Finalize User Roles and Permissions

Overview

Within the LinkSquares CLM platform, user roles and permissions differ between products, and contribute to different licensing counts depending on how they are assigned to specific users.

User roles allow you to set permissions for particular users to permit or restrict content within the platform.

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

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

LinkSquares User Licenses

There are five types of user licenses within LinkSquares Finalize:

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 Finalize.

Power users manage the creation and upkeep of agreement templates. They are in charge of provisioning users and managing the application's settings. 

This user type is typically assigned to legal team members. 

Within Finalize - the following roles will use up a Power User license:

• Administrator

Standard Users

Standard users can create, request, review, and approve agreements, but cannot create templates.

Standard users can view agreements they drafted or have been added to as collaborators within the application. 

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

Within Finalize - the following roles will use up a Standard User license:

• Approver
• Reviewer
• Sign-only

Lite Standard Users

Lite Standard users have limited access to the application. 

Lite Standard users can draft new agreements, but cannot own the agreement lifecycle. These users can view agreements they drafted or have been added to as collaborators. 
Please contact your CSM if you want Lite Standard users to access the Finalize Dashboard.

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

Within Finalize - the following roles will use up a Lite Standard User license:

• Drafter

IT Admin Users

IT Admin users focus solely on administering the application. 

IT Admin users are limited to administrative functions within Finalize. These users cannot perform functions such as drafting or viewing in-flight 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.

Within Finalize - the following roles will use up an IT Admin User license:

• N/A - IT Admins do not have access to Finalize. 

Finalize User Role Overviews

Administrators

Administrators oversee the platform and its settings. These users are in charge of creating and managing templates.

Administrators can view, edit, and delete all in-flight agreements, even if they are not agreement collaborators. 

Administrators can invite new users, and disable or delete existing users within the application from this page. 

Administrators have access to expanded global application settings within the Global tab of Finalize App settings. This is where general application settings (e.g., Analyze ingestion preferences) are determined.

Approvers

Approvers can manage all versions of contracts to which they author or are assigned as collaborators.

The Approver role is typically assigned to the heads of departments such as legal, procurement, or finance. 

Reviewers

Reviewers can manage all versions of contracts to which they author or are assigned as collaborators.

The Reviewer role is typically assigned to teams like finance, sales managers, and account executives. 

Drafters

Drafters can create new agreements, add new agreement versions, and complete tasks (including approving agreement versions). Drafters cannot see dashboards.

The Drafter role is typically assigned to teams outside of legal, such as sales or customer success, who will only be drafting agreements. 

Sign-Only Users

Sign-only users can create agreements from Signature-only templates and execute finalized agreements via My Sign Hub. They are limited to moving agreements out for signature and into statuses within the Signed phase. Sign-only users can only be assigned To-do tasks. 

The responsibilities of Sign-only users are limited to preparing an agreement for Signature Requests (i.e., the document container that you can send to recipients to sign agreements via Sign) and/or execution via DocuSign and Adobe Acrobat Sign, and following the agreement through to the Fully Signed status. 

The Sign-only role is typically assigned to teams outside of legal, such as sales or customer success, whose responsibility ends upon signing. 

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. 
• Finalize supports several IT Administrators. 

User Role Matrix and Permissions

* Note: In order to move agreement from Partially signed to review phase, a new version must be added

* Note: For non-admin users, the allowed permissions only apply to agreements users have access to.

** Note: Please contact your CSM if you would like Lite Standard users to have Dashboard Access