Contract template permissions allow you to control who can sign contracts using a specific contract template and set financial limits for contract values. This is useful for managing approval workflows, ensuring proper authorization, and maintaining financial controls within your organization.
Accessing Contract Template Settings
To configure permissions for a contract template:
1. Click on the “Settings” button at the bottom left of the screen to reveal the settings panel.
2. Select "Contracts" from the Settings menu to open the Contracts page.
3. Click on the name of the contract template you want to configure to open the template details page.
4. Click the "**Edit**" toggle button in the top right corner to enable editing mode.
Note: You must have the "Access the Contracts settings" permission to access and modify contract template settings.
Configuring Signature Permissions (This will be it’s own article page).
Signature permissions control which users in your organization can sign contracts using this template. There are three permission modes available:
Permission Mode 1: Users with Sign and Send Permission
This mode restricts contract signing to users who have the "Sign and Send" permission in their role. This is the default and recommended setting for most organizations.
To use this mode:
1. In the editing mode, locate the "Signature Permissions" section.
2. From the "Restrict To" dropdown menu, select "Users with Sign and Send Permission".
3. Click the "Save" button at the bottom of the page to apply your changes.
Adding Exception Users: If you need to allow specific users to sign contracts even without the "Sign and Send" permission, you can add them to the Allowed Signers list:
1. Under the "Allowed Signers (Users who can sign without "Sign and Send" permission)" heading, start typing the name of a user in the "Select User" field.
2. Select the user from the dropdown menu.
3. Click the "Add" button to add them to the Allowed Signers list.
4. The user will appear in the table below. You can add multiple users by repeating these steps.
5. To remove a user from the Allowed Signers list, click the delete icon next to their name in the table.
6. Click the "Save" button at the bottom of the page to apply your changes.
Permission Mode 2: Only allow Specific Users
This mode restricts contract signing to only the specific users you designate. This is useful for templates that require approval from particular managers, executives, or authorized signers.
To use this mode:
1. In the editing mode, locate the "Signature Permissions" section.
2. From the "Restrict To" dropdown menu, select "Specific Users".
3. Under the "Specific Signers (Only these users can sign contracts)" heading, start typing the name of a user in the "Select User" field.
4. Select the user from the dropdown menu.
5. Click the "Add" button to add them to the Specific Signers list.
6. The user will appear in the table below. You must add at least one user to this list.
7. Repeat steps 3-5 to add additional authorized signers.
8. To remove users from the Specific Signers list, click the delete icon next to their name in the table.
9. Click the "Save" button at the bottom of the page to apply your changes.
Note: Only the users in this list will be able to sign contracts using this template, regardless of their role permissions.
Permission Mode 3: Anyone Can Sign
This mode allows any user in your organization to sign contracts using this template, regardless of their role permissions. Use this mode cautiously, as it provides no restrictions on who can execute contracts.
To use this mode:
1. In the editing mode, locate the "Signature Permissions" section.
2. From the "Restrict To" dropdown menu, select "Anyone Can Sign".
3. Click the "Save" button at the bottom of the page to apply your changes.
Note: This setting is not recommended for most organizations, as it removes all permission controls for contract signing.
Configuring Contract Value Limits
Contract value limits allow you to set a maximum total amount for contracts that can be signed using this template. This provides an additional layer of financial control, ensuring that high-value contracts require appropriate authorization.
Setting a Base Contract Value Limit
To enable contract value limits:
1. In the editing mode, locate the "Contract Value Limits" section.
2. Check the checkbox "Limit Contract Total Amount".
3. In the "Contract Value Limit" field, enter the maximum contract value.
4. Click the "Save" button at the bottom of the page to apply your changes.
Once this feature is enabled, users will only be able to sign contracts using this template if the total contract value is less than or equal to the limit you specified.
Note: The base limit applies to all users unless you set specific overrides (see below).
Adding User-Specific Override Limits
You can set custom limits for specific users that override the base limit. This is useful when certain managers or executives are authorized to sign higher-value contracts.
To add a user override:
Under the "User Override Total Amount" heading, start typing the name of a user in the "Select User" field.
Select the user from the dropdown menu.
In the "Override Limit" field, enter the custom limit for this user.
Click the "Add" button to add the override.
The user will appear in the table below with their custom limit amount.
Repeat steps 1-5 to add overrides for additional users.
To remove a user override, click the delete icon next to their name in the table.
Click the "Save" button at the bottom of the page to apply your changes.
If a user has an override limit, that limit will be used instead of the base limit when determining if they can sign a contract.
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