COBBLESTONE SOFTWARE

Contract Insight — User Guide

05. Employee Groups and Roles

03. Admin User Manual › Employee/User Management › 05. Employee Groups and Roles

Note: Each procedure in this guide begins at the Contract Insight homepage, so any section can be followed on its own. Custom fields are configurable, so the exact field list on a contract category record may vary between environments.

1. Overview

Roles (Administration > Roles) is a distinct concept from Security Groups: described in the tool itself as "job-function roles and who belongs to them," a role exists to target work and alerts rather than to grant permissions. A workflow task assigned to a role reaches every member of that role, and role-based notifications go to everyone in the role. The Roles list shows every defined role with its member count (examples in this QA environment include "California" with 4 members, "Administrators" with 6 members, and many project- or team-specific roles with 0–6 members each), and each can be expanded to manage its membership.

2. Key Elements

• Roles (Administration > Roles) lists job-function roles and their member employees, explicitly separate from the permission roles assigned via Security Groups.
• Roles exist to target work and alerts: a workflow task assigned to a role reaches every member of that role, and role-based notifications go to everyone in the role at once.
• Each role row shows its name and current member count (e.g. "Administrators — 6 members," "California — 4 members"), and can be expanded to view and manage that role's membership.
• Because roles and security-group permission roles are kept separate, an employee's job-function role memberships (used for alert/task targeting) do not by themselves grant any record permissions — those still come from Security Groups or direct grants in Manage User Permissions.

3. Quick Reference Summary

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