Find below examples of how to match your employee's work needs to the Ontra User Management system.
For more details on the User Management system, please refer to the main page: [New] User Management in Insight
Example 1: Access Manager
Who they may be:
This user belongs to central IT at a mid/large GP, owns provisioning for all SaaS tools.
Or, this user may be an Access Oversight Administrator who is accountable for knowing who has access to what across the account and runs periodic access reviews and attestations to do so.
In either case, this user is not a "fund person"; i.e. they should never see fund documents.
Sample job duty:
A new associate joins the firm, and the Access Manager receives a request to provision software logins and access for the new associate.
The Access Manager invites the user to the Ontra application and assigns a relevant User Group for the appropriate permissions.
If an associate departs, the Access Manager removes that user and runs an access report to confirm.
Recommendations:
Add the Access Manager to the Platform Administrators (System-Managed) user group.
Alternatively, provide the Access Manager with User Provisioning access under Platform Controls.
Example 2: Fund Operator
Who they may be:
This user is in charge of managing fund data.
This user uploads LPAs & side letters, creates obligations, cleans up tasks, and deletes unneeded information from the system.
Sample job duty:
A new fund for your firm closes.
The Fund Operator uploads the closing set, creates obligations, and deletes a duplicate auto-generated task.
Recommendations:
Add the Fund Operator to the Fund Content Administrators (System-Managed) user group.
Example 3: Compliance Lead
Who they may be:
This user is the hands-on owner of Ontra at their firm.
This user runs compliance and owns the platform day-to-day, such as document intake, obligations, integrations, and who has access.
Sample job duty:
The Compliance Lead onboards a new analyst and adds them to the appropriate user group.
The Compliance Lead also uploads the quarter's side letters, deletes unneeded AI-abstracted obligations, and connects iManage/SharePoint.
At quarter-end, the Compliance Lead runs the access report to validate user permissions.
Recommendations:
Add the Compliance Lead to both the Fund Content Administrators (System-Managed) user group and the Platform Administrators (System-Managed) user group.
Example 4: Working Associate
Who they may be:
This is likely your most common Ontra user.
This user works on a subset of funds for the firm, and may either be an in-house employee or external counsel.
This user occasionally uploads a document or creates a task on the funds to which they are assigned.
Sample job duty:
The Associate works on Real Estate portfolios and is assigned specifically to work on funds Building I and Building II.
The associate uploads updated side letters to fund Building I and creates a new recurring task on fund Building II for annual financial reporting requirements.
The Associate may be able to view other Real Estate-related funds, such as Property IV, however the Associate can neither view nor edit Credit-related funds.
Recommendations:
Add the Associate to a Custom User Group for Real Estate funds that grants all members the requisite Edit/View and Create/Delete access for each fund.
Example 5: Task Assignee
Who they may be:
The Task Assignee is likely an individual contributor at the firm who is pulled in to complete a specific obligation-driven task (e.g. tax deliverable, distribution notice, etc.). Might be a member of a rotating team.
Sample job duty:
The Task Assignee completes tasks, logs into Ontra to mark them as complete, provides comments, and attaches support, all without seeing the broader fund.
Recommendations:
Do not apply specific user or group-level access grants.
After inviting this user to the platform, assign tasks to this user as needed.
This will give the user a limited view of the task only, without fund data.
If fund data is needed, then follow recommendations below for Example 6: Read-Only Consumer.
Example 6: Read-Only Consumer
Who they may be:
This user is anyone who needs to look things up but should never change anything.
This user may belong to IR, finance, deal teams, or external counsel.
Sample job duty:
The Read-Only user needs to review previously signed fund documents (e.g. side letters) in preparation for an investor meeting, or perhaps to brief the legal team in preparing for a negotiation.
Recommendations:
Based on their scope of interest, assign the user direct View access to All Funds
Or, add the user to a custom View-Only user group for specific funds (no Create/Delete access).
Example 7: Task Coordinator
Who they may be:
This user owns a team's task load, but not the documents.
This user assigns, reassigns, and chases tasks for their group.
This user reads fund documents for context but should not edit the documents.
Functionally, this user may sit between Fund Operator and Task Assignee (see above).
Sample job duty:
The Task Coordinator sees a new obligation on Wolfdog Fund V.
The Task Coordinator creates a related task, assigns it to two people on the team, and follows up when it's late.
The Task Coordinator can open the side letter related to the obligation in order to check the clause and understand the specific requirements.
Recommendations:
Based on their scope of interest, assign the Task Coordinator direct Edit, Create, & Delete access to relevant funds.
Or, add the user to a custom user group with Edit, Create, & Delete access.