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Setting up Document sharing

It is possible to specify in a template the sharing permissions that should be applied to the generated document, either as a recommendation or as a committed action. This is done using an
Export field
:
{
Export sharing rule with type as "
type
", name as
value
, right as
"right type"
,
commit
as
true
 }
  • Type:
     "User" or "Group"
  • Value:
     User's identifier or Group name.
  • Right type:
     What rights the user or group should have on the Document. This can be:
    • Full: Users have full access to the Document
    • Write: Users can view, edit and delete the Document but cannot edit the Sharing permissions of the Document
    • Read: Users can only view the Document
    • None: Users cannot view the Document
  • Commit:
    “true” for committed sharing and “false” for recommended sharing. This is an optional parameter that will default to “false” if the value is not specified.
Recommendations must be confirmed by the user to take effect. Committed actions are applied to the document automatically.
The order of the sharing rules determines which sharing rule takes precedence if the same user is covered by several sharing rules. For example, if the sharing permissions grant Read access to the Commercial group and Write access to the Administrative group, and we have a user who is a member of both groups, user's access will depend on which rule is listed first. If the Commercial group rule is listed above the Administrative group rule, the user will have Read access. If the Administrative group rule is listed above the Commercial group rule, the user will have Write access.

Committed sharing

If the committed sharing rule adds a new rule for the User or Group which already has another sharing rule defined for this document, the new rule will replace the existing rule. Where the document already has existing sharing rules and new rules are added via export sharing rule functionality, the new rules will be added at the top of the sharing rule list.
Example
Let's say we have an administrative team which manages all NDAs that are generated in Contract Express. This team is set up as an internal group in Contract Express with the name AdminTeamNDA. To ensure this team has full access to all NDAs generated from the NDA template, add the following rule to the template:
{ Export sharing rule with type as "Group", name as "AdminTeamNDA", right as "Full", commit as true }

Recommended sharing with Search User function

When users are added to a questionnaire using the
Search User
 function (see Enabling company search in the template for more information about the search user function), it is possible to configure what permissions these users should have on the Document if these users do not already have these permissions. These settings will be displayed on the Document details page as sharing recommendations which can be applied to the Document.
If the exact sharing rule already exists, no recommendation will be created. The recommended rules will be added at the bottom of the list. If another sharing rule already exists for the same user or group, the previous rule will not be removed automatically. The user should review all permissions, remove duplications and update the order of the sharing rules manually.
Example
Let's say that we have a template which has 2 variables
Signatory1:id
 and
Signatory2:id
 which allows two signatories to be added to the questionnaire using the
Search User
 function.
To set the recommended sharing for each user we will first add the following to the template:
{ Export sharing rule with type as "User", name as Signatory1:id, right as "Write" }
{ Export sharing rule with type as "User", name as Signatory2:id, right as "Read" }
The above will recommend that Signatory 1 is assigned Write permissions and Signatory 2 is assigned Read permissions.
Now let's say our template is launched by a user John Doe and John Doe adds two signatories: Sally Peters as Signatory1 and Mike Allen as Signatory 2. If Sally Peters does not already have Write permissions and Mike Allen does not already have Read permissions on the Document, John Doe will see an information icon prompting him to review the sharing recommendations.
Sharing recommendations confirmation dialog box
On click, the sharing details will open in a drawer on the right-hand side and the recommendations will be highlighted in yellow:
Sharing recommendations user access accept/reject dialog box.
Here John Doe can choose to accept the recommendations which will apply the recommended settings to the Document. Once John Doe has accepted these settings, he will not see the recommendations again unless he changes this setting or the recommended setting in the template is updated.

This article applies to:

  • PRODUCT: Contract Express