How to edit a renewal

Purpose

The Renewal Edit page is the system of record for a renewal. It contains renewal details, contract dates, financial summary fields,
ownership assignment, cost item breakdowns, attachments, and a read-only approval snapshot.

Who can use this page

• Coordinator / Admin: Can edit fields, upload/delete attachments, manage cost items, and start approval workflow (when eligible).
• Viewer: Read-only access.
• Approver: Typically acts via approval links/pages; may have read-only access here unless granted Coordinator/Admin privileges.

Key definitions

• Status: The current lifecycle state of the renewal (e.g., Open, Pending Approval, Pending Change, Approved, Rejected, Renewed, Cancelled).
• Approval Started: A timestamp indicating the workflow has been initiated for this renewal.
• Technical Owner / Budget Owner: Workflow approvers who receive approval emails and record decisions.
• Cost Items: Line-item cost breakdown (type/billing/FY/budget bucket/unit cost/units/total).
• Attachments: Supporting files stored securely in S3 and linked to the renewal record.

Limitations & important rules

• Read-only behavior: Cancelled renewals are read-only. Viewers are always read-only.
• Edits during approval: Editing a renewal after Approval Started may require re-submitting the workflow (the page warns you).
• Save buttons: “Save Changes” saves the main record. “Save Cost Items” saves cost items separately.
• Attachments: Upload/Delete is limited to Coordinator/Admin (and disabled for Cancelled renewals).
• Complete: If you see a Complete button, it may be a placeholder until the final completion action is enabled.

How to edit and save a renewal

1. Open the renewal from the Renewals grid (or direct link with ?id=).
2. Update fields as needed (Title, Dates, Status, Ownership, Financials, etc.).
3. Watch for the unsaved changes indicator (the “dirty dot”).
4. Click Save Changes.
5. Confirm you see a “Saved” message.

How to attach a supporting document

1. Click Browse… and select a file.
2. Click Upload Attachment.
3. Verify the file appears in the attachments table.
4. Click the attachment name to download via secure link (opens in a new tab).

How to manage cost items

1. Click Add Cost Item.
2. Set Type, Billing, FY, Budget Bucket, Unit Cost, Units, Notes.
3. Verify totals update.
4. Click Save Cost Items to persist changes.