Your profile in Document360 gives you a single place to manage your personal information, view your assigned roles, and check the permissions granted to you within a project. You can access profile options from the top navigation bar of the Knowledge base portal at any time, without leaving your current view.
When to use profile and access settings
Use your profile and access settings when you need to:
- Verify your role and permissions before starting work on a project — use View access and permissions to confirm you have the content access you need before a blocked action interrupts your workflow.
- Check which workspaces, languages, and categories are available to you under your current content role.
- Update your author details — such as your display name, profile picture, or biography — before publishing content where your author page will be visible to readers.
Before you begin
- The View access and permissions option is only available when you are inside a project. It is not visible from the project's dashboard.
- SSO users cannot edit their email address from the profile panel.
How to access your profile options
Click your profile picture in the top navigation bar to open a dropdown menu. The icon shows your profile image, or your initials if no image has been uploaded.
The profile picture displays your initials until you upload a profile image.
The dropdown provides the following options:
| Option | What it does |
|---|---|
| My profile | View and edit your personal information, author details, and portal language. |
| View access and permissions | Check the permissions assigned to you under your current portal and content roles. |
| Change password | Update your account password. |
How to update your profile
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Click your profile picture in the top navigation bar.
The dropdown displays a Know your champions tile showing the name and email address of your designated Document360 contact, along with a badge for your account's current engagement stage (for example, Sales, Onboarding, or CSM).
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Click My profile from the dropdown. The My profile panel opens on the right.
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Click Edit to make changes. You can update the following fields:
| Field | Description |
|---|---|
| Profile image | Upload or delete your profile picture. |
| First and last name | Update your display name. |
| Email ID | Edit your email address. Not editable for SSO users. |
| Author page URL | Set a custom URL slug for your author profile page. Accepts alphanumeric characters, periods, and hyphens only. |
| Author bio | Add or update a short biography. Displayed on your author page. |
| Portal language | Change the language of the Knowledge base portal UI for your account. Available options are English, Spanish, and Portuguese (Brazil). This setting applies only to your view and does not change article content. |
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Click Update to save your changes.
The Update button is greyed out if no changes have been made, or if the author page URL contains unsupported characters.
Additional information in My profile
Beyond editable fields, the My profile panel also displays:
- Portal role — Your assigned role, such as Owner, Admin, or Contributor.
- Content role and access — The workspaces, languages, and categories you can access based on your content role.
- View contributions — Click the Click here link to view your article contributions in the Analytics module.
How to view your access and permissions
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Click your profile picture in the top navigation bar.
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Click View access and permissions from the dropdown. The View access permissions panel opens.
The panel lists every feature in the project and shows whether you have View or Update access under your portal role and content role.
To change your permissions, an Owner or Admin must update your role from Settings > Users & permissions > Users & groups. See Edit user for instructions.
The View access and permissions option is only available when you are inside a project.<
Best practices
- Review your permissions before starting a new project. Use View access and permissions to confirm you have the content access you need — this avoids blocked actions mid-workflow.
- Check the portal language setting when onboarding teammates. New users may prefer a different portal language; remind them this is set per-account in My profile.
FAQ
Can I change my own portal role or content permissions?
No. Only users with an Owner or Admin portal role can change permissions. You can view your current permissions using View access and permissions, but you cannot edit them yourself.
Why is the Update button greyed out when editing my profile?
The Update button is inactive when no changes have been made, or when the author page URL contains characters other than alphanumeric characters, periods, or hyphens.
Can SSO users edit their email address?
No. Email addresses cannot be edited for SSO-authenticated accounts. Contact your Owner or Admin if your email needs to be updated.
Does changing the portal language affect the content my readers see?
No. The portal language setting only changes the UI language for your view in the Knowledge base portal. It has no effect on published article content.
Where can I see which articles I have contributed to?
In the My profile panel, select the Click here link under the contributions section. This opens your contribution history in the Analytics module.