Skip to main content
Conga Support

User Roles and Permission Types

Novatus permission types are used to control user access to program data and tasks through roles, which are created by Administrators and assigned to individual users.  Permission types range from Restrict To My Contracts, which limits the user to viewing the contracts for which they hold a responsibility, to System Settings Admin, which gives the user the ability to determine several program and security settings for all Novatus users.  A role can include one or more permission types, which work in conjunction with granting/denying access to one or more of the following components:

  • Company Groups, which grant user access to Company Profiles based on the group to which the Profile belongs.
  • Contract Groups, which grant user access to Contract Profiles based on the group to which the Profile belongs.
  • Project Groups, which grant user access to Project Profiles based on the group to which the Profile belongs.
  • Additional Company, Contract, and Project Forms, which grant user access to the additional forms that have been designated as restricted.
  • Document Types, which restrict user access to certain types of documents, such as executed contracts.

  A program user is assigned one or more user roles to control the type and amount of data they can access, as well as the program tasks they can perform in Novatus.  Another level of security is applied using the User Type field in the User Profile.

As shown below, a Power User role for government contracts is given full access to only the Cost Reimbursement and Firm Fixed Price contracts, which includes the ability to view and edit existing Contract Profiles belonging to these contract groups, view documents stored in existing Profiles, as well as create new Contract Profiles and upload documents to the Profiles.  The Power User is also granted the basic Reporting permission.  To complete the role, the Power User must be granted access to Company Groups that compliment the selected Contract Groups, as well as any applicable Project Groups and Additional Forms.  Security is applied to the role by selecting the Document Types that the Power User can view, create, and edit.

RoleProfile1.png

Default User and Administrator Permissions

A Power Administrator can be granted all of the Admin permissions, except System Settings Admin, along with the user permissions of Approver, Requestor, Email Distribution Lists, Reporting, Advanced Reporting, Scheduled Reporting, Analytics, Scorecard Viewing, WEBDAV Editing (Direct Editing), and Bulk Data Upload Tool.

PERMISSION TYPE ALLOWS ADMINS TO: ALLOWS USERS TO:

Additional Forms Admin

 

Advanced Reporting

 

Create, format, edit, and generate advanced reports.

Analytics

Create, modify, and delete Analytics Reports

Create, modify, and delete Analytics Reports

Approver

 

Approve contract requests.

Bulk Data Upload Tool Simultaneously upload multiple companies, contracts, and additional forms  

Clause Admin

Create, modify, and delete clauses, regardless of the clause's security level.

 

Company Admin

Perform administrative functions for companies, including using the wizards: Merger/ Acquisition, Change Name, Archive, and Mark as Legal Entity

 

Contract Admin

Perform administrative functions for contracts, such as archiving contracts, and using the wizards: Creation, Renew Contract, Document Package, Assign Contract, and eSignature Package (with permission)

 

Creation Template Admin

View, create, modify, and delete creation templates

 

Document Package Admin

Administer document packages

 
Email Distribution Lists

View, create, modify, and delete email distribution lists

 

eSignature Admin

Create and void DocuSign or EchoSign envelopes

 
Flow Admin

Run a flow for an existing Contract Profile, view flows, override a flow step, invalidate a flow, and expand and collapse flows.

Users with this permission can perform all the Admin tasks, and usually participate in the following flow-related tasks: view flows, complete a flow step; expand and collapse flows.

Flow Template Admin (Contract, Company, and Project)

Review the components of a template and review flow actions and steps; view flow templates; add a flow template; add a workflow to a flow template; filter, publish, copy, edit, delete, and inactivate/ reactivate a flow template; and reorder flow templates.

 

Global Document Admin

Update and delete global documents

 

Global Messaging Admin

View, create, modify, and delete global Dashboard messages

 

Global Translation Admin

Translate and edit the translation of items in the List Administration screen; and download a translation file

 

List Admin

Manage list values in List Administration screen for companies, contracts, projects, addresses, clauses, additional fields, additional forms, documents, global translations, people, company relationships, and workflow routing tables.

 

Profile Rules Admin

  • View, create, modify, and delete profile rules for both system (default) fields and additional fields in Company, Contract, and Project Profiles
 

Project Admin

Create projects using teams, and modify projects

 

Report Admin

Perform administrative functions for reports

 

Reporting

 

Create, modify, generate, delete, copy, and share basic reports

Request Admin

View, create, copy, modify, and delete contract request types

 
Requestor   Create contract requests

Restrict To My Contracts

Note: This role overrides all other user roles.

Limited to viewing the contracts for which the user has a responsibility; however, permissions to run the eSignature Package Wizard and download documents may also be granted.

Role Admin

View, create, copy, modify, and delete users roles; generate a Role and Permissions Report; and view the history of changes to a role

 

Scheduled Reporting

 

Create, modify, and delete scheduled reports

Scorecard Admin

View, create, modify, and delete scorecard Answer Profiles; view, create, modify, and delete Scorecard Components; and view, create, modify, and delete Scorecards

 

Scorecard Viewing

 

View Company, Contract, and Project scorecards

Supplier Registration Admin

View and approve Supplier registrations

 

Supplier Registration Type Admin

View, create, modify, and delete supplier registration types; add, edit, and delete documents from a supplier registration type

 

System Settings Admin

Configure global System settings, Email settings, integration settings for DocuSign and Salesforce, API settings, and Migration settings

Note: This role allows access to all data and program features, and also permits the person to perform all system tasks, including managing event alert templates and task lists

 

User Admin

View a list of users, add users, copy user information, edit user information, disable/re-enable users, generate user reports, generate user Login Reports

 

WEBDAV Editing (Direct Editing)

 

Edit MS Word Documents in Novatus system

Word Add-In Access Install the Word Add-In plugin and update a document in Word using Novatus clauses Install the Word Add-In plugin and update a document in Word using Novatus clauses

Workflow Admin

View, create, copy, modify, and delete the available Workflow Templates; view, create, copy, modify, and delete the various Workflow Teams; and view, create, copy, edit, and delete the various Routing Tables

Note: This role allows Administrators to perform both the administrative tasks shown above and the user tasks for any workflow. User tasks include (1) completing, reassigning, and approving any step in the workflow (2) managing workflow documents, and (3) editing, closing, and deleting the workflow.

 
  • Was this article helpful?