This article will provide you with a conceptual understanding of Repository permissions.
Repository Group 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.
Configure Repository Group Permissions
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.
Per Record Permissions
Group Permissions
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 two options display:
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Allow users to upload new contracts of any type: If this option is selected, users from this group will be able to upload contracts of any type to the Repository.
NOTE
If this setting not selected, but the group still has view, edit, and create access for a particular record type, users in that group will still be able to upload records with that specific record type they have access to. - Select additional permissions for each Record type: In addition to per record access, this option, when selected, enables you to add additional permissions for each record type.
Some groups may have record type permissions (the administrators group, for example). This is indicated by the Change Group Access 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.
Conditional Record Access
You can assign groups and users conditional access to records generated from specific workflow configurations through Workflow Designer. For example, in the workflow below, there is an access condition based on the question, “Does this document require signature?” When the answer is “No”, no additional groups/users are granted access to the record. When the answer is “Yes”, an additional group/user is granted access to the record. If at any time the answer is changed, the group/user will be added to or removed from access to the record accordingly.
To learn more, refer to Configure Workflow and Record Access in Workflow Designer.
Repository
In the Repository, administrators can adjust a groups’ permissions for any given record that they search for and open.
Record Type Permissions
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.