You can restrict changes to contract documents for specific roles by making the documents read-only or enabling Track Changes in MS Word to capture any updates to the document. 

For example, the Read Only protection level provides read-only access, while the Insert Comments and Track Changes Only level captures modifications made to the document generated by a specific user. In this case, a System Administrator can specify that a user with the Sales role is allowed full document access when generating or re-generating a document, but Track Changes is enabled when the user sends a document for review.

When the protection levels are set up for different actions, the document is protected according to the protection type and the specified level.

You can view the protection type configured for different document actions for Contract Administrator and Contract Standard User roles.

You cannot configure protection setup for Generate Supporting Document and Regenerate actions. User Defined option is not applicable for Create Offline Contract and Import Offline Contract actions.

To configure document protection

  1. Click  > Admin Settings > CLM Settings > Document Protection Setup.
  2. In the Select Role search box, Contract Administrator is selected by default and you can view the protection type configured for different document actions.

To edit a document protection setting

  1. On the Document Protection Setup page, click the More icon () for a document action and select Edit.
  2. Select one of the following Protection Types:
    1. User Defined: This option allows users to select the desired document protection. You can select the default protection level which the users can change at the time of performing an action on the contract document.
    2. Automatic: With this option, the protection level must be selected at configuration time.

      Note

      Following are the protection levels for the user defined and automatic protection types:

      • Full access: This option provides complete access to a user's role to perform the selected action.
      • Insert comments and tracked changes only: This option allows a user's role to insert comments in the contract document along with tracking the changes made by any other user.
      • Insert comments only: This option allows a user's role to insert only comments in the contract document.
      • Fill in form fields only: This option allows a user's role only to fill in only the form fields inside the contract document.
      • Read only: This option gives only read access to the user.
    3. Unprotect: With this option for the selected action, the password-protected document can be unprotected for certain actions, provided the password is the same as the one set in the Document Password setting. For more information, see General Settings.
    4. Ignore: With this option, protection settings can be bypassed.
  3. Click Apply.

To apply an existing protection type to another role

  1. On the Document Protection Setup page, click for a document action and select Apply to other roles to apply a document action to a role.
    or 
    Click the Apply to other roles button to apply all available document actions to a role.
  2. In the Select roles to apply settings popup, select roles.
  3. Click Apply.

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