4. Managing contracts access rights with Tags

As an administrator, you can give either individual users or groups in your company permission to access specific contract types:

Contract templates- determines which user / group can use a template specific to their needs

Tagged Executed contracts- in addition to having access to the executed contracts generated by the user directly, this permission gives the user automatic access to executed contracts (associated with a tag(s)) generated by other users from your company as well.

 This feature is available with subscription of Standard, Plus, and Enterprise

Assigning Contract Access Rights:

You can assign any one user or  group these types of contract accessed by simply adding them as a collaborator.

Contract access are applied to Tags

For a certain tag applied to a contract, contracts access rights will be summarize on your dashboard as follows:

Screen_Shot_2017-04-10_at_10.10.21_AM.png

Here, for all contracts tagged as Marketing (Marketing Tag), the Marketing Team group (M) and an additional user is given access as a collaborator. 

Note: You can assign as many groups and users you want to a tag.

 

Adding a Contract Access Right:

Contract Access rules are defined through your company tags. Add one general tag, or several tags grouped together for more refined access rights. Tags can also be used to give users automatic access to contracts categorized with a certain tag.

Important: By default, new users added to your account will not have access to any contract until granted by the administrator.

Settings > Company Settings > Contracts Access Rights> Add an Access Rule> Tags / Collaborators

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Other examples of Contracts Access Rights:

Example 1:


Screen_Shot_2017-04-10_at_10.16.33_AM.png

The first contract access rule above is created from the “Sales” tag.This rule gives access to and defines the roles as follows:

  • 21 contracts have the “Sales” tag
  • Collaborators include: 2 Groups (S and F) and 3 Users

 

Example 2:

Screen_Shot_2017-04-10_at_10.20.16_AM.png

 

This second contract access rule example above is created from the “Budget” sub-tag of "1.Finance". This rule gives access to and defines the roles as follows:

  • Collaborator: 1 Group (F) that contains 2 users

 

Example 3:

Screen_Shot_2017-04-10_at_10.22.51_AM.png

The third contract access rule above is created from adding both the “Finance” + “2015” tags into one single Access Rule.

Collaborator associated to this rule will have access to contracts that were tagged with both the tags “Finance” AND “2015”.

They would NOT have access to contracts that were tagged with only “Finance” or only “2015”.

 

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