One or more users can access a record (contract, quote, and so on) based on user roles and permissions. Sometimes, users would like to share the record with other users or user groups in their organization. For example, a sales manager or legal person may want to share a specific record with one or more users, so that the other users can access the record and business continuity is ensured. Or, some users or user groups don't have access to a specific type of contracts such as MSA, need to verify or edit an MSA contract. In such scenarios, you can share the contract with users or user groups and grant them view or edit access on the contract.

Prerequisite

Administrator has:

  • Configured share permission and the Modify All attribute in object permission as true for the user sharing the record. For more information, see the description for Users module in Managing Admin Console.
  • Configured Read and Update permission for the object as true for the permission groups associated with the users receiving the record. For more information, see the description for Users module in Managing Admin Console.

To share a record with other users or user groups

  1. Click the App Launcher icon () and select Contracts Apps.
  2. Select a contract record and click the Share button at the top of the page. This raises the Share with users and groups window displaying the logged-in user details.
  3. To add individual users for sharing the record, select User from the dropdown. To add user groups for sharing the record, select Group from the dropdown.
  4. Search and select a specific user or user group from the Add users and groups text box. 
  5. Select Viewer or Editor from the dropdown to allow or restrict the recipients to editing the record.

    Recipients will not be allowed to edit the record if Update permission is not selected their permission group, even if Editor access is selected while sharing the record.

  6. Select Notify Users and provide email body in Message textbox to send a notification to all the recipients. 
  7. Click Send. If you selected Notify Users checkbox, an email is sent to the recipients along with the message. The recipient list is displayed with the default access selected.
  8. Select Viewer or Editor for a recipient to override the default access and click Done. To continue with the selection you made at the time of recipient selection click Cancel. 


The user with whom the record is shared can view and edit the record as per the access granted. The Edit button is available in the Contract Details page if the record is shared with Editor access.

To revoke access on a record

  1. Click the App Launcher icon () and select Contracts Apps.
  2. Select a contract record and click the Share button at the top of the page. This raises the Share with users and groups window with a list of recipients with whom the record is already shared.
  3. Click icon next to the recipient to revoke access to the contract record.

The recipient is removed the list. The access that was was granted to the recipient is revoked. The recipient can not view or edit the record.