Manage Custom Contract Roles

  • Updated
Use Custom Contract Roles to centrally define structured roles that control permissions, workflows, and reminders within Contracts. This ensures consistent role naming, predictable permissions, and reliable workflow automation across your organisation.

Prerequisites

You must be an Administrator to access and manage Contracts module.

Steps: Create or Manage Custom Contract Roles

Open Roles Configuration

  1. Go to Contracts ▸ Manage Module ▸ Roles Configuration ▸ Custom roles ▸ Manage custom roles

    → The Custom Roles list loads.

Create a New Custom Role

  1. Click the (+) button.
  2. Enter a Role Name (e.g., Contract Administrator, Business Owner).
  3. Select a Permission Level:
    • Read Only – user can view the contract (Can read option).
    • Edit – user can update contract details (Can Write option).
  4. Click Save.
    → The role is now available for assignment on contract forms.

Edit an Existing Role

  1. Click the role name on the list to open the settings.
  2. Update the name and/or permission level.
  3. Click Apply.

Delete a Custom Role

  1. Click the role name on the list to open the settings.
  2. Click Delete Role option.
  3. Confirm deletion.

How Roles Are Used Across Contracts

Structured Role Assignment

  • Users select from admin-defined roles (no free text) when creating or editing contracts.
  • Multiple users can be assigned to the same custom role.
  • Key default system roles (Contract Manager, Owner, Sponsor) remain:
    • Mandatory
    • Single-select

In Approval Routes

Custom roles can be selected as workflow approvers.

In Reminders

Custom roles can be added as email reminder recipients.

Results / Validation

After configuration:
  • The role appears in contract role dropdown.
  • Permission levels impact what users can view/edit.
  • The role becomes selectable in approvals and reminders.

Troubleshooting

Issue Likely Cause How to Fix
Users assigned a previous custom role have no permissions Free-text roles default to no permissions Edit the role and assign Read or Edit permission
Deleted role still appears on contracts Deletion only prevents future use This is expected — current contracts keep historical roles with no permissions
A user cannot edit contract fields Their assigned role has Read Only permissions Update the role to Edit or assign an additional editing role
A role isn't appearing in approval or reminder settings Role may be deleted or not configured Confirm the role exists in Roles Configuration and is active

Limits & Notes

  • All previously used free-text custom roles are migrated with no permissions until updated by an admin.
  • Role permissions apply globally, not per contract.
  • Renaming a role updates its display everywhere but preserves historic behaviour.
  • Free-text entry is removed to ensure consistency.
  • Key system roles (Contract Manager, Owner, Sponsor) cannot be made multi-select.

What's Next / Related