Analyze User Roles and Permissions

Overview

Within the LinkSquares CLM platform, user roles and permissions differ between products.

To learn more about user roles and permissions within LinkSquares Finalize, reference our article on Finalize User Roles and Permissions. 

To learn more about user roles and permissions within LinkSquares Sign, reference our article on Sign User Roles and Permissions

Segmenting users into specific Roles and Permissions will allow users to focus on their particular workflow.

Process

User Types

There are three user types within LinkSquares Analyze: Power users, Standard users, and IT Admin users.

User types are applicable across the entirety of the LinkSquares platform. 

Power Users 

Power users are the administrator-level roles within LinkSquares. These users have full access to the application. They can create, read, update, assign, and delete information within Analyze. 

Power users manage the ingestion of agreements into the repository and determine its organizational structure. They are in charge of provisioning users and managing the application's settings. 

This user type is typically assigned to legal team members. 

Standard Users

Standard users are comparable to read-only users within LinkSquares.

Standard users can view and/or download content within the application. They cannot edit or delete information.

This user type is typically assigned to departments that collaborate with legal.  

Note: If the Salesforce Analyze integration is enabled, users will have access to read-only links in Analyze. 

To learn more about Salesforce Analyze, reference our articles on Salesforce Analyze.

IT Admin Users

IT Admin users focus solely on administering the application. 

IT Admin users are limited to administrative functions within Analyze. These users cannot perform functions such as ingesting or viewing executed agreements.

They can provision users and manage account, login, and encryption settings.

This user type is typically assigned to members within IT departments, or stakeholders responsible for user provisioning.

User Roles

Out of the box, Analyze provides you with three user roles that can be assigned to users in your organization: Administrator, Manager, and Standard. 

The user roles and permissions within Analyze and Finalize are independent of each other. 

LinkSquares offers an IT Administrator user role that can be assigned to stakeholders responsible for user provisioning and account management. This user role is applicable across the LinkSquares platform. 

Power Users

Administrators

Administrators oversee the platform and its settings. These users can make edits and serve as the gatekeeper of who can also make edits. They are holistically responsible for data hygiene within the platform.

Administrators are in charge of managing the ingestion of agreements into the repository and determining their organizational structure. They can approve, edit, and delete agreements before they are ingested into Analyze.

Administrators provision the remainder of the LinkSquares user base. They have access to the Manage Users page where user permissions and access rules are set. Administrators can invite new users, and disable or delete existing users within the application from this page. 

Administrators also have access to a high-level users page within the Roles tab of Analyze App settings. The Roles tab provides a general overview of roles, permission levels, and users per role within the application. From here, custom roles can be created.

Managers

Managers have the same powers and permissions as Administrators except for the following:

• Provisioning users within the Manage Users page
• Provisioning custom roles within the Roles tab
• Accessing the audit logging tool within the Logs tab (if enabled)
• Viewing or modifying login settings within the Login tab
• Viewing or modifying encryption settings within the Encryption tab 
• Viewing or modifying Smart Renaming settings within the Renaming tab

Standard Users

Standard Users

Standard users can view and/or download content depending on your organization's settings. They have full access to the platform as defined by their role. 

Users assigned to this role cannot edit or delete information. They can run searches and reports, but cannot create clauses or view dashboard reports. 

IT Administrators

The IT Administrator role is ideal for users who do not need access to any part of the LinkSquares application beyond general settings and user provisioning.

Users assigned to the IT Administrator role have access to the Account, Login, and Encryption tabs within Analyze App settings, along with the Manage Users page. The Manage Users page will be the default page after logging in.

The IT Administrator role is typically assigned to members within IT departments, or stakeholders responsible for user provisioning and account management.

Note:

• The IT Administrator role does not apply to Salesforce and API users. 
• Analyze supports several IT Administrators. 

Custom Roles

Administrators can create custom roles outside of Analyze pre-set roles. 

Custom roles give Administrators the ability to segment specific users or groups of users to a defined scope of visibility into the platform (e.g., allowed/restricted tags). These roles provide more granular levels of permission and access rules to Analyze. 

Custom roles inherit the permissions and require the same license type as the associated role.

To learn more about custom roles, reference our article on Custom Roles.

Analyze Permissions Matrix

*Standard users (including custom roles) may be able to natively upload and/or download original agreements based on their organization's settings. The ability to natively upload agreements is disabled by default. Contact your Customer Success Manager to learn more.