Adding and Managing Collaborators | Zoho Contracts

Adding and Managing Collaborators


Introduction

In Zoho Contracts, a contract owner can co-author a contract or get it peer-reviewed with other members in the organization by sharing it with them. The contract owner can do so by adding them as collaborators in the contract with required access permissions.


While predefined templates can ensure that the contracts are uniform and error-free, more often than not, a contract owner would still need other people to collaborate with them during the drafting phase. This is because the language in the contract needs to be concise, correct, and up-to-date with the industry standards that keep evolving. 


Collaboration is an inherent part of authoring a contract. Indeed, collaboration in the drafting phase will save a substantial amount of time that is usually lost in back and forth during approval and negotiation phases.


Add Collaborators

  1. Select the Contracts tab at the top of the page.
  2. Click to open the contract you want to add collaborators to. 
  3. Select the Collaborators tab in the contract details panel on the left, then click Share.
  4. Type and select members from the Collaborators field. 
  5. Set the share permission.
  6. Check the Notify through email check box, if you want to notify the collaborators via email. The users will receive an in-app notification, even if the checkbox is not selected. 
  7. Click Share. 

Note: 

  • Only contract owners can add collaborators.
  • A contract can be shared during any stage and not only at the time of creation. 
  • The share permission that you set for a member when you share a contract is applicable only for the content of the contract document. Other information in the contract details panel on the left cannot be edited by the collaborators. 

Change Permission for a Collaborator

  1. Select the Contracts tab at the top of the page.
  2. Click to open the contract you want to change the permission for a collaborator in. 
  3. Select the Collaborators tab in the contract details panel on the left. 
  4. Click the current permission of the collaborator that is displayed on the collaborator card, then choose the required permission from the dropdown menu. 



Share Permissions

The following are the different share permissions that are available in Zoho Contracts.


Permission 

Allowed Actions

Note

Write


  • View document
  • Insert or remove clauses
  • Edit document
  • Fill fields
  • Add comments
  • Edit/Delete own comments
  • Reply to/Resolve comments


Collaborator acts as a co-author. 


Comments Only


  • View document
  • Add comments
  • Edit/Delete own comments
  • Reply to/Resolve comments

 


Collaborator acts as a reviewer. 


Fill Fields Only


  • View document
  • Fill fields


Collaborator can fill a field by clicking the field in the document and entering the value in the pop up.  


Comments and Fill Fields Only


  • View document
  • Fill fields
  • Add comments
  • Edit/Delete own comments
  • Reply to/Resolve comments



-


View Only
  • View document


-


Remove a Collaborator

  1. Select the Contracts tab at the top of the page. 
  2. Click to open the contract you want to remove a collaborator from. 
  3. Select the Collaborators tab in the contract details panel on the left. 
  4. Click Delete  next to the collaborator.