Use Case: Setting Up Agreement Document Protection
Business Context
Organizations often want agreement authors to have full editing access while drafting agreements, but limit document modifications during the review process. Agreement Document Protection helps administrators enforce different levels of document access based on user profiles and agreement actions.
Objective
Configure an Agreement Protection rule for the Sales profile and the Send for Review action. Set the protection level to Insert Comments and Tracked Changes Only and configure the protection type as Automatic. With this configuration, users can review and modify the document only through comments and tracked changes. They cannot disable the protection unless they know the administrator-defined unlock password.
Scenario
A contract user creates and generates an agreement document. During document creation and regeneration, the user requires full access to edit the document. However, when the same user sends the document for review, the organization wants to prevent unrestricted edits and ensure that all changes are captured for audit and negotiation purposes.
Actors
Administrator: Configures Agreement Protection rules to enforce document access levels based on user profiles and agreement actions.
Contract User (Agreement Author): Creates and generates agreement documents with full editing access during the drafting stage.
Reviewer: Reviews the document through comments and tracked changes once it is sent for review, without the ability to make unrestricted edits.
Contract users retain full editing access while generating or regenerating agreement documents. Documents sent for review automatically open with Track Changes protection enabled. All document modifications are captured as tracked changes or comments. Users cannot remove the protection without the administrator's unlock password. Organizations maintain better control over agreement negotiations and document revisions.