Understanding Supplier Contract Sample Permission Lists, Roles, and Users

Application Administrator

These administrators are technical in nature and are responsible for setting up the supplier contract systems. Their responsibilities might include setting up syndication messaging and subscription nodes, defining search indexes, and setting up approval workflow processes, stages, and steps.

Document/Contract Administrator

An administrator is typically the contract specialist in an organization and the user performing day-to-day management of documents. This user is also called the document owner. You can define users as document administrators when you set up user preferences. Document administrators can generate, re-create, refresh, and edit documents, and they can control life cycles for document authors. Administrators can also manage approvals by reassigning those that do not have alternates defined for their approval.

Supplier Contract Management provides a sample contract administrator role.

Sponsor

Sponsors are those users who represent the user from the department that is sponsoring the contract. You define sponsors on the Document Management page for each contract. You can perform searches against document sponsors.

Librarian

Librarians are users who manage and update content in the contract library. This content includes clauses, sections, configurators, wizards, and question groups. Supplier Contract Management provides a sample librarian user role and self-approval authorities for librarians in user preferences.

Approver

Approvers are the people responsible for reviewing and providing feedback on documents that are going through an official approval process. Approvers in supplier contracts workflow approvals are those approving clauses or documents. Approvers can approve, deny, or push back a document and can edit a document if they have the authority.

Reviewer

Reviewers are the people responsible for reviewing and providing feedback on documents going through an official approval process for a clause or document. Reviewers do not have the authority to edit documents.

Collaborator

Collaborators are internal users who, as part the collaboration process, provide input about the conditions of a contract. You define collaborators using the My Internal Contacts/Collaborators page. External collaborators includes parties external to a company who need to review, edit, and sign a document. When a source transaction is a transactional contract or purchase order, the system can retrieve default information from external collaborator information, such as the user name and email address, that has been setup on the Supplier - Contacts page for contract collaborator contact types.

See Entering Supplier Contact Information.

You can also maintain external collaborators for each document. Optionally, you can give an external collaborator with a valid user ID access to collaborate online if you have setup a supply-side portal for them to access. Otherwise, you can preform collaboration using email.

Interested Party

Interested parties are those users or groups who might have an interest in a document, but who may not necessarily be required to approve the document or provide feedback. Much like reviewers, interested parties have an opportunity to provide collaboration. You can define interested parties by adding users without edit or collaboration authority to your internal contact list.

Internal Contact

Internal contacts are those users you set up as contacts or collaborators. You can define contacts using system default values when you send clauses or contracts for review or collaboration.

External Contact

External contacts are people who are outside of the PeopleSoft system and who do not have a system ID. You establish email addresses for these types of contacts so that when you send or dispatch a document, the system emails the document to the contact. You also define addresses and fax numbers if you want to send or dispatch the document manually. You use the External Contacts List to define these contacts.

To collaborate with a supplier, you would define them as an external contact and initiate an online supplier-side external collaboration process, or alternatively, send the contract document as an attachment to them using the Send to Contacts button on the Document Management page.