This article will give a detailed overview of the User Management Definitions available within Gatekeeper when setting up your user base, including roles and permissions.
Estimated Read Time: 4 Minutes
Sections in this article:
For steps on how to manage users in Gatekeeper, please read User Management.
This article will provide a description of each of the available user management definitions within Gatekeeper.
%20(1)%20(1)-png.png?width=688&height=636&name=Edit-User-Gatekeeper%20(1)%20(1)%20(1)-png.png)
To learn more about the user management definitions, watch the tutorial or see the tables below:
Roles
Roles define what actions the user can perform when navigating Gatekeeper.
| Role | Description |
| Administrator | Write access. They can add, delete, and edit data. |
| Collaborator | Read-only access. They can perform some actions, such as adding messages or files. See Collaborative functions for a full breakdown of what actions they can perform. |
| Custom* | Role Based Access Controls (RBAC) defines custom roles. This 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 Contracts and Vendors, 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 i.e. which records they have access to.
| Permission | Description |
| All | Users can see all Contracts and Vendors in your tenant. |
| Own Team | Users can only see Contracts and their associated Vendors based on their Team. |
| Owned Only | Users can only see objects that they are explicitly set as an Owner of. |
Workflow Groups
Workflow Groups are used to set ownership within specific 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 Workflow Authorisation Overview.
eSign Permissions
eSign Permissions determine which users can send a document for eSign, and who can be set as a Signatory.
| eSign Permission | Description |
| eSign Sender | Allows this user to send documents for eSign. |
| eSign Signer | Allows 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 Permission | Description |
| Users* | Enables a user to manage user access rights and permissions in Gatekeeper (including their own access). |
| Configuration* | Grants access to the Configuration area, allowing them to amend the settings in Gatekeeper. |
| History | Grants 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. |
* These additional permissions are only available to users who have the Administrator Role and the All Permission.