Summary :
When your template contains a document, which you have carefully formatted, and set up, in which you have inserted custom fields, you have the possibility to define the editing rights of the contributors on the future documents created from this template.
The following rights can be granted on the entire document:
Direct editing (no apparent changes)
Suggestion (apparent changes to accept or reject before sending the document externally)
Comment only
These rights concern users whose role is CONTRIBUTOR.
The different rights
Direct editing
The "Can edit directly" right allows users to edit directly the document.
The text could therefore be modified freely, without the possibility of tracking what has been changed.
Suggestion
'Can suggest.' right allows users to make changes on the document, as suggestions only, to track changes.
Any 'internal' suggestion, made by a contributor, will have to be accepted or rejected by an administrator or manager of the project;
The text will then be editable, with a visual tracking of changes made.
Comment
The "Can Comment" right allows users to comment only on the document's body.
Direct modifications or suggestions are not possible.
Choose which right to grant
Open the template for which you want to set the rights (from the "Templates" tab of the main menu on the left).
1- Then go to the "Participants" tab of the template.
2- In the "Document edition rights" part (at the bottom), you can choose the rights of the contributors on the document.
Granting "Direct Editing" rights
Just click on "Can edit directly".
Granting "Suggestion" rights
Simply click on "Can suggest."
Grant "Comment" rights.
Simply click on "Can comment".
What is the impact on the documents created?
"Direct editing" rights
If you have chosen "Can edit directly" right:
CONTRIBUTORS will be able to:
✅ Fill in contract fields
✅ Make comments on the document
✅ Make direct edits to the document (no tracking of the changes)
📝 Manually switch to suggestion mode and make suggestions about the document - which will have to be handled by an admin or manager supervising the project.
MANAGERS will be able to:
✅ Fill in the contract fields
✅ Make comments on the document
✅ Make direct edits.
📝 Manually switch to suggestion mode and make suggestions about the document - which will have to be handled by an admin or manager supervising the project.
ADMINISTRATORS will be able to:
✅ Fill in the contract fields
✅ Make comments on the document
✅ Make direct edits.
📝 Manually switch to suggestion mode and make suggestions about the document - which will have to be handled by an admin or manager supervising the project.
"Suggestion" rights.
If you have chosen "Suggestion" rights:
CONTRIBUTORS will be able to:
✅ Fill in the contract fields
✅ Make comments on the document
✅ Make suggestions on the document, i.e. apparent changes, which will have to be approved or rejected by administrators or managers supervising the project.
❌ Will not be able to make direct edits to the document (no tracking of the changes)
MANAGERS will be able to:
✅ Fill in contract fields
✅ Make comments on the document
✅ Make suggestions or direct edits.
👮🏻♀️ Approve or reject suggestions made by contributors if designated as project manager/supervisor.
ADMINISTRATORS will be able to:
✅ Fill in contract fields
✅ Make comments on the document
✅ Make direct suggestions or edits.
👮🏻♀️ Approve or reject suggestions made by contributors or managers.
"Comment" rights
If you have chosen "Comment" rights:
CONTRIBUTORS will be able to:
✅ Fill in the contract fields
✅ Make comments on the document
❌ But will not be able to make suggestions or direct edits.
MANAGERS will be able to:
✅ Fill in the fields on the contract
✅ Make comments on the document
✅ Make suggestions or direct edits.
ADMINISTRATORS will be able to:
✅ Fill in the fields on the contract
✅ Make comments on the document
✅ Make suggestions or direct edits and deal with suggestions.
To go further :
These rights concern the document in its entirety.
You can go further and set specific rights on specific areas of the document.