Overview of Roles
| Role | Typical Users | Access Level |
|---|---|---|
| Admin | Market Data Manager, Procurement Manager, Operations, Legal | Full control over folders, contracts, users, groups, and organization-wide settings. Can edit all contracts. |
| Manager | Team Lead, Executive (CFO/COO), Controller | Can upload and assign contracts. Limited administrative control. |
| Viewer | Stakeholder, Business User | Read-only access. Can view and download contracts. |
Permissions Matrix
The following tables outline specific permissions for each role across different functional areas.Folder Management
| Permission | Admin | Manager | Viewer |
|---|---|---|---|
| Create / Edit / Delete Folders | ✅ | ❌ | ❌ |
| View Folders | ✅ | ✅ | ✅ |
| Share Folders | ✅ | ❌ | ❌ |
Contract Management
| Permission | Admin | Manager | Viewer |
|---|---|---|---|
| Assign / Re-assign Contracts | ✅ | ✅ | ❌ |
| Upload Contracts | ✅ | ✅ | ❌ |
| Edit Contracts (Renew, Archive, Fields) | ✅ | ❌ | ❌ |
| View Contract Details | ✅ | ✅ | ✅ |
| Download Contract PDF | ✅ | ✅ | ✅ |
| Export CSVs | ✅ | ✅ | ✅ |
| Create / Edit Tags | ✅ | ❌ | ❌ |
| Specify Contract Omissions Clauses | ✅ | ❌ | ❌ |
| Specify ICT Providers | ✅ | ❌ | ❌ |
User Management
| Permission | Admin | Manager | Viewer |
|---|---|---|---|
| Create / Update / Delete Users | ✅ | ❌ | ❌ |
| Create / Update / Delete Groups | ✅ | ❌ | ❌ |
Role Definitions
Admin
Admins have full administrative control over the organization’s setup, users, and contracts. Capabilities- ✅ Create, edit, and delete folders and contracts
- ✅ Assign and reassign contracts to users and groups
- ✅ Edit contracts (edit fields, renew or archive)
- ✅ Configure organization-wide settings (e.g., Fiscal year period, omissions clauses, ICT providers)
- ✅ Manage all users and groups
- ✅ View, download, and export contract data
Manager
Managers oversee day-to-day contract operations and can upload, assign, and view contracts but have limited administrative control. Capabilities- ✅ Upload contracts and assign them to users or groups
- ✅ View, download, and export contract data
- ❌ Cannot manage users or groups
- ❌ Cannot share folders
- ❌ Cannot edit existing contracts
- ❌ Cannot update organization-wide settings
Viewer (Read-Only)
Viewers have access for visibility and reporting only. Capabilities- ✅ View contract details and folders shared with them
- ✅ Download contract PDFs and export CSVs
- ❌ Cannot upload contracts
- ❌ Cannot edit contracts
- ❌ Cannot assign contracts
- ❌ Cannot manage contracts, folders, users, or groups
Frequently Asked Questions
Can a contract live in multiple folders?
Can a contract live in multiple folders?
No, a contract can only exist in one folder at a time.
When folders are created, who has access to that folder by default?
When folders are created, who has access to that folder by default?
By default, only Admin users have access to newly created folders. Admins must explicitly share folders with other users or groups to grant them access.
Do managers have access to all contracts?
Do managers have access to all contracts?
No, Managers only have access to:
- Contracts that are specifically assigned to them
- Contracts that they personally upload