1. Overview

Contract intELIEgence uses role-based access control (RBAC). Each user is assigned a role that determines what they can see and do within the platform. The platform defines 5 roles spanning three levels:

• Administrative — Admin (can also be assigned as Department Admin for specific departments)
• Operational — Super User, End User
• External — Customer, Supplier

2. Role Summary

3. Detailed Role Descriptions

3.1 Admin

• Full access to all Platform Config modules (Organisation, User Management, Notification, Connectors, Governance, Audit Logs)
• Full access to all Contract Hub modules
• Full access to all Tracking modules
• Full access to Analytics & Insights including Data Visualisation
• Creates and manages users, roles, catalogs, templates, and settings
• The Organisation signer email (set in Organisation → Settings) is the first DocuSign signer — this is not tied to the Admin role, it's a configured email address
• Can override contract RAG status manually
• Can change contract status from the listing
• Can delete contracts
• Contract creation: status determined by dates (no approval needed)

Department Admin Responsibility

An Admin can be assigned as the Department Admin for one or more departments (configured in the Department module). When assigned, the Admin gains these additional capabilities for that department:

• Approves or rejects contracts created by Super Users in their department
• Approves or rejects CCRs for contracts in their department
• Receives review escalation notifications for their department's contracts

3.2 Super User

• Full view access to all modules (same visibility as Admin)
• Can create contracts, suppliers, customers, departments, CCRs
• Contract creation triggers department-based approval workflow — contract goes to Approval Pending, Department Admin approves/rejects
• Can raise Contract Change Requests (value or date changes)
• Can use Contract Builder, Contract Capture
• Can create SLAs, KPIs, Performance Trackers, Cost Trackers
• Cannot access Platform Config (Organisation settings, User Management, etc.)
• Cannot approve contracts (only Department Admin can)

3.3 End User

• Same view scope as Super User — can see all contracts, suppliers, customers, etc.
• Read-only: cannot create, edit, or delete any records
• Can view reports, dashboards, calendar
• Useful for stakeholders who need visibility but should not modify data

3.4 Customer

• Account auto-created when a Customer record is saved (using Customer Email and Name)
• Logs in with provided credentials
• Views only their own contracts and a filtered dashboard
• Cannot create, edit, or delete any records
• Receives DocuSign requests for NDA signing (Invoice Profile flow)

3.5 Supplier

• Similar to Customer role
• Views own contracts and related data
• Can upload required documents (MOU, compliance documents, etc.)
• Receives DocuSign requests for MOU signing

4. Role-Module Access Matrix

5. How Roles Affect Workflows

Contract Creation

Admin creates contracts directly — the status is set automatically based on start/end dates (no approval step required). Super User creates contracts that enter an Approval Pending state and must be approved by the Department Admin for the relevant department.

Contract Change Requests (CCR)

Both Admin and Super User can raise CCRs for value or date changes. The Department Admin for the contract's department reviews and approves or rejects the request.

Document Signing (DocuSign)

The Organisation's designated signer (email configured in Organisation → Settings) signs first. The external party (Customer or Supplier) signs second. Customers sign NDAs; Suppliers sign MOUs.

Contract Capture Sync

When a captured contract is synced, Admin creates the contract directly. Super User's synced contracts go through the standard department approval workflow.

Bulk Import

Available to both Admin and Super User roles. The same approval rules apply — Super User imports trigger approval workflows.

6. Tips