Using Groups for Document Access
Groups in Pactly help you control which users can access specific contracts and documents. By organizing users into groups and assigning those groups to contracts, you can ensure that sensitive information is only visible to authorized team members.
Video Walkthrough
Section titled “Video Walkthrough”Understanding Groups
Section titled “Understanding Groups”Groups work as access control lists. When a contract is assigned to a group:
- All users in that group can view and work with the contract
- Users not in the group cannot see the contract in their repository view
- Multiple groups can be assigned to a single contract
Creating a Group
Section titled “Creating a Group”Step 1: Navigate to Administration > Groups.
Step 2: Click Create Group.
Step 3: Enter a name and description for the group, then add users.
Step 4: Save the group.
Assigning Groups to Contracts
Section titled “Assigning Groups to Contracts”Step 1: Open the contract you want to assign to a group.
Step 2: Navigate to the contract properties or settings panel.
Step 3: Select the group(s) that should have access to this contract.
Step 4: Save your changes.
Common Use Cases
Section titled “Common Use Cases”| Use Case | Group Strategy |
|---|---|
| Department-based access | Create groups for Legal, Procurement, HR, etc. |
| Project-based access | Create groups for specific projects or deals |
| Sensitivity levels | Create groups for Confidential, Internal, Public contracts |
| Regional access | Create groups for different office locations or regions |
Best Practices
Section titled “Best Practices”- Name groups clearly: Use descriptive names that indicate the purpose or membership
- Review regularly: Periodically audit group memberships to ensure they’re current
- Use multiple groups: A contract can belong to multiple groups for flexible access
- Consider inheritance: When setting up workflows, consider how group access flows through the contract lifecycle