--- title: "Custom content roles" slug: "custom-content-roles" description: "Create custom content roles in your knowledge base portal to tailor user permissions, ensuring precise access for your team's unique workflow needs." updated: 2026-06-20T07:17:34Z published: 2026-06-20T07:17:34Z canonical: "docs.document360.com/custom-content-roles" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.document360.com/llms.txt > Use this file to discover all available pages before exploring further. # Custom content roles Custom content roles let you define exactly which content management permissions a user has in the knowledge base portal. Use them when the default roles — Editor, Draft writer, Reviewer, and None — do not match your team's requirements. --- ## When to create a custom content role - You want a user to view articles but not edit or publish them. - You want a user to edit articles but not delete them. - You need to grant access to specific features like Analytics or Drive without giving full Editor access. - Your organization has a specific workflow that requires a unique combination of permissions. --- ## Before you begin You must have the **Owner** or **Admin** portal role. --- ## How to create a custom content role 1. Navigate to **Settings** () > **Users and security** in the left navigation bar in the knowledge base portal. 2. In the left navigation pane, navigate to **Roles and permissions**. 3. Select the **Content role** tab and click **New content role**. The **Create content role** panel opens. 4. Enter a name for the new role and add a description. 5. From the list of features, select the **View**, **Update**, **Delete**, and **Publish** checkboxes for the desired features based on your requirements. 6. Click **Create role**. ![Create content role panel showing the list of features with View, Update, Delete, and Publish checkboxes.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/3_Screenshot-Create_content_role.png) --- ## Content role permissions reference Each feature has up to four permission levels: **View**, **Update**, **Delete**, and **Publish**. | Permission | What it allows | | --- | --- | | **Category** | Organise the knowledge base by creating, updating, moving, reordering, hiding/unhiding, and deleting categories | | **Articles** | Create, update, publish, hide/unhide, move, reorder, and delete articles | | **Custom pages** | Create, update, publish, hide/unhide, move, reorder, and delete custom pages | | **Article settings** | Modify specific settings for individual articles, such as metadata and status indicators | | **Workflow assignments** | Assign and update workflow assignments for articles | | **Resolve comments** | Resolve comments added by others | | **Customize site** | Design and configure the knowledge base site, including homepage, site design, and navigation | | **SEO description** | Manage SEO descriptions for improved search engine visibility | | **AI features** | Access and manage content using AI technology in the project | | **Content reuse** | Manage reusable content elements like templates, snippets, variables, and glossary terms | | **Article review reminders** | Set and manage reminders for reviewing and updating articles | | **Drive** | Access and manage files and folders in the document storage drive | | **Analytics** | Access and analyse usage data and metrics | | **Recycle bin** | Manage the recycle bin — recover or permanently delete deleted documentation | | **Find & replace** | Find and replace text across multiple articles | | **Workflow designer** | Access and manage workflow designer for the project | | **Tags & groups** | Access and manage tags and groups for the project | | **Feedback manager** | Access and manage feedback manager for the project | | **Project import & export** | Access and manage import and export of project contents | | **Export as PDF** | Access, create PDF templates and manage PDF exports | | **Migrate content** | Manage migration of content from other knowledge base systems | | **Workspace** | Access and manage workspaces and associated languages | | **Article redirection rules** | Set up and manage redirection rules for articles | | **Site article settings & SEO** | Modify site-wide article settings and SEO configurations | | **Translate with Eddy AI** | Access Translate with Eddy AI features for content translation | --- ## Example: Providing view-only access to specific categories This example shows how to give a user view-only access to specific categories in the portal without giving them editing or publishing permissions. **Create a custom content role with view-only category access** 1. Navigate to **Settings** () > **Users and security** in the left navigation bar in the knowledge base portal. 2. In the left navigation pane, navigate to **Roles and permissions**. 3. Go to the **Content role** tab and click **New content role**. 4. Enter a name and description for the custom content role. 5. Check the **View** option for **Categories** only. Leave all other permissions unchecked. 6. Click **Create role**. **Assign the custom content role to the user** 1. Navigate to **Settings** () > **Users and security** in the left navigation bar in the knowledge base portal. 2. In the left navigation pane, navigate to **Users and groups**. 3. Click **Add** > **User**. The **New user** dialog opens. 4. Enter the user's email and select a portal role. 5. In the **Content role & access** section, select the custom content role you created. 6. In **Content access**, select **Category** and choose the specific categories you want to grant view-only access to. 7. Click **Create user**. --- ## Best practices - Give custom content roles descriptive names that reflect what they are for — for example, "View-only Category Access" or "Analytics Viewer". - Grant the minimum set of permissions needed. Start restrictive and add more as required. - When creating a role for contractors or external contributors, limit Delete and Publish permissions to prevent accidental or unauthorised changes to live content. - Review custom content roles periodically to ensure they still reflect your team's workflow.