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License and users

Managing sites

Contract Express allows setting up multiple sites, apart from the main site. All these sites can have different look and feel, and their users can access only their allocated site and corresponding templates and documents.

Creating sites

To create a new site:
  1. Go to
    Admin
     >
    Sites
    .
  2. Click
    Add site
     button.
  3. Fill out the details for the new site:
    1. Site name
       - name for the new site, mandatory field. Note that the Site name should be unique and cannot be the same as the name of any existing Groups. It is not possible to change the Site name after you save the site.
    2. Site description
       - optional description of the site, visible only for Administrators.
    3. Select a
      Theme
       for the site, for details see Managing Contract Express look and feel with themes.
    4. Select
      Document deletion
       mode for the site, for details see Managing actions availability based on documents’ statuses.
  4. Define site users and groups, see Adding users to sites manually and Adding groups to sites.
  5. Configure welcome screen for the site, see Customising site welcome screens.
  6. Click
    Save
    .
Site configuration screen.

Adding users to sites manually

Contract Express allows adding users manually or in bulk.
To add users to a site manually:
  1. Go to
    Admin
     >
    Sites
     and select the required site.
  2. Click
    Add users
     button.
  3. Enter parameters of a new user:
    1. Email address
       (this will be their username) - mandatory parameter.
      note
      For Windows Authenticated instances, typing the first three letters of the username or Active Directory group will initiate a search.
    2. Name
       (Display name) - optional parameter.
    3. License type
       - select the user license type to be allocated (see User license table for more information about user license types).
    4. Role
       - you can add only Users to a site.
  4. Click
    Add user
     button to add another user
    Adding users to a site.
    .
  5. Check
    Send email invitation to a new user
     checkbox, if you want Contract Express to send an invitation to the new users. Use
    Additional information
     field, if you want Contract Express to add some information to the standard invitation email.
  6. Click
    Apply
     to save the list of users.
  7. Save the site settings, clicking
    Save
    .
If you have selected to send invitations to users, they will receive an invitation email with a link to join, with 28 days to follow through on the invitation before the link expires.

Adding users to sites in bulk

Contract Express allows importing multiple users from a file.
To add users to a site from a file:
  1. Go to
    Admin
     >
    Sites
    .
  2. Click
    Import users
     button.
  3. In opened panel click
    Download sample file
     and save the sample .xlsx file on your disk.
  4. Enter the list of users into the sample file. For every user you should define:
    1. Email
       - mandatory parameter.
    2. Full name
       - optional parameter, Contract Express will use this name in the invitation email.
    3. Role
       - optional parameter.
    4. User license type
       - select from dropdown.
    note
    Do not delete
    Full Name
     column from the file, even if you leave it empty, as Contract Express requires this column to create users correctly.
  5. Go to
    Admin
     >
    Sites
     again and click
    Import users
     button.
  6. Select the site to which you want to add users.
  7. Check
    Send email invitation to a new user
     checkbox, if you want Contract Express to send invitation to the new users. Use
    Additional information
     field, if you want Contract Express to add some information to the standard invitation email.
  8. Drag and drop the file with users to the dedicated area or browse for it.
Form for uploading file with users.
If you have selected to send invitations to users, they will receive an invitation email with a link to join, with 28 days to follow through on the invitation before the link expires.

Adding groups to sites

Contract Express allows creating groups for sites. Site’s groups are specific to and available only within that site.
To add a group to a site:
  1. Go to
    Admin
     >
    Sites
     and select the site.
  2. Click
    Add group
     button.
    note
    Add group
     button is available only if you have allocated users to the site.
  3. Define
    Group name
    .
  4. Add
    Group members
    . You can add users or other groups from this site to the group.
  5. Click
    Save
    .

Customising site welcome screens

Contract Express allows configuring customised welcome screen for every site.
To customise the welcome screen for the site:
  1. Go to
    Admin
     >
    Sites
     and select the site.
  2. Change the welcome screen settings in Welcome screen customisation section.
  3. Click
    Save
    .

Editing sites

To edit a site:
  1. Go to
    Admin
     >
    Sites
     and select the site.
  2. Make the required changes. Note that site name is not editable.
  3. Click
    Save
    .

Deleting sites

  1. Go to
    Admin
     >
    Sites
     and check the required site.
  2. Click
    Delete
     button and confirm the deletion.
note
When deleting a site, note that this will also delete all users and groups within the site. All Documents generated by users in that site will be retained until deleted by an admin or via automatic deletion, if enabled. For more information about Document deletion mode, see Managing actions availability based on documents’ statuses.

Using Contract Express from a subsite

Users should be added to subsites by the Administrator in
Admin
 >
Sites
 section, see
creating sites
 section for more details on creating subsites.
Upon logging in, members of a subsite will automatically be directed to the specified subsite.
Users may only be members of one subsite at any given time. Users may be moved from one subsite to another by the Administrator in
Admin
 >
Sites
 section by removing the applicable user from the old site and adding them to the new site.

This article applies to:

  • PRODUCT: Contract Express