Contract Access Privileges

You use access privileges to control what information roles and users can add, edit, delete or view. Access privileges are used with access management. Proceed cautiously before making changes to any access privileges as any changes may have an impact on other users in your system.

You can change contract access privileges from either the Access Privileges page on the Main Menu, the Roles page, or from the Contract Configuration window on the Access Privileges tab.

See below for a list of available contract access privileges.

Add/Change/Delete Contracts By Contract Status Limit

This access privilege controls who can add, change or delete contracts by checking the assigned contract status value for each role/user and comparing it to the status of the contract. You can assign each role/user a status level and the role/user can add, change or delete contracts with status levels at or below the assigned status level. For example, a role/user with a security level of 30 can add, change or delete contracts with a status of 30 or lower. A blank value or no value is the same as not assigning the role/user to the privilege. If a role/user is not assigned to the privilege and others are, then the role/user cannot add, change or delete any contract regardless of the status level of the contract. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can add, change or delete any contract.

Allow Cancelling of Contracts By Contract Status Limit

This access privilege controls who can cancel contracts by checking the assigned contract status value for each role/user and comparing it to the status of the contract. You can assign each role/user a status level and the role/user can cancel contracts with status levels at or below the assigned status level. For example, a role/user with a security level of 30 can cancel contracts with a status of 30 or lower. A blank value or no value is the same as not assigning the role/user to the privilege. If a role/user is not assigned to the privilege and others are, then the role/user cannot cancel any contract regardless of the status level of the contract. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can cancel any contract.

Allow Contract Approval

This access privilege controls who can approve contracts. Any roles/users assigned to the privilege can approve contracts while any roles/users not assigned to the privilege cannot approve contracts. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can approve contracts. 

You approve a contract by setting the contract to the Approved status configured in the Contract Configuration window.

Allow Contract Approval By Contract Amount

This access privilege controls who can approve contracts by checking the assigned amount for each role/user and comparing it to the total amount of the contract. You can assign each role/user an amount and the role/user can approve contracts with total amounts equal to or below the assigned amount. For example, a role/user with an amount of 30000 can approve contracts with a total amount of 30,000 or lower. A blank value or no value is the same as not assigning the role/user to the privilege.

If a role/user is not assigned to the privilege and others are, then the role/user cannot approve contracts that have contract amounts. If no roles/users are assigned to the privilege, it is considered inactive, and contract amounts are disregarded during the contract approval process.

You must assign roles/users to the Allow Contract Approval access privilege or you must have no roles/users assigned to the Allow Contract Approval access privilege to use this access privilege.

You approve a contract by setting the contract to the Approved status configured in the Contract Configuration window.

Allow Contract Approval By Days Before Move-In Date

This access privilege controls who can approve contracts by checking the move in date for the event on the contract and comparing it to the number of days before the move in date assigned to the role/user. You can assign each role/user a number of days before the event move in date the role/user can approve contracts. For example, a role/user with a move in date value of 10 can approve contracts 10 days or more before the event move in date. A blank value or no value is the same as not assigning the role/user to the privilege.

If a role/user is not assigned to the privilege and others are, then the role/user cannot approve contracts regardless of the move in date of the contract. If no roles/users are assigned to the privilege, it is considered inactive, and event move in dates are disregarded during the contract approval process.

You must assign roles/users to the Allow Contract Approval access privilege or you must have no roles/users assigned to the Allow Contract Approval access privilege to use this access privilege.

You approve a contract by setting the contract to the Approved status configured in the Contract Configuration window.

Allow Contract Modification By Contract Rep

This access privilege controls who can change and view contract information based on the contract rep assigned to the contract. Roles/users are assigned security privileges in two parts - Assign Access Privileges and Assign Details. When a role/user is assigned to the privilege, Assign Details defaults to all contract reps. To limit access to selected contract reps, right-click on the assigned role/user and select Assign Details to access the Assign Details screen.

If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users have access to all contract reps' contract information. If a role/user is assigned (activating the privilege), all unassigned roles/users cannot change or view any contract reps' contract information, even contracts where the user is the contract rep. Roles/users with view only access can view the contract reps' contract information but cannot change it. 

Allow Deleting of Cancelled Contracts

This access privilege controls who can delete cancelled contracts. Any roles/users assigned to the privilege can delete cancelled contracts while any roles/users not assigned to the privilege cannot delete cancelled contracts. If no roles/users are assigned to the privilege, then no roles/users can delete cancelled contracts. 

Allow Unlocking Contracts

This access privilege controls who can unlock locked contracts. Any roles/users assigned to the privilege can unlock any locked contracts while any roles/users not assigned to the privilege cannot unlock locked contracts. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can unlocked locked contracts.