Troubleshooting Access and Permission Issues in SpotDraft

If you're experiencing access or permission issues in SpotDraft, such as being unable to view contracts, edit documents, or perform specific actions, the problem is typically related to insufficient access permissions. Here's how to diagnose and resolve common access issues.

Diagnosing Your Access Issue

Before attempting the solutions below, identify the specific type of access problem you're experiencing:

• Cannot log in at all vs. blocked from specific actions (viewing contracts, editing documents, using templates, sending for signature)

• Error messages or permission prompts — Note the exact message (e.g., “Ask admin for access”) and what action triggered it

• Network or location changes — Check if you're connecting from a new network or location that might be outside whitelisted IP addresses

When reporting issues to your administrator or SpotDraft support, include: affected user emails, specific contract types or templates involved, and screenshots of error messages.

Common Access Issues and Solutions

Unable to Log In - Invited State

If a user cannot log in and is in the "invited state" (has not yet accepted the invitation or completed the password setup process), the invitation needs to be resent.

1. Navigate to Settings → Access Control

2. Search for the user

3. Hover over the user entry

4. Click "Resend"

After resending, the user should log in using the credentials and instructions received in their inbox.

Unable to View Contracts

If you cannot see contracts in your workspace, you need Viewer access to the relevant contract types.

Important: Before you can assign Viewer access, Creator access must first be configured for the contract type. If no Creator access is assigned, you will not be able to add Viewers. Ensure that Creator access is granted to at least one team or individual before proceeding with the steps below.

To grant Viewer access:

1. Navigate to Settings → Access Control → Contract Types

2. Find and select the relevant contract type

3. Click the pencil icon to edit

4. Under the Viewer section, add the user or team

5. Click Save

Unable to View or Use Templates

If you cannot see templates in the template workflow despite having Viewer access to the contract type, you need Creator access to view and use templates. Similarly, if you cannot see specific workflows when trying to create new contracts or cannot select Contract Types from the dropdown when uploading third‑party contracts, you need Creator access to the relevant contract type.

To grant Creator access:

1. Navigate to Settings → Access Control → Contract Types

2. Find and select the relevant contract type

3. Click the pencil icon to edit

4. Under the Creators section, add the user or team

5. Click Save

Note: Viewer access allows you to view contracts once they are created, but Creator access is required to see and use templates in the template workflow, to initiate new contracts from workflows, and to upload third‑party contracts.

Note: If a user unable to view a template while creating a Template Contract [From + New → Template Contract], this is most likely because the user does not have Creator access for the specific contract type.

First, navigate to Manage → Workflow Manager and identify the workflow from which you would like to create a contract. Click on Workflow Details → then scroll to the bottom to view the contract type linked to that workflow. Once the associated contract type has been identified:
How to update access
Navigate to Settings → Access Control → search for the required contract type → assign Creator access. If you do not have the necessary permissions to make these changes, please reach out to your admin team to request the required access.
This will ensure that the workflow from which you want to create a contract is visible when you click on + New → Template Contracts.

Cannot Edit Documents or Access OnlyOffice Editor

If editing options are greyed out or you cannot access the document editor, you need Editor access to the contract type.

To grant Editor access:

1. Go to Settings → Access Control → Contract Types

2. Select the contract type and click the pencil icon

3. Under the Editor section, add the user or team

4. Click Save

Alternatively, you can grant access at the contract level by clicking Manage Access on the specific contract and inviting the user with Editor permissions.

Cannot Send Contracts for Signature

If you're unable to prepare contracts for signing despite having Editor access, check the workflow's signature preparation settings.

To enable signature preparation permissions:

1. Go to Manage → Contract Types

2. Open the relevant contract type

3. Navigate to the Signatories tab

4. Under Prepare for Signing, ensure the appropriate roles (Editors, Business Users, etc.) are enabled

5. Click Save

Enabling signature preparation toggles in the contract type settings is only part of the solution. Users must also have one of the following access levels for the specific contract:

• Business User (Creator Access) – Must be the Business User assigned to that specific contract

• Admin User – Must be part of the Admin team

• Editor Access – Must have Editor access to the contract type

If you still cannot send for signature after enabling the toggles:

1. Reassign yourself as the Business User:

   • Go to Party Information → Business User on the contract

   • Add yourself as the Business User

   • Note: You may need Creator Access to become the Business User. To grant Creator Access, go to Settings → Access Control → Contract Type, find the relevant contract type, click Edit, add your team/yourself as Creator, and click Save

2. Request Admin team access: Ask your internal Admin team to add you or your team to the Admin team

3. Request Editor Access: Go to Settings → Access Control → Contract Type, find the relevant contract type and click Edit, add yourself or your team as Editor, and click Save

Cannot Skip or Reassign Approvals

If approval management options appear greyed out, you need specific approval permissions configured in the workflow settings.

To grant approval management access:

1. Navigate to Workflow Manager by clicking Manage

2. Select the relevant workflow

3. Go to the Approvals section

4. Click the pencil icon to Edit Approval Preference

5. Under Restrict Actions, configure who can skip or reassign approvals

6. Select Specific Users and Teams and add the appropriate users

7. Click Save and Publish Changes

Persistent UI Error Pop-ups

If you're seeing recurring error pop-ups in the interface, this may be due to missing "Manage Contract Types and Workflows" permission.

To resolve UI errors:

1. Go to Settings → Access Control → Teams

2. Select the relevant team

3. Under Permissions, enable Manage Contract Types and Workflows

4. Click Save

Note: This permission resolves UI errors but doesn't impact your ability to perform contract-related actions based on your existing permissions.

Team-Based Access Control

SpotDraft uses team-based permissions. If a user is part of multiple teams, they inherit the combined permissions from all teams they belong to. When troubleshooting access issues:

• Verify the user is assigned to the correct team

• Check that the team has the necessary permissions for the contract type

• Ensure the contract type is properly configured with the required access levels

• Contract Type Level: Applies to all contracts of that type (recommended for ongoing access)

• Contract Level: Applies only to a specific contract (use for one‑time access needs)

For persistent access issues, always check and configure permissions at the contract type level first.

Getting Help

If you continue experiencing access issues after following these steps, contact your internal SpotDraft administrator or reach out to SpotDraft support with:

• The specific contract link where the issue occurs

• The affected user's email address

• A description of the action you're trying to perform

• Screenshots of any error messages