---
title: "Edit user"
slug: "edit-user"
description: "Edit user roles and permissions in Document360's Knowledge base portal to control access and contributions effectively. Manage user settings easily!"
updated: 2026-09-28T09:00:55Z
published: 2026-09-28T09:00:55Z
canonical: "docs.document360.com/edit-user"
---

> ## 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 user

In Document360, you can edit an existing user's portal role and content access permissions from the knowledge base portal. Updating these settings lets you control what a user can view, manage, and contribute to within your project.

---

## Why edit a user

Team members' responsibilities change over time. A writer may be promoted to an editor, a contributor may need access to additional workspaces, or a user's scope may need to be narrowed after a project restructure. Editing a user lets you keep permissions aligned with current responsibilities without removing and re-adding the account.

Use this article when you need to:

- Change a user's portal role (for example, from Contributor to Admin).
- Update the content role a user holds (for example, from Draft Writer to Editor).
- Adjust which workspaces, languages, or categories a user can access.
- Set up mixed access — edit permissions for some categories and read-only access for others.

---

## Before you begin

- You must have the **Owner** or **Admin** project role.
- The user you want to edit must already exist in the project.

---

## How to edit a 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** > **Users**.
3. Hover over the desired user and click the **Edit** () icon.

![User management interface displaying account statuses, roles, and options to edit users.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/Edit%20user.jpg)
4. To update the portal role:

![User role editing interface showing assigned role as Contributor and update options.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/Edit%20user%20permissions.jpg)
  1. Click **Manage project role**.
  2. Select the desired portal role in the **Edit user** panel.
  3. Click **Update**.
5. To update content access permissions:
  1. Click **Manage content roles & permissions**.
  2. Select the desired **Content role** and **Content access** in the **Edit user** panel.
  3. Click **Update**.

 NOTE

- Selecting a parent category automatically selects all its subcategories, shown with an **Inherited** badge.
- If Block Inheritance has been applied to a specific category or subcategory, that will be excluded from the automatic selection. It appears unchecked with an **Inheritance blocked** badge, and you can manually select it to grant explicit access to that category.
- The category tree only displays categories you have access to.

---

## FAQ

  

**Can I update a user's email ID in the project?**

    
    
      

No, you cannot update the email ID of other users in your project.

    
  
  

  

**Who can change the access permissions for a user?**

    
    
      

- Users with **Admin** or **Owner** portal roles in a project can change the access permissions for a user.
- Users with the **Manage users** permission can also change the access permissions for a user.
- Users cannot change their own access permissions.

    
  
  

  

**How do I give a user the same permissions as another user?**

    
    
      

Document360 does not have a one-click option to copy one user's permissions to another. To give a user the same access as an existing user, you can either match their settings manually or use a user group:

      

- **Match manually:** Edit the user and set the same **Portal role**, **Content role**, and **Content access** (workspace, language, or category) as the existing user, following the steps above.
- **Use a user group (recommended for more than one user):** Add both users to a user group that carries the shared project role and content access. Every user in the group inherits the same permissions, and you manage them in one place. See [**Manage user groups**](/help/docs/manage-user-groups).

      

This applies to all content, including API documentation categories — access to API documentation is governed by the same content access settings as any other category.

    
  
  

  

**How do you add a user with edit access to one category and read-only access to the rest?**

    
    
      

You can achieve this by creating a custom content role and assigning appropriate permissions to the user.

      

#### Creating 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. Under the **Content role** tab, click **New content role**.
4. In the **Create content role** panel:
  - Enter the desired **role name** and **description**.
  - In the **Features** section, select the **View** checkbox for **Categories** and **Articles**.
5. Click **Create role**.

      

> [!NOTE]
> **NOTE** For more information, read the article on [**Roles and permissions**](/help/docs/roles).

      

#### Creating a user with specific permissions

      

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** > **Users**.
3. Click **Add** and select **User**.
4. In the **New user** panel:
  - Enter the **email address** for the user.
  - Select the appropriate **Project role**.
5. In the **Content role & access** section:
  - **Content role:** Select **Editor** from the dropdown.
  - **Content access:** Choose **Category** and select the desired category or categories you want the user to edit.
6. Click **Add another content role** to set read-only access for other categories:
  - **Content role:** Select the custom content role created in Step 1.
  - **Content access:** Choose the desired category or categories that the user can view only.
7. Click **Create user**.

      

This creates a user with edit access to specific categories and read-only access to the remaining categories.

      

#### Updating an existing 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** > **Users**.
3. Hover over the desired user and click the **Edit** () icon.
4. In the **Content role & access** section, click **Manage content roles & permissions**.
5. Assign two content roles as follows:
  - **Editor role:** Assign this to categories that the user should edit.
  - **Custom content role:** Assign this to categories that the user should only view.
6. Select the respective categories for each role and click **Update**.

      

This updates the user to have edit access for specific categories and read-only access to the remaining categories.