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Manage contract access in the Doc Express® service

 In this article:

You can't send a contract through its workflow without adding people to it. Use the information here to assign organizations, users, and users from other agencies to your contract. 

  • Any user given the prime role can also add organizations and users to the contract.
  • Organizations are outside businesses; they are not part of your agency. All organizations and users must have Doc Express accounts. 
  • Assign a role to each organization or user by clicking the drop down menu in the Role column and selecting a role. An editor role is specific to each contract and is assigned at the drawer level.
  • Any user with the ability to sign a document also has the ability to reject it.
  • When you remove organizations, groups, or users from a contract, they immediately loses access to the contract information.

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  1. From the Doc Express Contracts page, click Edit for the selected contract. The Doc Express service displays the contract details and the drawers for the contract, plus those who already have access to the drawers.

  2. Select the Actions button in the Manage Access section and select Add Organizations/Users, Add Groups, or Add Agency Users.

  3. Click the X to remove access for any organization, group, or user. 

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Organizations/users

If the Add Organization link is not available or you do not see a specific name in the employee list, then that organization or employee already has access to the contract.

  1. Enter the name of the organization to which the users belong in the Add Organizations/Users to Contract window and click Search. If you're a prime, you will see results only for your organization.

  2. Select the organization and click Next. The Doc Express service displays a list of organization employees with Doc Express accounts. If there are multiple businesses with the same vendor name and you do not know which one is correct, please contact customer support.

  3. Add all the employees of a company to a contract by selecting the Add Organization Name to the contract link. Add specific employees by selecting the employees in the list.

  4. If you are going to grant access to all the drawers in the contract to the company users, select the Grant Access check box. If you add any more drawers, you will have to reassign access. If you do not grant access to all drawers, you must assign access to specific drawers.

  5. Click Save when you are finished selecting the users.

The Doc Express service adds the organization or user to the contract and returns you to the Contract page. You can add as many organizations and users as needed. Use the buttons to assign access to each drawer.

To remove a contract, click the X for the organization or users you want to remove.

Groups

  1. Click the group to add to the contract.

  2. Select the check box if you wish the chosen groups to have access to all the current drawers in the contract. If you add any more drawers, you will have to reassign access.

  3. Click Save when you are finished selecting the groups.

The Doc Express service adds the group from the contract and returns you to the Contract page. You can add as many groups as needed.

Agency users

Even though you're in the same workplace, you still have to assign an agency user to your contract. If they have a manager role for your agency, they can already edit the contract and don't need to be added.

If you have users from a different agency, use Add Organizations/Users instead.

  1. Enter the name of the user in the Add Agency Users to Contract window and click Search.

  2. Select the user.

  3. Select the check box if you wish the chosen user to have access to all the current drawers in the contract. If you add any more drawers, you will have to reassign access.

  4. Click Save.

The Doc Express service adds the agency user to the contract and returns you to the Contract page. You can add as many users as needed.

 

Add by Email

Users who haven’t registered for a free account can be added by email to finish their account setup and get access to drawers and contracts.

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  1. Enter the email address of the user you want to invite.
  2. Select the check box if you want to grant access to all drawers in the contract to the user.
    • If you do not select this option, you can configure the user’s role and permissions from within the contract.
  3. Click Add.