User role defines the user’s permission level
Cloudia Contract includes a set of pre-defined user roles, in addition to which specific user roles can be created for the organisation. Each user role must include one or several actions the role allows the user to perform.
One or several user roles may be defined for each user to determine the functions they are allowed to execute in their home unit (or selected external units).
The default user roles are:
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Read-only user (a person who needs to view contracts, but who is not allowed to edit them)
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Administrator (a trusted person who may view and edit all contracts)
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Administrator - unit level (a trusted person who may view and edit all contracts of his/her unit)
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Person in charge of contracts
If no user role is assigned to a user, the user concerned will be a contract user who may search for and view contracts. Such a user will not be able to access Cloudia Contract but will instead have access to Cloudia Dashboard.
Permission level of the user role
The permissions than can be selected for the user in Cloudia Contract correspond to the user’s user interface view. The users with the most permissions available to them are administrators. Unit-level administrators also have similar user privileges to their own units (and all subunits to which they have been assigned user privileges). If an own role has been defined, there may be a greater a smaller number of menus available, depending on the changed settings (e.g. whether user privileges have been added or reduced).
Note! The system roles are fixed and cannot be edited. System administrators should always use the roles defined in the system for administrators, i.e. administrator and unit-level administrator. This is recommended, because in certain situations, the system must recognise that the administrator is performing certain actions, and this will not be possible if a user-defined role is in use (e.g. a copy of the administrator role with fully identical privileges is not identifiable as an administrator).
A list of the actions available for selection and the roles the actions relate to can be found at the end of this article.
Reading and editing privileges for contracts
Each contract is assigned to an organisation unit, which makes that unit the owner of the contract. Each user is also assigned to an organisation unit. This makes it possible to assign the users unit-specific access to contracts. By default, the user has access to the contracts assigned to the user's unit and its subunits, if any, according to the user role assigned to him/her.
EXAMPLE: The organisation has a unit named ‘Sales’ with subunits ‘Domestic sales’ and ‘International sales’. User John is assigned to the ‘Sales’ unit and has ‘Read-only user’ as the user role assigned to him. Consequently, John is entitled to retrieve and view all those contracts that have been assigned to units ‘Sales’, ‘Domestic sales’ and ‘International sales’. If John was assigned to unit ‘Domestic sales’, he would only see the contracts of that unit.
The reading and editing privileges may be specified in greater detail for individual contract folders and contracts.
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Every user in the organisation
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Only the persons in charge of contracts
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Named organisation units
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Named user groups
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Named individual users
Editing privileges to the contract may be assigned to:
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Named organisation units
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Named user groups
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Named individual users
The user’s privileges determine the options available to them in the content menus or that some of the user interface views may be locked (greyed out). For example, if the user has no right to the edit a contract or create a notice, these functions will not be shown in the menu on the contract search page.
Users with the privileges of a person in charge, deputy person in charge or, at minimum, unit-level administrator assigned to them may make changes as to who administers the contract.
If the user is not authorised to change the settings, the selections may appear greyed out.
Additionally, the contract document and/or selected contract attachments can be defined as confidential, in which case they can only be viewed by the person in charge of the contract.
The organisation structure also helps in searching for and monitoring contracts. Contracts can be searched for by limiting the search to the contracts of one or several units.
Contract status
The contract status may also have effect on the user interface functions. For example, if the contract has status other than ‘In progress’, ‘Locked (pending electronic signature)’ or ‘Locked (approval process in progress)’, the contract name, term, parties, attachments, terms and conditions or anything else that has effect on the contract document cannot be changed.
Additionally, the options available to the user in the content menu on the contract search page depend of the status of the contract. For example, if the contract has expired, no subcontracts can be created for it. Neither can contracts with a status other than ‘In progress’ be delated or claims be created for a contract with a status other than ‘Active’, so this option will be disabled in this case as well.