Contract access rules

Contract Access lets admins grant access to contracts by department when those contracts match criteria you define (for example, contract type, dates, or text fields).
This complements other permissions (roles, contract views, and features). Users with admin permissions can see all contracts and are not limited by these rules.

Where to configure

• Admin → Security tab → Manage Contract Access (opens the Contract Access panel).

The panel has two tabs:

• Create access rules — define automated rules (department + contract match).
• Manage access permissions — pick users and check or uncheck specific contracts to grant or revoke access (including access that came from rules).

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Allow Contracts AI to store full contract content

At the top of the panel, Allow Contracts AI to store the full content of your contracts controls whether the product stores full contract text for your organization.

• On — Full text is stored (subject to your security posture). Use what does this mean? to expand help. When enabled, the app lists capabilities that depend on full text, including custom attributes, custom view fields, gold standard comparisons, counterparty history analysis, and full-text AI search.
• Off — The product relies on metadata and summaries for analysis instead of full document text.

This is an organization-level setting, not per rule.

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Create access rules (how rules work)

What a rule does

Each rule connects:

1. Who gets access — Department (users in this department get access). Users in that department receive access to contracts that match the condition below.
2. Which contracts match — Contract field + Operator + Value (see below).

The list shows each rule in a short summary line, for example:

Your Department → Category (contract type): Manufacturing Agreement

Each rule has an Active or Inactive state.

Add or edit a rule

1. Open Create access rules.

2. Click Add rule (or edit an existing rule with the pencil icon).

3. Choose Department — users in that department are the recipients of access when contracts match.

4. Under Contract field (which contracts match), choose:

   • Contract field — metadata or field on the contract record.
   • Operator — depends on field type (see table below).
   • Value — for example, pick one or more contract types, enter text, or pick a date.

5. Click Create rule or Update rule. Use Cancel to close without saving.

Apply rules to contracts that already exist

New and updated contracts can be evaluated by rules automatically, but existing contracts may need a sync:

• Use Apply to existing contracts (refresh icon on a rule) to recompute access for the organization.
  If people in the same department should see the same contracts but counts differ, the UI suggests running Apply to existing from this tab.

Delete a rule

Deleting a rule does not automatically revoke access that was already granted. To remove access for specific people, use Manage access permissions and uncheck contracts as needed.

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Available fields and operators

Fields come from the app’s allowed contract fields for access rules. Field types determine operators:

Field type	Operators (labels in UI)	Value
Category (contract type)	Is one of	One or more contract types (multi-select).
Text (e.g. title, summary, party names, jurisdiction, governing law, …)	Contains / Equals	Text you type. Contains is case-insensitive substring match; Equals is case-insensitive exact match.
Date (e.g. end date, start date, execution date)	On or after / On or before	A single date.

Examples of text-style fields in the product include: Title, Summary, Contract owner, Jurisdiction, Governing law, Party names, and several clause-style fields (e.g. Payment terms, Indemnification, Liability caps, Notice periods, Cancellation terms, Auto renewal terms, Execution status). Exact labels may match your field label customization.

The rule form in the UI builds one field/operator/value per rule (one contract condition per rule).

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Manage access permissions (manual overrides)

Open Manage access permissions

• Left: Users — Search and select one or more users (grouped by department). Use the refresh control next to Users to reload users and access.
• Right: Contracts — After you select user(s), you see contracts and can check or uncheck them to grant or revoke access.

Important:

• Uncheck a contract to revoke access, even if a rule previously granted it.
• Users with admin permissions have access to all contracts and are not limited by this list.
• If teammates in the same department should align but don’t, use Apply to existing on the Create access rules tab to sync rule-based access.

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Where enforcement applies

Contract access is enforced where contract data is shown (for example, contract views, contract detail, search, and AI features that respect access). Admins retain full visibility for administration.

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Tips

• Start with Category (contract type) rules if you only need to separate agreements by type (NDA vs MSA, etc.).
• Use text rules (e.g. Party names Contains) for counterparty or owner-based boundaries.
• Use date rules when access should follow effective dates or deadlines.
• After changing rules, use Apply to existing if historical contracts should match the new logic.