The document discusses sample contract management roles and user access within a contract management system. It describes four main roles - Administrator, Contract Manager, Contract Author, and Contract Reader - along with the different access permissions associated with each role. It also explains how users can be assigned to multiple groups, and inherit all permissions from those groups, to control granular access to contracts and information within the system.

1. Contract Management  Law Firm Management  Managed Services  Custom Development
Rippe & Kingston Systems, Inc. | 1077 Celestial Street | Cincinnati, Ohio 45202-1696 | 513.241.1375
www.contractguardian.com • www.rippe.com
Sample Contract Management Roles
1. Administrator
Total contract management system control is typically provided to only a couple of individuals that need to support/control the
system. In addition to having the ability to perform every contract related task, this role also provides the ability to maintain
supporting information like security, creation of roles, assignment to groups etc. This would be the highest level of access.
2. Contract Manager
The Contract Manager role is recommended for very active contract management users. The Contract Manager role allows the user
to view contract files and information the user has been granted permissions to see. Contract Managers can also, add to and edit
information within the contract repository, create custom fields, define new contract types, and create new contract items. This
includes replacement of contracts and any supporting attachments. This role enables the editing of the metadata associated with a
contract, creation of tasks, linking agreements etc. The Contract Manager role can do everything except corporate security. This
would be for high level users that create/delete/edit contracts.
3. Contract Author
The Contract Author role allows users to view contract files and information the user has been granted permissions to see, as well
as, the ability to “add to” a new contract. A user with the Contract Author role has the ability to add attachments and notes, critical
dates and other information related to a contract. Authors can view all associated information related to a Contract. This same role
would typically be appropriate for the contract originator, contract reviewer and contract approver. They would not be able to
define new contract types, define security, etc. This would be the most common level of access for users that actively participate
in the contract/document management process.
4. Contract Reader
The Contract Reader role includes the permissions to read only access to all information for contracts they are authorized to view.
This normally would include the reporting options. This role is for the occasional user or a user that you do not wish to have any
editing capabilities.
User Access Audit Reporting
A complete detailing of permissions and access is available directly from the User Profile. In addition, one can perform filters from
the Contracts Grid queries and generate Reports to identify the specific documents (contracts).
Note: Contract Guardian allows the creation of unlimited roles, groups and even organizations. A role can be given a series
of permissions like add contract, change contract, etc. A group can have one or more roles. A user can be a member of one
or more groups. Therefore, a user gains the permissions based on the groups that they are a member. The following are
suggestions for your contract management role permissions and names. The role descriptions shown below are just
examples. You can create an infinite number or roles and associated permission to match your organizations needs and
naming conventions.

2. Contract Management  Law Firm Management  Managed Services  Custom Development
Rippe & Kingston Systems, Inc. | 1077 Celestial Street | Cincinnati, Ohio 45202-1696 | 513.241.1375
www.contractguardian.com • www.rippe.com
Contract Management Role Relationship Illustration
User 1 is a member of Group 1 and Group 2. Since a user inherits all of the permissions of group they are a member; User 1 has
permissions 1-8.
Users 2 & 3 are members of Group 1 and have permissions 1-6.
Note: Roles can be assigned for a single or multiple organizations. Therefore, you can establish a group that crosses all or some of
your organizations and define access/security with one assignment of a user to a group.
Organization
Group 1
User 1 User 2 User 3
Role 1
Permission 1 Permission 2
Permission 3 Permission 4
Role 2
Permission 5
Permission 6
Group 2
Role 3
Permission 7 Permission 8
User 1
User: Can be a member of more
than one group. User inherits
the permissions of each group.
50+ separate permissions are
available with infinite combinations
for groups and roles