Default content roles

Document360 provides four default content roles. Each role comes with a fixed set of permissions for content management that cannot be changed. If none of these match your requirements, you can create a custom content role. See Custom content roles.

Overview of default content roles

Role	Access level
Editor	Complete access to all content management features
Draft writer	Limited access to content management features
Reviewer	Can review content, add and resolve comments, and update workflow assignments within their content access
None	No access to content management features

NOTE
The Reviewer content role is different from the Reviewer portal role. The Reviewer portal role controls administrative access (the user cannot view or update any portal settings). The Reviewer content role controls content access (the user can review articles and categories within their content access, add inline comments, resolve comments, and update workflow assignments, but cannot delete or publish). When the portal role is Reviewer, the content role is automatically Reviewer and cannot be changed. Users with other portal roles can also be assigned the Reviewer content role.

Editor

The Editor role has complete access to all content management features.

Feature	View	Update	Delete	Publish
Category	✅	✅	✅	✅
Articles	✅	✅	✅	✅
Custom pages	✅	✅	✅	✅
Share link	✅	✅	✅
Article settings	✅	✅	✅	✅
Workflow assignments	✅	✅	✅	✅
Resolve comments	✅	✅	✅	✅
Customize site	✅	✅	✅	✅
SEO description	✅	✅	✅	✅
AI features	✅	✅	✅	✅
Content reuse	✅	✅	✅	✅
Article review reminders	✅	✅	✅	✅
Drive	✅	✅	✅	✅
Document360 Engage	✅	✅	✅
Analytics	✅	✅	✅	✅
Recycle bin	✅	✅	✅	✅
Find & replace	✅	✅	✅	✅
Workflow designer	✅	✅	✅	✅
Tags & groups	✅	✅	✅	✅
Feedback manager	✅	✅	✅	✅
Project import & export	✅	✅	✅	✅
Export as PDF	✅	✅	✅	✅
Migrate content	✅	✅	✅	✅
Workspace	✅	✅	✅	✅
Article redirection rules	✅	✅	✅	✅
Site article settings & SEO	✅	✅	✅	✅
Translate with Eddy AI	✅	✅	✅	✅

Draft writer

The Draft writer role has limited access to content management features.

Feature	View	Update	Delete	Publish
Category	✅	✅	❌	❌
Articles	✅	✅	❌	❌
Custom pages	✅	✅	❌	❌
Share link	✅	❌	❌	❌
Article settings	✅	✅	❌	❌
Workflow assignments	✅	✅	❌	❌
Resolve comments	❌	❌	❌	❌
Customize site	❌	❌	❌	❌
SEO description	✅	✅	❌	❌
AI features	✅	✅	❌	❌
Content reuse	✅	✅	❌	❌
Article review reminders	✅	✅	❌	❌
Drive	✅	✅	✅	❌
Document360 Engage	✅	✅	❌	❌
Analytics	✅	❌	❌	❌
Recycle bin	❌	❌	❌	❌
Find & replace	✅	✅	❌	❌
Workflow designer	❌	❌	❌	❌
Tags & groups	✅	✅	❌	❌
Feedback manager	✅	❌	❌	❌
Project import & export	❌	❌	❌	❌
Export as PDF	✅	✅	❌	❌
Migrate content	❌	❌	❌	❌
Workspace	❌	❌	❌	❌
Article redirection rules	❌	❌	❌	❌
Site article settings & SEO	❌	❌	❌	❌
Translate with Eddy AI	✅	✅	❌	❌

Reviewer

The Reviewer role has a fixed set of permissions. Users with this role can review articles and categories within their content access, add inline comments, resolve comments, and update workflow assignments. They cannot delete or publish content.

Feature	View	Update	Delete	Publish
Category	✅	✅	❌	❌
Articles / Decision trees	✅	✅	❌	❌
Custom pages	✅	✅	❌	❌
Article / Decision tree settings	✅	✅	❌	❌
Workflow assignments	✅	✅	❌	❌
Resolve comments	✅	❌	❌	❌
Content resources	✅	❌	❌	❌
Workflow designer	✅	❌	❌	❌
Workspace	✅	❌	❌	❌

Reviewers have no access to other content management features, such as Share link, Customize site, SEO, AI features, Article review reminders, Drive, Analytics, Recycle bin, Find & replace, Tags & groups, Feedback manager, Project import & export, Export as PDF, Migrate content, Article redirection rules, or Translate with Eddy AI.

None

The None content role has no access to any content management features. Assign this when you want a user to have portal access only, without any content permissions.

What each content permission controls

Permission	What it allows
Category	Organize 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
Share link	Create, edit the expiry of, and stop private links that help you share articles outside your project
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
Document360 Engage	Create, update, clone, and delete step by step guides, explainer videos, and interactive videos in Document360 Engage
Analytics	Access and analyze 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. Not shown if PDF export isn't included in your current plan.
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

Best practices

Assign Editor only to users who need to publish content. Giving all team members publish access can lead to unreviewed content going live.
Use Draft writer for new team members or contractors who should be able to write but not publish.
Use the Reviewer content role in combination with workflow assignments to route articles through a structured review process.
Assign None when a user needs portal access (for example, to manage settings or view analytics) but should not interact with content at all.
Give Document360 Engage access to users who create or translate guides, videos, and demos. Users with View access can see items in Document360 Engage. Users without Document360 Engage access can't open Document360 Engage, but they keep the same access to step by step guides that they have in the editor.