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.

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 Workflow Edit Permissions. To learn more about the administrator role, 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.

Image of the Administrator Group in the Groups list.

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

Assign a User Workflow Designer Permissions

You can give users outside of the Administrator group access to edit and update workflows without giving them system-wide Admin privileges.

Click on your name located in the top right corner of Ironclad. Navigate to Company Settings > Users and Groups > Groups.
Click on the group you want to give Workflow Designer access, and then click Edit Group.
Locate the Workflow Designer dropdown and select one of the following:
1. If you want the user to access all workflow configurations, select Ability to create and edit all workflow configurations.
2. If you want your user to only access specific workflows, select Ability to view and edit specific workflow configurations.

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 name located in the top right corner of Ironclad. Navigate to Company Settings > Users and Groups > Groups.
Click Create Group.
Enter the department’s name and click Save.
Click Edit 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 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 name located in the top right corner of Ironclad. Navigate to Company Settings > Users and Groups > Groups.

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

Permission	Setting
Starting Workflows	This dropdown must be blank.
Workflow Access	Select any option.
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.
Workflow Designer	Select No Access to Workflow Designer.
Ironclad Editor	Select Comment only.
Playbook	Select View or None.
Insights	Select any option.
AI Assist	Select No.
Users & Groups Administration	Select No.

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