Resolving permission issues when assigning Business Users to contracts

When trying to assign Business Users to contracts, you may encounter situations where users appear grayed out or unavailable for selection, even when you have admin privileges. This typically indicates that the target user lacks the required access permissions for that specific contract type.

Why users appear grayed out

If a user appears grayed out when you're trying to assign them as a Business User on a contract, it means they don't have the necessary access permissions for that contract type. The system prevents the assignment to maintain proper access control.

Admin limitations

Even as an admin team member, you cannot directly assign Business User roles if the target user doesn't have the required access level. In these cases, the system will only allow you to:

• Create an "Ask admin for access" task

• Grant access through Access Control settings

How to resolve the issue

To assign Business Users without creating access request tasks, you need to grant the appropriate access level to the user first:

1. Navigate to Settings → Access Control → Contract Types

2. Select the relevant contract type

3. Grant Creator access to the user you want to assign (or Editor access if they need to work with contracts created by others)

4. Once the user has Creator access, they will no longer appear grayed out and can be assigned as a Business User on contracts of that type. Note that with Creator access alone, they will only see contracts they've created or are directly involved in (such as contracts where they're assigned as a Business User).

Important: Creator access allows users to create contracts and view contracts they've created or are directly involved in (such as contracts where they're assigned as a Business User), but does not automatically grant permissions to view all contracts of that type created by other team members. If the Business User needs to work with contracts created by other team members, you must also grant them Editor access or Viewer access at the contract type level. Note that users with Creator access at the contract type level can edit metadata fields and intake form responses on any contract of that type, even if they are only assigned a Viewer role on the specific contract.

This approach ensures that users have the proper permissions before being assigned to contract roles, maintaining security while enabling smooth workflow operations.