specify other partner type field appears and is required.

6

Select a Site *

In the Site field, search for and select the primary site or organization this partner is attached to. Start typing to search — the list is not pre-loaded.

TIP: If the site does not exist yet, click Add Site next to the field to create it without leaving the partner form. See Add a Site for the site fields.

7

Select a Unit *

In the Unit field, select the primary unit this partner is attached to. This defaults to your unit.

NOTE: The unit does more than describe the partner — it determines who can see the record by default. When you finish General Information, PEARS creates the partner's first sharing grant targeting this unit. See Partner Permissions.

8

Set the Start Date *

In the Start date field, select the date the partnership began.

9

Set the End Date (optional)

Leave End date blank while the partnership is active. Setting an end date marks the partner Ended in the list and on the record.

The end date cannot be earlier than the start date.

10

Add Comments (optional)

In the Comments field, describe the relationship or add any context worth keeping with the record. This is a rich text field.

11

Attach the Partnership Agreement (optional)

In the Latest partnership agreement field, upload the current signed agreement. This is a single-file field — uploading a new agreement replaces the reference to the previous one.

12

Add File Attachments (optional)

In the File attachments field, upload any other supporting documents. This field accepts multiple files.

13

Save the Partner

Click Save and Continue to move on to Partner Permissions, or Save to store the record and open its detail page.

Screenshot: Add Partner form showing Save and Continue and Save buttons.

Custom Data

If your organization has attached custom fields to Partners, a Custom Data step appears in the progress panel after the record is saved. Unlike the other Partner sections, this step tracks real completion — it shows as incomplete until the required custom fields are filled in. See Manage Custom Fields.

TIP: There is no Mark as Complete step on a partner record. Enter the general information, set permissions, and the record is usable — reporting happens in Partner Reports.