This topic will provide you with a conceptual understanding of Repository permissions.
Administrators can grant groups of users view and edit access to different contract records. A user has edit or view access to a record if they are a member of a group with edit or view access. You can see which groups have access to a record at the bottom of the Preview Panel.
There are two ways to configure group permissions for the Repository:
- Per-Record Permissions: Administrators can grant groups access to certain records. For example, there may be a set of NDAs that the Sales Team should have access to, and a separate set of NDAs that the Partnerships Team should have access to. Using per-record permissions, the administrator can grant each group the appropriate access.
- Record Type Permissions: Administrators can grant groups access to all records of a certain type. For example, they may grant view-only access to your People Operations Team for Offer Letters. They may also grant edit access to the Legal Team for all types of contracts.
Administrators can enable per-record permissions for a group by clicking their name in the top right corner, and the navigating to Company Settings > Groups > Edit Group. In the Repository section, select Choose access rights for specific Records and Record Types, and choose whether users in this group should be able to upload new contracts.
Some groups may have record type permissions (the administrators group, for example). This is indicated by the Change Group Access button being disabled. To configure access for these groups, refer to Record Type Permissions below for more information.
If you want to edit Repository permissions in bulk, refer to Bulk Edit Repository Permissions.
In the Repository, administrators can adjust a groups’ permissions for any given record that they search for and open.
Administrators can grant groups access to all records of a certain type in Group Settings. You can accomplish the same thing with per-record permissions, but record type permissions can be helpful for groups that should have fairly unrestricted access to contracts. For example, the Legal Team may be granted access to all contract types.
In most cases, we recommend using per-record permissions since they allow for more flexibility.