Enterprise Contract Assembly enables you to define the authorizations for various user groups. Depending on the authorizations that are provided, users can perform various operations.
The authorization administrators have all the authorizations required to perform all the operations. They can also create authorizations based on different business requirements and assign these authorizations to the user groups. This ensures that the end users have access to the relevant objects.
The authorization administrators should create at least one authorization for the end users who work with either of the objects: virtual documents, templates, or text blocks.
Following is a list of frequently asked questions related to authorizations:
· With Write operation, what all permissions are granted to the end users?
With Write operation, the end user gets read, create, update, and delete permissions on the selected business object.
· Do I need to create authorizations for users who create virtual documents?
No, you do not need to create authorizations for users to create virtual documents. However, you can create authorizations for the end users who want to view or update the virtual documents. Refer to Create Authorization For a Virtual Document for more details.
· What permissions are granted to users for different business actions in a virtual document?
Business Action
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Permissions
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Also Includes Permissions for the Following Business Actions
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Edit
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User can:
· Edit the virtual document using the Edit button
· Edit properties of the virtual document
· Refresh the variables
· Use the show library feature
· Create new virtual documents
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View and Download as PDF
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Edit Input Field
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User can:
· Edit input fields in the virtual document
· On saving of the virtual document, the status of the virtual document is changed
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Set to Final
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User can use the option Set to Final to move the virtual document to the status Final.
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Edit Final
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Edit the virtual document that is in the status Final.
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Edit, Edit Input Field, and Set to Final
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Expert Edit
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Edit all the aspects in the virtual document and edit variables.
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All
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· With Read operation, can the user view virtual documents in all the statuses?
No, the user can only view the virtual documents that have status matching with the authorization.
· Can a user modify the description of a virtual document with read permission?
No, a user cannot modify virtual document description with read permission.
· Are all the fields mandatory in a virtual document authorization?
The fields Access Level of Legal Transaction and Access Level of Legal Document are optional. If you do not choose any values for these fields, the user gets full access for access level.
· How are permissions granted to users based on the values selected for all the fields in a virtual document authorization?
The created authorization is applicable to the combination of values selected for all the fields. This means a user gets permission to access a virtual document only when the combination of values for all the fields matches between the authorization and the virtual document.
Refer to Create Authorization For a Virtual Document to see an example implementation.
· With Write operation, can the user view virtual documents with any of the statuses?
The user can see virtual documents based on the statuses that are selected by default. Refer to Create Authorization For a Virtual Document to see the complete list of all the statuses.
· What business actions are available in a a virtual document authorization where Read is selected as an operation?
View and Download as PDF are the available business actions and are selected by default in a virtual document authorization where read is selected as an operation.
· I cannot select any status while trying to create a template authorization. What should I do?
Values in the field Status are populated by default and cannot be edited. Refer to the table below for more details:
Operation
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Business Action
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Status
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Meaning
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Read
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Full Read
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All
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You can view templates with any of the statuses.
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Read
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Restricted Read
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Released
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You can view templates with the status Released.
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Write
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All
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All
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You have write permission for templates in all the statuses.
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· If no authorizations are created for templates, what does the end user see in the Manage Legal Templates app?
The users can not see any templates. The filters will be empty too. The filters and the list view in the Manage Legal Templates app displays information as per the created authorizations.
· The user is not able to select governing law while creating a template. What should the user do?
Governing law is disabled until user selects the content type. After the content type is selected, relevant governing laws are listed and available for selection. The governing laws are listed as per the configured authorizations.
· Can the end user see all the governing laws and content types in the filters available on the app Manage Legal Templates?
No, the user can only see the governing laws and content types in the filters to which they have access. The results are displayed based on the combination of governing laws and content types.
· Who can view version history of templates?
The users who have read permission for the templates can view version history for the templates.
· Governing law can be changed for a new version of the template. Will a user have the same permissions on the new version of the template even if the governing law has changed?
No, the user needs to have relevant permissions for the updated governing law to access the template.
· What permissions are needed to delete a template?
The user needs write permission on all the versions of a template to delete it. Different versions might have different governing laws. The user needs relevant permissions on all the governing laws to delete a template. This is also applicable for archiving and reopening a template.
· If no authorizations are created for text blocks, what will the end user see in the Manage Text Blocks app?
The users will not be able to see any text blocks. The filters will be empty too. The filters and the list view in the Manage Text Blocks app displays information as per the created authorizations.
· Are text block authorizations dependent on governing laws?
No, the text block authorizations are only dependent on text block type and text block clause.
· Are the permissions separate for creating clauses and signatures?
Yes, the permissions are separate. Suppose a user has write permissions on just clauses, then the user cannot create text blocks of type signatures.
How templates and text blocks behave for different combinations of the authorizations assigned to them?
The following table lists behavior of the templates and text blocks in the apps Manage Legal Templates and Manage Text Blocks:
Permission on Template
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Permission on Text Block
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Behavior in the App Manage Legal Templates
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Behavior in the App Manage Text Blocks
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Read
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Read
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Templates and text blocks can be viewed but cannot be modified.
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Text blocks can be viewed but cannot be modified.
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Read
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Write
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Templates and text blocks can be viewed but cannot be modified.
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Text blocks can be viewed and modified.
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Write
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Read
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Templates and text blocks can be viewed. The template can be edited but the read-only text blocks cannot be modified.
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Text blocks can be viewed but cannot be modified.
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Write
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Write
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Templates and text blocks can be viewed and modified.
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Text blocks can be viewed and modified.
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No authorizations configured
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Read
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Templates are not visible.
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Text blocks can be viewed but cannot be modified.
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No authorizations configured
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Write
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Templates are not visible.
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Text blocks can be viewed and modified.
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Read
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No authorizations configured
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Templates can be viewed but the text blocks will be greyed out.
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Text blocks will not be visible.
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Read
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Some text blocks have read permission, and some have write permission assigned
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Templates and text blocks can be viewed but cannot be modified.
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Text blocks with write permission can be viewed and modified.
Text blocks with read permission can be viewed but cannot be modified.
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Write
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No authorizations configured
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Templates can be viewed and modified, but the text blocks will be greyed out.
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Text blocks will not be visible.
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Write
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Some text blocks have read permission, and some have write permission assigned
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Templates can be viewed and modified.
Text blocks with write permission can be viewed and modified.
Text blocks with read permission can be viewed but cannot be modified.
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Text blocks with write permission can be viewed and modified.
Text blocks with read permission can be viewed but cannot be modified.
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Note: If a user has write permission on the template and has read permission or no access to any of the text blocks in the template, then the template opens in read-only mode.
