This topic will walk you through counterparty invitation permissions in Workflow Designer.
You can set group or user permissions to determine who can invite a counterparty to securely collaborate with your team using Ironclad Connect. When you invite a counterparty to work directly with you within Ironclad Connect, you can streamline your external conversations and feedback in one place.
Permissions only apply to workflows launched AFTER you configure the permissions.
Just like with Share and Download document permissions, changing workflow template permissions for counterparty invitations does not impact in-progress, completed, or archived workflows.
When you create a new workflow, you must adjust the permissions you want to be applied to the new workflow. The default is Basic Permissions. This mean that everyone at your company can invite counterparties.
- Configure Counterparty Invitation Permissions
- What Happens When a Counterparty is Invited to Ironclad?
Configure Counterparty Invitation Permissions
Counterparty permissions cannot be retroactively applied to workflows that have already been launched. Once configured for the workflow template, the permissions you configured are applied to newly launched workflows.
- In Ironclad, click Workflow Designer and select the workflow configuration you want to update.
- Click the Review tab, and then Settings.
- The default setting is Basic invite/share permissions > Everyone can always invite counterparties. To restrict this capability to admins, click the pencil icon the change this to No one except company admins can invite counterparties.
- To restrict invite permissions by group, select Group invite/share permissions > Add invite permission. Add a group for “Who can invite?” and then select Always, Never, or Only if certain approvals are completed.
- If you select Only if certain approvals are completed, you are prompted to identify Which approvals need to be completed? Select the approvals that need to be completed prior to the identified group being able to invite a counterparty to a workflow. If multiple approvals are specified, they must all be approved in order for the identified group(s) and user(s) to invite a counterparty.
- Once you complete conditional setups for your groups, you can create rules for all other groups and users. Without this, the default behavior is that groups or users for which no rule is created do not have permission to invite a counterparty.
What Happens When a Counterparty is Invited to Ironclad?
When you send a counterparty invite, you are enabling your counterparty to sign up for a free, separate, Ironclad Connect account. Counterparty users on Ironclad are never added to your Ironclad account. We maintain separate accounts and workflows to keep each company’s information private and confidential. This ensures each team has a shared place to collaborate, loop in the right stakeholders, send internal or external messages, and access the contract's external audit trail and activity history.
From their Ironclad Connect account, your counterparty will ONLY be able to see information, messages, documents, etc. that you elect to share with them. Then, they can take action using Ironclad features like Ironclad Editor, commenting, version comparison, etc.
From their portal, your counterparty workflow participants can easily stay informed on their workflows’ progress and status. This helps prevent lost or misplaced document versions and missed updates or action items. Real-time notifications and the Activity Feed ensure that everyone involved in the process has the most current information.
Counterparties can see the following metadata on their own, secure workflow page:
- Counterparty Name [You, the Ironclad Customer's, Name]
- Counterparty Contact Name [the workflow’s Workflow Owner]
- Counterparty Contact Email
- Contract Type
- Ready for Signature
- Workflow Complete
- Signer Name [External/Counterparty's Signer Name]
- Signer Email
- Paper Source
- Agreement Date [available at the Sign step]
- Sent Signature Packet [available at the Sign step]
- Signed PDF [available at the Sign step]