---
title: "Edit reader"
slug: "edit-reader"
description: "Edit reader profiles in Document360 to manage access, update details, and organize reader groups efficiently. Learn best practices for user management."
updated: 2026-06-16T10:44:19Z
published: 2026-06-16T10:44:19Z
canonical: "docs.document360.com/edit-reader"
---

> ## 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.

# Edit reader

Editing a reader in Document360 lets you update their basic profile details, adjust their content access level, and manage which reader groups they belong to.

---

## When to edit a reader

- A reader's name needs to be updated.
- You need to expand or restrict a reader's access to specific content, workspaces, or categories.
- You want to add or remove a reader from a reader group.
- You need to review when the reader last accessed the knowledge base or when their account was created.

---

## Before you begin

- You must have the **Admin** or **Owner** portal role, or a custom role with **Manage user** permission.

---

## How to edit a reader

1. Navigate to **Settings** (

) > **Users and security** in the left navigation bar of the knowledge base portal.
2. In the left navigation pane, navigate to **Readers & groups** > **Readers**.
3. Hover over the desired reader and click the **Edit** (

) icon.

A page appears with detailed information.

![Reader profile page showing access details, last active date, account created date, and group information.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/Reader%20profile.png)
4. Hover over the reader name and click the **Edit** (

) icon to configure basic details such as the first name and last name.
5. You can view the **Last active date** and **Reader account created date** under the reader name.
6. Click **Manage content access** to manage content access for the reader.
7. Select the desired content access:

| Option | What the reader can access |
| --- | --- |
| **None** | Cannot access any knowledge base content |
| **All** | Can access all knowledge base content in any workspace and language |
| **Workspace / Language** | Can access content in specific workspaces and languages |
| **Category** | Can access certain categories in specific workspaces and languages |

![Edit reader account panel showing content access options and associated groups tab.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/Edit%20reader%20account.png)

1. Click **Update**.
2. In the **Associated groups** tab, add the reader to any reader groups.

> [!NOTE]
> **NOTE**  
> For projects that have not yet migrated to inherited permissions, readers can only see the specific categories they are given access to.

---

## Limits and limitations

| Limit | Detail |
| --- | --- |
| Email address | A reader's email address cannot be changed after account creation. |
| Content access — highest level wins | When a reader belongs to multiple groups with different access levels, the highest level of content access is granted. |
| Simultaneous roles | A reader cannot be assigned a user role at the same time. To upgrade, use [Convert a reader to a user](/docs/convert-reader-to-user). |

---

## Best practices

- Review the **Last active date** before making access changes. If a reader has not logged in recently, consider deactivating the account instead of editing it. See [Activate and deactivate a reader](/help/docs/activate-or-deactivate-reader).
- Use **Category** access for readers who should only see a subset of your content.
- Manage access through reader groups rather than editing individual readers where possible. Group-based access is easier to audit and update at scale.

---

## FAQ

  

**Can I change a reader's email address?**

    
    
      

No. Email addresses are set at account creation and cannot be edited afterward. If the reader's email has changed, delete the old account and create a new one with the updated address.

    
  
  

  

**If a reader is in multiple groups with different access levels, which level applies?**

    
    
      

The highest level of content access assigned across all groups and direct assignments is granted to the reader.

    
  
  

  

**Can I see the reader's login history from the edit panel?**

    
    
      

The edit panel shows the **Last active date** only. For email notification history, use the **Email notifications** () icon on the Readers list page. See [View email activity history](/docs/reader-email-activity).