Administrators have the capability to set granular, group-level permissions based on your internal business process. For example, you might want to allow all Recruiting Managers to access in-progress Offer Letters or give your Chief Financial Officer (CFO) view-access to all contracts in the Repository.
Note: You can @mention any user on Ironclad into a single workflow. This will give them permission to view that single workflow. *This action cannot be undone. In other words, once you @mention a user into a workflow, the ability for them to view that workflow cannot be removed.*
If a user is in multiple groups, they will have the highest level access of the combined groups. For example, if your CFO is a member of a Finance Leadership group and an HR Leadership group, she will have access to the workflows and records in both groups.
Administrators can manage three permissions for each user group:
- Starting workflows
- Workflow access
To change these permissions for a group, go to Company Settings → Groups → Edit Group from the top right-hand corner. Then you will see something similar to the following page:
Starting workflows allows you to choose which workflows are available for group members to launch from their Ironclad dashboard. We recommend starting by specifying what workflows are available for the default "Everyone" group (e.g. all users can launch Non-Disclosure Agreements) and adding groups for additional access (e.g. Enterprise Account Executives get "Start Workflow" access to Enterprise Services Agreements.)
Workflow access allows you to choose which in-progress and completed workflows are available for group members to view from their dashboard. For example, a Compliance Manager might need visibility into all in-flight Sales Agreements, even if they are not a designated approver. Once they have view access they would also be able to use key Ironclad collaboration features on these workflows, such as adding comments or updating documents. We recommend using this setting for any groups of users who need general oversight and visibility into a specific agreement type.
You can configure access to Ironclad Repository for different groups of users. For example, you might want to allow members of your People Operations Team to view existing signed Offer Letters, but restrict access to Sales Order Forms. Or, you may have a sensitive Demand Letter, that you only want litigators on your Legal Team to have access to.
From Group Settings, you can grant broad access to entire Record Types, allow the upload of new contracts, restrict access to Repository entirely, or allow access to be configured for individual records.
Configuring access to individual records is done directly in the Repository. For more information, see Repository Permissions and Access.