Manage Admin, Standard, and Viewer Users – Ironclad

This article will walk you through how to manage Admin, Standard, and Viewer users. If your plan includes Requester users, refer to Manage Admin, Standard, and Requester Users.

Ironclad assigns a user a seat based on the permissions they have through their group membership and assignments within Workflow Designer such as approver assignments. To change a users seat type, you need to understand the seat type they currently are and the permissions you want to enable/disable that will result in the desired seat type. To learn more about user seat types and how to find a user’s seat type, refer to the User Seat Types Overview.

FAQs

Where can I view a user’s seat type?

To view a user’s current seat type, click on your profile icon located in the top right corner of Ironclad. Navigate to Company Settings > Users. A user’s current seat type is listed next to their name.

How do I determine why a user is designated their current seat type?

To understand why a user is assigned their current seat type, you can click their name to open the User Details panel. Click the User Seat Type tab.

In this panel, you can view all permissions and group assignments that determine the user’s current seat type. The panel is divided into three sections: Administrator, Standard, and Requester/Viewer. Expand each section to see which groups the user belongs to and how those memberships contribute to their permissions. To update a user’s group assignment, click the group name to navigate directly to the group’s page and make any necessary changes.

If I update a user’s permissions, will this impact their seat type?

Yes, if applicable! Ironclad assigns a user a seat based on the permissions they have through their group membership and assignments within Workflow Designer such as approver assignments. When you update a user’s permissions, it could potentially change their seat type.

Manage Viewer Users

Viewer users have the least amount of access. This is great for team members that need ongoing visibility into contract workflows and completed records, but don’t actively participate in submission, editing, and approval. Viewers include any user that only has permission to view, comment, or sign contracts.

There are a variety of common Viewer users including:

Accounts Payable and Customer Success teams that view completed Sales and Vendor contracts
Managers and Directors that want visibility into their team’s active contracts
C-Suite Executives that sign off on high value contracts, but don’t typically approve the contracts

Viewer User Functionality
View contract requests
View the Repository
Comment (both in documents and the Activity Feed)
Sign contracts assigned to them

Assign a User Viewer Permissions

Click on your profile icon located in the top right corner of Ironclad. Navigate to Company Settings > Groups.

Click on the Everyone group, and then click Configure Group. Update the permissions to the following:

Permission	Setting
Insights	Select any option.
Ironclad Editor	Select Comment only.
Playbooks	Select View or None.
Repository	Select any option except for View, edit, and create access to all record types (current and future). If you select Choose access rights for specific Records and Record Types, the Allow users to upload new contracts of any type checkbox must remain unselected.
Starting Workflows	Select Comment only.
Workflow Access	This dropdown must be blank.
Users & Groups Administration	Select No.
Workflow Designer	Select No Access to Workflow Designer.
AI Assist	Select No.

Click Save.
Verify that Standard users are assigned the appropriate permissions in a group other than the Everyone group.
Click Groups.
Click Create Group.
Enter a descriptive name and click Save.
Click Configure Group.
Update the group’s permissions.

Manage Standard Users

Generally, a majority of your users are Standard users. These are your team members that actively participate in submitting or requesting contracts, editing and redlining agreements, approving workflows, etc.

There are a variety of common Standard users including:

Sales, Marketing, Procurement, Engineering, and other contract submitters and requestors
All contract reviewers, editors, and approvers (such as Legal, Deal Desk, and Finance)
Managers, Directors, and other Segment Leaders that approve contracts or gather signatures, based on your company’s policies

Any user with permissions greater than a Viewer, but less than an Admin is a Standard user.

Standard User Functionality
Submit, request, and track contracts
View or edit the Repository
Comment
Sign and manage signatures
Negotiate and redline agreements
Approve contracts
Build Insights reports
Archive workflows
Use AI Assist

Create a Group and Edit the Group’s Permissions

A common way to manage Standard users is to create a group for each department and give each group per-workflow access to department-specific contracts and records. For example, you can create a Sales group and grant them access to start Sales agreements.

Click on your profile icon located in the top right corner of Ironclad. Navigate to Company Settings > Groups.
Click Create Group.
Enter the department’s name and click Save.
Click Configure Group.
Update the group’s permissions. You can give the group almost any permission, as long as the Workflow Designer and Playbook permissions remain as follows:
- Workflow Designer: No Access to Workflow Designer
- Playbook: View or None

Manage Admin Users

Administrators are users that have access to edit your workflow configurations, integrations, users, and system settings.

There are a variety of common Admin users including:

Legal, Legal Ops, and Procurement team members that manage workflow configurations and clause playbooks
IT and Business Applications team members that manage users, groups, and SSO set up
Operations team members that manage a commonly used integration (such as Sales Ops for Salesforce)

Admins include any user in the “Administrator” group, plus users with one or more admin permissions. To learn more about the Administrator group, refer to the Administrator Role Overview.

Admin User Functionality
View contract requests
Access the Repository
Comment (both in documents and the Activity Feed)
Sign contracts they are assigned to as a signer
Submit and track comments
Negotiate and redline agreements
Approve contracts
Manage workflows, clauses, and templates
Manage permissions and settings
Manage users and groups

Assign a User to the Administrator Group

Users in the “Administrator” group are automatically given all Admin permissions.

Click on your profile icon located in the top right corner of Ironclad. Navigate to Company Settings > Groups.
Click on the Administrator group, and then click Add Users.
Search for and select the user you want to add. Click Add.