If your organisation is planning on leveraging contract management software, it’s crucial your team knows how to oversee user permissions effectively.  The terms of many contracts necessitate user permissions parameters to be put in place regarding access to contract documents, files, field data and reports etc.  Manually managing user permissions with methods involving spreadsheets or unsecured folders, access that must be approved or restricted via disparate emails, or managing different levels and stages of access across the contract lifecycle can leave your organisation at legal and regulatory risk.  Learn how to mitigate such risk factors and more with cutting-edge contract lifecycle management software.

The importance of user permissions oversight

Unfortunately, a lack of clearly-defined user permissions can result in unwanted access to restricted documents, missed key dates and milestones, compliance violations, communication bottlenecks, delayed approvals and more.  To avoid such issues, equip your organisation with user-friendly, configurable, future-minded and process-oriented user permissions by leveraging leading-edge contract management software. 

Easily configure user level security options

With a robust enterprise contract management software platform, your organisation can be readily equipped with user-friendly and highly-configurable user level security options.

User permissions configuration for contract documents

Your organisation’s software system administrators can configure user permissions associated with tasks pertaining to documents for contracts, requests, vendors, employees and more.  User permissions can be configured around processes for:

  • contract writing
  • contract negotiations
  • reading, viewing contract records
  • updating and editing contract details
  • deleting contracts.

User permissions conditions

Further modernising the way you manage user level security options is the ability to establish conditions regarding when permissions take effect.  Some examples of these conditions include allowing the editing of contract records:

  • that are assigned a specific contract type
  • that exceed a certain contract amount
  • that are set to a specific contract status.

User permissions for data fields, files and attachments

Such powerful configurability also applies to managing user permissions for data fields associated with the record types for both user-defined fields configured for your organisation’s needs and out-of-the-box fields.  Your contract management software system admins are afforded oversight over field-level access and alteration permissions for the user-friendly data fields. Furthermore, viewing privileges for relevant attachments (documents, files etc.) can be configured to an employee basis. Security groups and roles can be easily defined to establish permission levels for multiple users with identical access, viewing and/or alteration privileges.  As such, your team can stay on the same page regarding security groups by employee, department, contract type, field groups and more.

User permissions for contract management reports and dashboards

Contract management software system admins can configure contract management reports to display based on user permissions.  Your organisation can enjoy governance over how users and groups access reports.  Your contract management software system can be configured so that when a user views an ad-hoc report, the system will engage in automated filtering of which key report data is displayed to that user – based on their assigned permissions.

For example, if one of your users is set to only view contracts assigned to them or their department, the report visible to the user will reflect those user permissions, helping to ensure that unnecessary contract data does not end up in the wrong hands.

Your contract management software system administrators can assign user-friendly and visually engaging system dashboards for software users.  These contract management dashboards can help your users remain accountable with tasks, stay on top of key dates and milestones and quickly access contract management reports.  Dashboards can be assigned to users based on assigned employee roles or security groups.  As such, you can organise which dashboards your users see when logging in, based on the permission group.

Get started today with robust user permissions

The efficient, future-minded user permissions, features and innovations detailed above are just a snapshot of what the right contract management software solution can do for your organisation.  In addition to user permissions oversight, the top solution should serve as a unified suite for all of your source-to-contract management software needs.  The best solution for your needs is Contract Insight®.

Contract Insight from Four

Contract Insight is a cloud-hosted (SaaS) or deployed (on-premise) contract management solution.  The acclaimed platform is trusted by thousands of professionals for their contract management, legal document managementprocurement and sourcing needs.  Used by many Fortune 500 companies, Contract Insight gives you real time visibility into your contracts. It doesn’t just shore up your security; it will help you meet contract compliance regulations, centralise your contract management and improve your overall contract administration process.

For more information, contact John O’Brien, CEO at Four Business Solutions, global business consultants and software integrators providing business processes improvements in FinanceSupply Chain and Operations, across a broad range of industries.