Audit space access

Note: Space access audit and user groups are premium features that are not included in all plans. If you do not see these options under your account in Contractbook, please reach out to your Customer Success Manager for more information on how to get both features.

Auditing space access requires specific permissions. To audit a read-only overview of your company’s space access, you need to have company permissions to “Audit space access” enabled on your account. Ensure you have this permission enabled before proceeding, or contact your Company administrator for help. Once enabled, follow these steps to audit your company’s space access:

Review company-wide space access

Company users with enabled “Audit space access” permissions on their account can access a read-only overview of every space in the company and see the users and user groups with access to it. 

• Click on your profile icon in the top right corner to expand the dropdown menu.

• Select the Space access option from the dropdown list, located below the Users and User groups options of the “Company” section.

• On this page, you can review the list of every space alongside each company user and user group with access to it.

• Use the Search bar at the top of the page to review access to a specific space only by typing in its name.

• The tabular overview includes the name of the specific main or subspace under the Space column and the Type of documents the space stores (Documents - refers to contract spaces, Template - refers to template spaces).

• All individual active company users are listed under the Users column.

• All company user groups with joined access to the specific space are listed under the Groups column.

Audit individual user access to spaces

If you need to know which spaces a specific company user can access and exactly which type of permissions they have in it, you can perform a targeted audit. 

• Click on your profile icon in the top right corner to expand the dropdown menu.

• Select the Users option under the “Company” section from the menu to view your company users’ main directory.

• Click the three-dot menu on the specific user’s row.

• Select View spaces access to open their personalized read-only view.

Alternatively, you can use the main Space access page and apply a filter:

• Click on your profile icon in the top right corner and select Space access under the “Company” section from the menu.

• Click on the User icon at the top section of the page.

• Type the name of the user in the search field or select it directly from the dropdown list of active company users.

• The Space access page will now allow you to audit the selected company user’s access through their individual and user groups’ permissions.

Apply filters to the Space access audit page

• Click on the Type icon highlighted in blue at the top of the page to select the specific type of space you want to audit.

• Select Documents from the filtering options to review the users’ permissions exclusively in contract spaces.

• Select Templates from the filtering options to review the users’ permissions exclusively in template spaces.

• Click on the Group icon highlighted in blue at the top of the page to select a specific user group in your company and review their space access.

• Combine the Group filter with User and Type to get a granular overview with the exact criteria you need to audit.

• This filter gives you an overview of all user groups with direct access to contract and template spaces.

Trace space permissions inheritance

The Space access page for a specifically selected space provides the union of directly shared with users permissions and user group permissions.

• Click on the table row displaying a specific space you need to audit to expand the Permissions overview on the right side of the audit page. Highlight and click on the space’s row in the table without clicking the hyperlinked name of the space itself.

• Review where each of the selected space’s permissions originates for each active company user or user group. 

• Click on the User access tab to expand the individual users’ permissions to the selected space.

• Click on the Group access tab to view all joined user groups’ permissions to the selected space.

• Depending on the type of space, you will see a label called “Direct” or "Inherited from”. This indicates if the space was directly shared or inherited as a sub-space from a main space.

Frequently asked questions

• Can I edit shared permissions directly from the space access page?

No. The Space access page is designed strictly for auditing purposes. Because this page is read-only, there are no direct edit controls. 

If your audit reveals that you need to make any changes, you must navigate to that specific space and use its "Manage access" dialog box.

Alternatively, click on the highlighted in blue space name in the first column of the Space access page. This will automatically open the specific space under the Contracts or Templates main navigation menu, depending on the type of documents stored in this specific space.

Once you have accessed this page, use the Manage access button at the top to make adjustments to the current permissions shared with your company users and user groups.

• Are deactivated or deleted company users included in the Space access audit page?

No, they are not. Deactivated or deleted company users are excluded from the listed users on the page. You will only see active company users listed.