Permission Groups

The Permission Groups feature allow you greater control over who has access to your agreements and data in Knowable Insights. Your organization’s executed agreements govern all of your relationships and are treated as sensitive, confidential material. You want to ensure the right people have access only to what they need, which is often not necessarily all of your organization’s agreements. With this feature, you can designate agreements to a “Permission Group” and restrict user access according to those groups.

First, you will need to determine:

1. How you need to group your documents, and
2. How your users align to those groups.

Managing Permission Groups

Uploaders will assign an agreement's Permission Group during the intake process. Permission Groups will be in the “Other” category in the intake form.

• An intake form is required to designate the Permission Group at upload.
• Integration settings can assign Permission Groups upon ingestion into KI.
• A user can only assign agreements to Permission Groups available on their profile (which they themselves are assigned to).

After the agreement is uploaded, there are two ways users with the Document Access Administrator permission can change Permission Group assignments on agreements.

• First, within the Data Panel on the Document Details Page, you can access through the Info tab.

• Second, from the Contracts grid, you can add or remove Permission Group assignments for multiple records across multiple pages.
  • If you select one or more agreements on the Contracts Grid you will see a Permission Groups dropdown menu enabled at the top of the page.

• The Permission Groups dropdown gives you the options to either assign agreements to groups or remove agreements from groups.

• After you select either Assign to Permission Groups or Remove From Permission Groups, a panel will open on the right that will display all the Permission Groups that you manage. Make your selection and click the Assign button. If you only selected some of the records on the page, KI will process the updated group assignments automatically.

• If you select all of the records on a page, after you make your Permission Group selection, you will then determine if you want to apply or remove that selection to all the records on that page or all the records across all the pages. Then click the Assign button.

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Managing Permission Group Access

Users with Administrator permission will be able to manage their users' Permission Group assignment in the Administration page. Administrators cannot edit their own Permission Group assignments.

If you want to add or remove a Role or Permission Group for several users, you can now either select all or check individual user records and select the Manage Access dropdown list.

For security reasons, if your organization adds a new Permission Group after the original configuration, that new Permission Group will not be automatically added to any user. Your Administrators must actively select the Permission Group for each user’s record that requires that Permission Group access.