Administrator Permissions

Administrator Permissions

Welcome Admins! Saying Administrator takes a lot of time so you'll see the term 'Admin' used in place of it often within the help center. In this article we will go over the ins and outs of your role and permissions as it pertains to your organization and projects. During the early onboarding stages, admins will be identified and invited to the tool. As an admin, the buck stops with you. You will have the role of managing your team's and the permissions to do so. Let's get into it!

Administrator Permissions

Admin is one of three user types. The other two are procurement staff and user. Admins will be responsible for managing user accounts. As an admin, you have the following permissions:
  1. Create, view, edit, and archive any workflow, project stage, document, section or project within the organization
  2. Create, view, edit, and archive any forms or evalution forms within the organization
  3. Manage document/form/evaluation templates on the configuration side and configuration settings
  4. View, edit, create, and manage all of your team's tasks within the organization
  5. Manage your organization's projects, project permissions, and user accounts
  6. Manage the organization's data/information/profile
  7. Access and management of analytics specific to your organization

All these features can be managed via the Configuration and Organization pages. 

Only Administrators have access to the Configuration page.

Managing User Types

As mentioned above, admins will be responsible for managing two other user types - Procurement Staff and User. The term 'User' can be broken down into three distinct roles. Here is an outline of both user types:
  1. Procurement Staff make up those on your team that will most often be creating projects. They maintain oversight and manage the creation/format/edits for documents within newly created projects. Typically, they will be Owners and/or Editors of projects within the tool.
  2. Users are team members invited to contribute to projects with limited permissions. User can be broken down into:
    1. Guest Contributor
    2. Guest Viewer
    3. Reviewer
    4. Admin Contributor
    5. View-Only Contributor
When an admin invites a new person to the tool, they are responsible for granting them a specific role within the organization. An admin can update this information at any time. How you assign these roles will depend on project stages and your internal workflows/needs.

Below is a summary of the different permissions by user type.
Permissions Summary
User Types
UserProcurement StaffAdministrator
View all documents in a solicitation
Write and format documents that allow Guests
Create comments and track changes in sections that allow Guests
Delete any comments in sections that allow Guests
Create, edit, complete, and delete tasks
Personal task page
Send messages and email notifications
Personal system inbox
See and answer questions
Export documents
View all users
Invite new users
Create new solicitations
Add/remove people from solicitations
See and use the Action Center
View and format all documents
Turn track changes on/off for all users; Accept/Reject Track changes
Add new documents and Propose Template variation
Control permissions for documents, sections, questions in a solicitation
Use ADA compliance
Export solicitation packages
Change solicitation status
Create and manage addendums
View, create, edit, archive ALL solicitations
Edit organization profile
Create and change all configuration settings
Create, edit, and archive all document templates
Create and change all automation settings for document templates
Approve change requests to templates

Please ensure that a person does not have multiple roles within your solicitations and projects. This will cause system issues with their permissions.

    • Related Articles

    • Procurement Staff Permissions

      Welcome Procurement Staff! In this article we will go over the ins and outs of your role and permissions as it pertains to your organization and projects. The selected admins from your team will be tasked with inviting you to the tool which will then ...
    • Managing Permissions for Project Stages

      Team Administrators have the permissions to fully manage their teams when using Document Builder which include the various project stages. Solicitation Roles The first step is inviting the person to your organization as explained above. A user will ...
    • Organization Dashboard

      As mentioned in Administrator Permissions, admins have the necessary permissions to manage the user settings and permissions for their teams. Let's get into the many ways you can do this. Organization Page The Organization Page displays a list of all ...
    • Working with Sections

      Below we will walk you through how to configure your documents/sections to ensure you have the skills needed to release your projects. Let's get started! Please note that edits made to a document within a specific solicitation will not affect the ...
    • Permissions for Project Stages

      Procurement Staff have the permissions to fully manage their teams when using Document Builder which include the various project stages only for projects that they create. Team Administrators can designate procurement officers to the role of Owner to ...