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License and users

Managing users

Every user in Contract Express has one of four user roles, available in Contract Express.

Roles in Contract Express

Role
Functions
Available tabs in Contract Express
User
Users can complete questionnaires and generate documents.
  • Matters
    (if enabled)
  • Documents
  • Tasks
    (if approvals or negotiation are enabled)
  • Contacts
    (if enabled)
Author
Authors can upload, test and control permissions on templates.
Authors can share published templates with users, who can then generate documents using them.
Authors can perform all actions, available for Users.
  • Matters
    (if enabled)
  • Documents
  • Tasks
    (if approvals or negotiation are enabled)
  • Templates
  • Contacts
    (if enabled)
  • Admin - selected sections only
Admin
Admins can add and manage users, groups and sites.
Admins can edit profiles and view analytics.
Admins can perform all actions available to Authors and Users.
Admins have administrative permissions over all templates and documents and can view all the documents within the license space.
  • Analytics
    (if enabled)
  • Matters
    (if enabled)
  • Documents
  • Tasks
    (if approvals or negotiation are enabled)
  • Templates
  • Contacts
    (if enabled)
  • Admin
Guest
Guests are invited to complete individual questionnaires, through either an invite or a public URL.
This is only available in sites that have been set up with Forms Based Authentication and where your license allows Guests.
None

Adding users to Contract Express

If there are unallocated users available in your license space, you can invite new users to Contract Express. The way of inviting new users depends on your authentication method.
Inviting users to license spaces with forms-based authentication
To add new user:
  1. Go to
    Admin
     >
    Users
    .
  2. Click
    Add user
     button.
  3. Enter parameters of a new user:
    1. Email address
       (this will be their username) - mandatory parameter.
    2. Name
       (Display name) - optional parameter.
    3. License type
       - select the user license type (see User license table for more information about user license types).
    4. Role
      .
  4. If it is required, assign new user to one or more groups using
    Add group
     button.
  5. Check
    Send email invitation to new user
     checkbox, if you want Contract Express to send an invitation to the new user. If left unchecked, the user will be added to Contract Express but will not be notified via email.
  6. Click
    Save
    .
Adding new user to Contract Express window.
If you have selected to send invitations to new 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.
Inviting users to license spaces using Active Directory
If you use Windows Authenticated mode for your license space, all users from your Active Directory can automatically use Contract Express.
Contract Express Administrator can share documents and templates with any Active Directory user. The users will have access to all templates and documents shared with them automatically upon their first login.
Users appear in the
Users
 list in
Admin
 >
Users
 section after their first login.
To configure user’s permissions in advance you can either:
note
When using Mixed Mode Authentication, you can invite users by clicking the 'Add User' button. For more information, refer to the Contract Express Enterprise Installation Manual.

Adding multiple users to Contract Express

Contract Express allows importing multiple users from a file.
To add multiple users from a file:
  1. Go to
    Admin
     >
    Users
    .
  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, you may define one of the Contract Express roles for users (Admin/ Author/ User). If left empty, Contract Express will automatically assign User role to the users.
    4. User License Type
       - optional parameter. If left empty, Contract Express will allocate a default license type. You can change this later.
    note
    Do not delete any columns from the file, even if you leave them empty, as Contract Express requires these columns to create users correctly.
  5. Go to
    Admin
     >
    Sites
     again and click
    Import users
     button.
  6. Select the site, for 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. If left unchecked, the users will be added to Contract Express but will not be notified via email. 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.

Changing user roles and license types

To change a user's role or license type:
  1. Go to
    Admin
     >
    Users
    .
  2. Click on the username for the required user.
  3. In the opened panel, select another role or license type and click
    Save
    .

Deleting users

To delete a user:
  1. Go to
    Admin
     >
    Users
    .
  2. Check the user you want to delete in the list.
  3. Click
    Delete
     button.

Document permissions

These are applied to Documents which have been generated. For these permissions to apply, the user in question must have at least Read permissions on the template. As with Template permissions, the Admin role always has Full permissions.
The None option is used to expressly remove permissions from a user or group. Where multiple entries give a user more than one Access Level, the occurrence highest in the access list will take precedence.
Permission level
Read
Write
Full
View properties
Yes
Yes
Yes
Download Document as pdf
Yes
No
No
Download Document as Locked .docx
Yes
No
No
Download Document as .docx
No
Yes
Yes
View Questionnaire
Yes (read-only)
Yes
Yes
Edit Questionnaire
No
Yes
Yes
Delete Document
No
Yes
Yes
Edit permissions
No
No
Yes
Request/Revoke Negotiations
Yes
Yes
Yes
Clone Document
Yes
Yes
Yes

This article applies to:

  • PRODUCT: Contract Express