Before generating documents, Avvoka needs to understand who is involved and how they’ll interact with the contract. This is managed through editing Parties, Roles, and Permissions for each Template in the Parties tab in the left sidebar
What are Parties and Roles?
Parties represent the different groups involved in a transaction - like a “Borrower” and a “Lender” in a loan agreement. These are high-level labels that group users together based on their relationship to the document.
Roles define the specific function of a person within a Party - such as a “Lawyer”, “Director”, or “Signatory”.
Each Template must include at least one Party and one Role before it can be saved. These settings determine who can view, edit, sign, or send the document once it's generated.
When do I need to customise Parties and Roles?
Most users don’t need to edit the default setup. By default, a new Template includes one Party and one Role - this is sufficient if your team is just generating documents from a questionnaire.
You should customise Parties and Roles if you:
Will be negotiating or editing the document live on Avvoka
Need to control who can sign, approve, or comment
Plan to share the document with counterparties
In general, Party A should reflect your internal team - usually the law firm or business team generating the document. You can rename the Party to match your context (e.g. “Company A” or “Legal Team”) to keep things clear.
The “Parties” section is located directly below the “Template details” section in the Settings tab. By default, the first party will be "Party A".
If you would need to make an edit to the Party name or add any permitted domains, you can click on the "..." on the top-right side of the Party you wish to edit.
From here, you can change the name of the Party to the document. For example, on a loan agreement, one Party might be the Borrower and the other, the Lender. Please note this Party field is used to assign a generic label or grouping on the relevant Template and shouldn’t be used to add the actual names of a legal Party to the Template.
You may also add any domains that are permitted to access the document. As an example, you can add "avvoka.com" as a permitted domain. Please note that when adding domains, you have to omit the "@" sign.
Within the Party modal, you can find the Role section. The Role of a user determines how the generated document is accessed. To edit the permissions of a Role, you can click on the three dots on the right side of the role.
General Role Settings
This will open a modal that allows you to change the rights or permissions of that role. By default, the edit rights will be "Questionnaire" and the first role will always be the "Controller" and "Author" of the document.
The "Controller" of a document can manage comment resolving, sending of documents to other parties, taking control of the document when returned by a counterparty and request e-signatures of the document.
The "Author" of a document takes charge of the document when first generated.
Edit Rights
View | Users with this right are only allowed to view the generated document and are unable to edit the document. |
Questionnaire | Users with this right can answer the associated questionnaire and view the document. |
Comment | Users with this right can answer the questionnaire, view the document and leave comments |
Edit | Users with this right are able to do all of the above and has the authority to make changes to the text within the document. |
Advanced Role Settings
Just beside the General Tab of the modal, there is the Advanced Role Settings. This allows more specific details to be added to the role. Here you can add a default email address and name for the role.
Role Security / Permissions
The "Disable name and email changes" toggle prevents any changes being made to the given name and email address of added users to the document.
The "Prioritise Profile rights" toggle, allows users that have default document permissions at a profile-level to be prioritised over the template's.
The "Default Role for New Participants" toggle (will always be turned on for the first role), allows new participants to be automatically added to this role.
The "Comment Manager" toggle, allows the current role to manage and moderate any comments.
If any new Roles are to be added, this can be done by clicking on the "Add Role" button just below the first Role.
To add new parties, the toggle "Allow the document to be shared with external users" must first be enabled.
