User Management
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      User Management Definitions

      This article will give a detailed account of the User Management Definitions available within Gatekeeper when setting up your userbase.

      For background, please read the User Management guide.

       

      The following will provide a description of each of the available user management definitions within Gatekeeper.

      1. Roles
        1. Administrator
        2. Collaborator
        3. Custom (Role Based Access Control)
        4. Employee Portal Only (Requires Employee Portal Module)
      2. Permissions
        1. All
        2. Own Team
        3. Owned Only
      3. Workflow Groups
      4. eSign Permissions
        1. Sender
        2. Signer
      5. Vendor Permissions
        1. Global Vendor Administrator
        2. Global Vendor Collaborator
      6. Additional Permissions
        1. Users
        2. Configuration
        3. History
        4. Reports
        5. Workflow Administrator

      Roles

      Roles define what the user can perform when navigating Gatekeeper.

      Role Description
      Administrator Write Access. Add, Delete and Edit data.
      Collaborator Read Only Access. Collaborators have restricted access but maintain the full range of Collaborative functions.  
      Custom* RBAC, or 'Role Based Access Controls,' defines custom roles. It gives a greater level of granularity to user permissions. 
      Employee Portal Only** This provides a more restrictive level of access. Users have minimal visibility of Contract and vendor objects but can 'Submit Requests' via the Employee Portal.

      * RBAC is included in all Enterprise Plans and can be purchased as an additional module for Contract Now, Pro, and Essentials Plans.

      ** This requires the Employee Portal add-on module. For further information, please speak to your Account Executive or CSM.

      Permissions

      Permissions define what a user can see when navigating Gatekeeper.

      Permission Description
      All Users will be able to see all Contracts and Vendors in your tenant
      Own Team Users will only be able to see Contracts and their associated Vendors based on their Team
      Owned Only Users will only be able to see objects that they are explicitly set as an Owner of

       

      Workflow Groups

      Workflow Groups are used explicitly to set ownership within workflow phases. They can be set up as static groups of users. For example, the 'IT Team' Workflow Group may contain all IT Team members who are required to interact with an explicit phase within a Workflow. 

      For additional information on the difference between standard permissions and workflow permissions, see this article.

      eSign Permissions

      eSign Permissions enable the ability to set both who can send a document for eSign, as well as who can be set as a Signatory.

      eSign Permission Description
      eSign Sender Provides the ability for this user to send documents for eSign
      eSign Signer Provides the ability for this user to be set as an authorised signatory within eSign

      Vendor Permissions

      Vendor permissions allow users to view vendor records without providing access to the related contract records. 

      Vendor Permission Description
      Global Vendor Administrator This user will have administrator (read/write) privileges to all vendor records.
      Global Vendor Collaborator This user will have collaborator (read) privileges to all vendor records.

      Additional Permissions

      This area enables a user to be provisioned with additional permissions.

      Additional

      Additional Permission Description
      Users* Enables a user to manage user access rights and permissions in Gatekeeper (including their own access)
      Configuration* Please see our guide on the full range of Configuration options available.
      History Enables a user to access an unrestricted history of all user activity in Gatekeeper.
      Reports Enables a user to run and export reports on all data within Gatekeeper.
      Workflow Administrator Enables a user to manage all Workflows within Gatekeeper.

      * Only available to users whose Role + Role Permissions = Administrator + All