When you add a new Team account to your Document360 project, you can assign the roles that contain a specific permission set of what they can and cannot access, edit, or configure in the project.

Document360 has split the roles into Portal role and Content role to simplify this process.

Accessing Roles and operations

1. From the Knowledge base portal, navigate to Settings () > Users & Security > Roles & permissions.

2. You can access the Portal role and Content role tabs.

   The available system roles and custom roles (if previously added) will be listed.

3. From this list, you can perform the following operations on both the Portal role and Content role.

   • Clone role: Can be performed on both system and custom roles

   • Edit role: Available only for custom roles

   • Delete role: Available only for custom roles

   • Show permissions: Available for both system and custom roles.

4. Click on the New portal role or New content role button available at the top right of the respective tab to create a new custom role.

Portal role

The Portal role defines the permission for administrative privileges a Team account or group can access in the Knowledge base portal. You can find the list of portal roles (system and custom) available in the project.

If required, you can add custom portal roles as per your requirements.

1. Click the New portal role and a panel appears.

2. Enter a name for the new role and add a description of the role.

3. The list of features will be available below.

4. There are two distinct permissions for each feature: View and Update.

5. Select the checkboxes for the required features.

6. Click Create role.

Content role

The Content role defines the permission for content-related privileges a Team account or group can perform in the Knowledge base portal. The list of content roles (system and custom) is available in the project.

If required, you can add custom content roles as per your requirements.

1. Select the Content role tab on the Roles & permissions page.

2. Click New Content role and a panel appears.

3. Enter a name for the new role and add a description of the role.

4. The list of articles, categories, and Drive-related features will be available.

5. There are four distinct permissions for each feature: View, Update, Delete, and Publish.

6. Select the checkboxes for the required features.

7. Click Create role.

What happens to the existing roles in the old Document360 UI?

Existing portal roles

Existing Content roles