User Roles and Rights
What is it?
Avvoka is a modern CLM tool with many features and capabilities out of which online collaboration is one. When two or more people are working on a platform together, certain roles and rights are defined to set ground rules between the users. To provide efficient online collaboration to users, Avvoka has designed roles and rights on the platform which are not only powerful and customizable but also easy to configure and set.
Why is it needed?
On any document, there are likely to be classes of individuals who interact with it. These individuals are likely to need different rights on the documents, depending on their function.
Roles on Avvoka provide a way of categorising these groups of individuals into named clusters
Each role can have unique rights on the document on Avvoka
Depending on their seniority/remit, certain roles might be limited to only adding other roles of their kind or certain specified roles
Document rights on Avvoka:
It is important to understand document rights on Avvoka, which are basically of four types:
Sign / completion rights
Invite rights
Edit rights
Controller
Each role on the document is set up with default rights for this particular grouping which means that when a user is added to this role category, then they will inherit the default document rights created for them. Refer to this article to learn more about document rights on Avvoka.
The following is a list of the new invite rights you can set on Avvoka:
Invite Rights | Description |
All roles in all parties | If this right is set, then the user can add all roles in all parties |
All roles in own party | If this right is set, then the user can add all roles in their own party |
No roles | If this right is set, then the user cannot add any roles, to any party |
Custom | If this right is set, then the user can have custom permissions to add specific roles only |
To assign roles and rights on Avvoka, click on the ‘Templates’ tab and select the template you'd like to edit or create a new template.
Now, click on ‘Parties’ in the sidebar to access the page where roles are assigned to users.
By default, Avvoka only needs one role per party on a document, so, the application will create a blank role, automatically. This default role will come with each of the four rights mentioned before. It is recommended naming each role, so that it is identifiable to other users. Role names are used prominently in the application, so it should be relatable to users. Examples of where roles are displayed within Avvoka, are:
Document questionnaire
Approval workflows
Adding in colleagues
Roles are added and assigned to collaborators on documents for the following reasons:
Usage | Impact |
Inviting other users on the document | The most simple usage of roles: when adding a user into a document, choosing which role they should be added into and what rights they therefore inherit |
Tailored questionnaires | When setting up a questionnaire, it is possible to allocate core questions to specific roles. By doing so, only certain questions will be seen by the relevant role, to ensure knowledge is concentrated correctly in a particular team |
Workflows | When a particular workflow is triggered, the template author can specify if a certain type of role is added to the document (for visibility) or for their express approval |
Commenting | When making an internal comment on a document, bubble comments can be assigned to only be accessed by certain roles, restricting confidentiality even further |
You can then name the role as per your requirements, assign relevant signature/edit rights, and then give controller and author rights depending upon the position of the role you just added. For instance, a Director of a company would necessarily have the rights to access and invite all parties to the document for collaboration, along with edit and signature rights, whereas a junior associate will have limited rights.
To add additional roles, you can click on the bar below where it says, ‘Add new role’. You can add as many roles as required.
On clicking the ellipsis (the three vertical dots) present beside a role, you will have access to specify a default name, email address, and other rights like:
Lock email settings
Give profile rights priority
Default role for new participants
On specifying default roles for new participants, once a document is created and is ready to proceed for negotiation, the role which has been assigned with default rights will be present there already.
Additionally, you can click on the two parallel horizontal lines beside the name of your role/s to rearrange them. Rearranging roles is required when the user wants to arrange them in the hierarchy.
To manage users, you can, after creating a document, click on ‘Parties’ in the left side pane to access the user(s) that you want to manage. You can choose from the relevant party which will then direct you to a page where you can manage them.
Once you’re on the ‘Manage users’ page, you can click on the pencil icon to edit the rights of the roles you have added. Additionally, you can choose to remove the role or add additional participants to available roles by clicking on the ‘Add user’ button and providing the email address, name and role of the new participant.