Contract Repository

Overview of folders

The Folders page lists the folders in a hierarchical order and displays the contracts that belong to each folder. You can add new folders and delete folders.

For example, you can create a parent folder with the organization followed by sub-folders for each department. The organization folder can contain all the contracts of the organization and the department sub-folders can contain contracts of to each department. You can click the respective department, view the contracts, and take appropriate action on the contracts.

What you can do on the Folders page

You can do the following activities on the Folders page:

• Add a folder under any folder to which you have permission.
• Delete the folder that is most recently selected.
• View contracts in the a selected folder and do contract-related functions.
• Move contracts from one folder to another.
• Assign contracts to a folder.
• Remove contracts from a folder.
• View the properties of a folder.

Folder types

There are two kinds of contract folders:

• Shared folders are defined and administered for all users in the Repository by users with permission.
• Personal folders are those that are only visible to you and you can freely administer them as necessary.

In both kinds of folders, you can only view and read contracts according to your permissions within each contract’s security list.

Folder security

Any internal user can open any shared contract folder to list the contracts to which the user has the Contract > Read permission.

Although personal folders can be administered freely by the user who defines them, the administration of a shared folder is defined by its security list.

When you include a user or user group within the security list of a shared folder, you allow the users to update properties of the folder according to the matched permissions and permission groups. All users can view all shared folders, but can only see the contracts for which Contract > Read permission to provided.

When you create a contract folder beneath another one, the security list of the parent propagates to the new child folder without your intervention. A user with the Contract Folder > Security > Update permission can change these child folder assignments interactively.