Workflows User Role Matrix

User Roles

Admin

Manages the workflows and contracts, as well as the vendor, provider, and user directories, groups, and the template and approved language libraries.
Can act as a Phase Owner for a workflow.
Can also be designated as a Responsible Party.

Super Admin

In addition to regular Admin capabilities, a Super Admin can manage certain application settings:

Role Management
Email Management
Classifications Management

The Super Admin role is unavailable in the UI. If you would like one or more Admins in your organization to have this role, contact a symplr Contract representative. Note that to access Super Admin areas of the UI, the Super Admin must be assigned an Admin role within their Contract permissions.

Phase Owner manages a particular phase within a particular workflow.

Phase Mediator manages a particular phase within a particular workflow, but has fewer privileges than a Phase Owner.

Throughout the knowledge base, you’ll see Phase Owners and Phase Mediators referred to collectively as “Phase Managers.” If you read that a Phase Manager can do something, this means that a Phase Phase Owner or a Phase Mediator can do it.

Workflow Moderator has read-only access to every phase of every workflow, but cannot make any changes to those workflows.

Reviewer reviews changes and helps the Phase Manager complete workflow tasks.

Approver approves changes and helps the Phase Manager complete workflow tasks.

Signatory can see and sign the document in the Signature Phase of the workflow.

Requestor can request that a contract workflow be initiated.

External Party can interact with the workflow in a limited capacity as a Reviewer and Signatory. They can see attachments that they’ve been specifically granted permission to see.

Definitions & Disambiguations

A current phase participant is any user listed in the Participant Info panel in the current phase. There can be multiple current phase participants, but they won’t perform any action within the phase unless they are sequenced.
The in-turn phase participant is the user whose turn it is within the Participant Sequence—there can be only one in-turn participant at a time within a phase.
Documents appear in the document editor/viewer and are listed in the Document Versions panel within workflows. In the Contract Library, documents appear in the Documents tab and are listed in the Document Versions panel within contract summary pages.
Attachments are listed in the Attachments panel within workflows, as well as vendor and provider records. In the Contract Library, attachments appear in the Attachments tab within contract summary pages.
In all cases, users' access to workflows is limited by their Contract type and Contract Location permissions. “All” should be understood as “all that fall within a user’s assigned permissions.”

Capabilities	Super Admin	Admin	Phase Owner	Phase Mediator	Workflow Moderator	Reviewer	Approver	Signatory	Requestor	External Party
See the worklist
Open all active workflows
Open active workflows where user is current phase participant
See the vendor and provider directories
Create and edit vendor and provider profiles
Comment on vendor and provider profiles
Add, edit, and delete attachments in vendor and provider profiles
Add, edit, and delete vendor and provider contacts¹
Add, edit, and delete vendor exclusion records
See active workflows associated with a vendor or provider profile
See the user directory
Create and edit user profiles
See the dashboard
Build and schedule reports
See external links
Access the knowledge base via Help
Open contract files
See and edit Organization Management (External Links, Approved Language, Workflow Templates, Form Templates, Custom Fields, Contract Request Question)
Edit the organization tree (Location hierarchy)
See and edit the document template library, including SmartTemplates
See and edit User Groups
See Application Settings
Edit contract expiration notification schedule
Edit approved email domains for automated access
Edit destination organization for automated access requestor users
See and edit Role Management settings
See Email Management section
Enable/disable email notifications at the organization level
Add/edit custom body to email notifications
See Classifications Management section
Add classifications (document and attachment categories, contract types, contract categories)
Update classifications
Initiate a contract request²
Initiate a workflow on a new contract³
Initiate a workflow on an existing contract⁴
Update the priority (i.e. Critical or Normal) of a workflow⁵
Record comments in a workflow where user is current phase participant
See and be tagged in comments where user is current phase participant
See and be tagged in comments in any workflow
Add an attachment in an active workflow where user is in-turn phase participant
See and download attachments in an active workflow where user is current phase participant⁶
Delete an attachment in an active workflow where user is current phase participant
See form data in Form or Activation Phase where user is current phase participant
Enter form data in Form or Activation Phase where user is the in-turn phase participant
Edit the description in an active workflow where user is the in-turn phase participant⁷
Select the Primary or Secondary Other Party in an active workflow where user is in-turn phase participant⁶
Submit a review in an active workflow where user is in-turn Reviewer
Submit an approval in an active workflow where user is in-turn Approver
Submit a signature in an active workflow where user is in-turn Signatory
Designate an existing Other Party Contact for a specific workflow
Invite an Other Party Contact to register as an External Party User in a phase where user is current Phase Manager
Add a participant to a phase where user is current Phase Manager
Add a Responsible Party in a phase where user is current Phase Manager
Modify the participant sequence in a phase where user is current Phase Manager⁸
Reassign a workflow where user is current Phase Manager
Cancel a workflow where user is current Phase Manager
Retract a phase in a workflow where user is current Phase Manager
Start a phase in a workflow where user is current Phase Manager
Skip a participant’s turn in a workflow where user is current Phase Manager⁹
Complete a phase in a workflow where user is current Phase Manager¹⁰
See and download document versions in a phase where user is current phase participant
Upload a new document in a phase where user is current phase participant
Edit (redline) a document in a Document Source or Negotiation Phase where user is the in-turn phase participant
Merge SmartTags in a workflow containing a SmartTemplate where user is the in-turn phase participant
Delete a document where user is current Phase Manager¹¹
Add an Other Party Signatory in the signature phase where current user is Phase Manager¹²
Build and schedule reports
Access the dashboard
Conduct a full text search
See completed workflows where user was a phase participant
Designate other users to act as proxies during time out of office
Be a Responsible Party for a contract¹³
Act as a Phase Manager in any workflow

Phase Owners and Phase Mediators can add Other Party Contacts within a workflow phase they are managing, but not directly to a vendor or provider record.
For a Requestor to do this, a contract request template must exist.
A workflow template can be configured so that *Initiator can be a Phase Manager, Reviewer, or Approver (in any phase), and a Signatory (in the Signature Phase).
Editors (Contract Library user role) can also initiate a workflow on an existing contract. Depending on Role Management settings, Contract Moderators (Contract Library user role) may be able to initiate workflows on existing contracts.
There is a backend toggle, Priority/Critical Designation, that will hide the Priority feature. By default, Priority/Critical designation is visible.
External Party users can only see attachments that they have been given permission to see.
Signatories can do this in an ink Signature Phase, but not a DocuSign Signature Phase.
Phase Mediators can only remove phase participants they added themselves; they can neither remove triggered phase participants nor phase participants that were added or sequenced in the workflow template.
Depending on workflow template settings, Phase Owners may be restricted from completing a phase before all sequenced participants have completed their turns.
Phase Mediators can only complete a phase after all sequenced participants have taken action.
During the Signatory phase, phase participants can neither add new documents nor edit/delete existing documents.
Once the Signatory Phase has started, the participant sequence cannot be changed.
Contract Moderators and Editors (Contract Library user roles) can also be Responsible Parties. Also, once a workflow has been activated, an Admin can grant any user (except for a Requestor or External Party) Contract Moderator or Editor permissions to an individual contract via permission overrides. Once the user has been granted this access, they can be added as a Responsible Party.
There is a backend toggle, Anyone as Responsible Party, that will allow the Admin or Phase Manager to select any user in the organization (excluding External Parties) as a Responsible Party. This toggle is OFF by default.