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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 permissions
From the Knowledge base portal, navigate to Settings () > Users & security > Roles & permissions.
You can access the Portal role and Content role tabs.
The available system roles and custom roles (if previously added) will be listed.
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.
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 what administrative tasks Document360 users can perform, such as managing users and the knowledge base settings. The default portal roles in Document360 are Owner, Admin, Contributor, and Reviewer.
If required, you can add custom portal roles as per your requirements.
Click New portal role to open the Create portal role popup window.
Enter a name for the new role and add a description of the role.
From the list of features, select the View and Update checkboxes for the desired features based on your requirement.
Click Create role.
The access permissions under the Portal role include viewing/updating the following:
Field | Description |
|---|---|
Project settings | Allows users to access and modify the overall settings for the project, including basic configurations and preferences. |
Team auditing | Grants permission to monitor and manage team activities, tracking various events and changes within the project for accountability and review. |
Event notifications | Enables users to set up and manage notifications about project activities, and to configure the channels and email domains through which these notifications are sent. |
API tokens | Allows users to access and manage API tokens, which are used for integrating the project with external systems and automating tasks. |
Extensions | Grants access to manage various extension services that can enhance the functionality of the knowledge base site. |
Backup & restore | Permits users to set up and manage backup and restoration processes to ensure the safety and recovery of project content. |
Site Domain | Enables the management of the custom domain for the knowledge base site, including configuration and updates. |
Custom CSS & JavaScript | Allows users to access and manage custom CSS and JavaScript scripts to customize the appearance and functionality of the site. |
Integrations | Grants permission to access and manage various integrations that connect the project with other tools and services. |
Cookie consent | Allows users to access and update the cookie consent policy, ensuring compliance with privacy regulations. |
Announcements | Permits the management of smart bars and announcements to be shared on the knowledge base site, facilitating communication with users. |
Ticket deflector | Grants access to manage ticket deflectors, which help in directing users to relevant content before they submit support tickets. |
Knowledge base widget | Allows users to set up, access, and manage knowledge base assistants, enhancing user interaction and support. |
Roles, accounts & groups | Permits access and management of team accounts, readers, and groups, along with their roles, ensuring proper access control and collaboration. |
Site visibility | Enables the modification of site access settings, allowing the knowledge base to be public, private, or a mixed. |
IP restrictions | Grants permission to manage which IP addresses can access the knowledge base site, enhancing security. |
Enterprise SSO | Allows users to access and manage Single Sign-On (SSO) and JSON Web Token (JWT) configurations, streamlining authentication for enterprise users. |
Billing & invoice | Grants permission to access and manage billing services, including viewing invoices and managing subscriptions. |
Content role
The Content role defines what content-related tasks Document360 users can perform, such as creating, editing, or publishing knowledge base articles. The default content roles in Document360 are Draft writer, Editor, Reviewer, and None.
If required, you can add custom content roles as per your requirements.
Click New content role to open the Create content role popup window.
Enter a name for the new role and add a description of the role.
From the list of features, select the View, Update, Delete, and Publish checkboxes for the desired features based on your requirement.
Click Create role.
The access permissions under the content role include viewing/updating/deleting/publishing the following:
Field | Description |
|---|---|
Category | Allows users to organize the knowledge base by creating, updating, moving, reordering, hiding/unhiding, and deleting categories. |
Articles | Grants users the ability to create, update, publish, hide/unhide, move, reorder, and delete articles. |
Custom pages | Grants users the ability to create, update, publish, hide/unhide, move, reorder, and delete custom pages. |
Article settings | Permits users to modify specific settings for individual articles, such as metadata, status indicator and preferences. |
Workflow assignments | Permission to assign, update workflow assignments for an article. |
Customize site | Enables users to design and configure the knowledge base site, including the homepage, site design, and navigation. |
SEO description | Allows users to manage the SEO descriptions, improving the search engine visibility and discoverability of the content. |
AI features | Permission to access and manage content efficiently using AI-technology in the project. |
Content reuse | Permits users to manage reusable content elements like templates, snippets, variables, and glossary terms. |
Article review reminders | Enables users to set and manage reminders for reviewing and updating articles. |
Drive | Permission to access and manage the files and folders in the document storage drive within Document360. |
Analytics | Allows users to access and analyze usage data and metrics, providing insights into content performance and user behavior. |
Recycle bin | Permits users to manage the recycle bin, allowing for the recovery or permanent deletion of deleted documentation. |
Find & replace | Enables users to efficiently update content by finding and replacing text across multiple articles. |
Workflow designer | Permission to access and manage workflow designer for the project. |
Tags & groups | Permission to access and manage tags & groups for the project. |
Feedback manager | Permission to access and manage feedback manager for the project. |
Project import & export | Permission to access and manage import and export of the project contents. |
Export as PDF | Permission to access, create PDF templates and manage to export the same in the project. |
Migrate content | Grants users the ability to manage the migration of content from other knowledge base systems, ensuring a smooth transition to Document360. |
Workspace | Permission to access and manage workspace and associated languages. |
Article redirection rules | Enables users to set up and manage redirection rules for articles, ensuring that users are directed to the correct content even if URLs change. |
Site article settings & SEO | Permits users to modify site-wide article settings and SEO configurations, enhancing the overall management and optimization of the knowledge base. |
Machine translation | Grants access to machine translation features, enabling efficient translation of content into multiple languages. |
Providing view-only access for a team account to specific categories in the portal
To provide view-only access for a team account to specific categories, follow these steps:
Navigate to Settings () > Users & security and select Roles & permissions.
Go to the Content role tab and click New content role.
Enter a desired content role name and description for the custom content role.
Check the View option for categories.
Click Create role.
Next, assign the created custom content role to the team account:
Navigate to Settings() > Users & security and select Team accounts & groups.
Click Add > Team account.
Enter the team member's email and select a project role.
In the Content role & access section, select the custom content role you created.
In Content access, select Category and choose the specific categories you want to grant view-only access to.
Once done, click New team account.
Default roles and permissions in Document360
Default portal roles
Admin - Complete access except Billing (only view access)
Features | View | Update |
|---|---|---|
Project settings | ||
Team auditing | ||
Event notifications | ||
API tokens | ||
Extensions | ||
Backup & restore | ||
Site domain | ||
Custom CSS & JavaScript | ||
Integration | ||
Cookie consent | ||
Announcement | ||
Ticket deflector | ||
Knowledge base widget | ||
Roles, accounts & groups | ||
Site visibility | ||
IP restrictions | ||
Enterprise SSO | ||
Billing & invoice |
Contributors - Only project settings (view) access
Features | View | Update |
|---|---|---|
Project settings | ||
Team auditing | ||
Event notifications | ||
API tokens | ||
Extensions | ||
Backup & restore | ||
Site domain | ||
Custom CSS & JavaScript | ||
Integration | ||
Cookie consent | ||
Announcement | ||
Ticket deflector | ||
Knowledge base widget | ||
Roles, accounts & groups | ||
Site visibility | ||
IP restrictions | ||
Enterprise SSO | ||
Billing & invoice |
Reviewer - Can log in to the Knowledge base portal (No view/update access)
The Reviewer role does not have permissions to update content in the Knowledge base portal. Reviewers can only add inline comments to articles or page categories assigned to them.
Owner - Complete access
Features | View | Update |
|---|---|---|
Project settings | ||
Team auditing | ||
Event notifications | ||
API tokens | ||
Extensions | ||
Backup & restore | ||
Site domain | ||
Custom CSS & JavaScript | ||
Integration | ||
Cookie consent | ||
Announcement | ||
Ticket deflector | ||
Knowledge base widget | ||
Roles, accounts & groups | ||
Site visibility | ||
IP restrictions | ||
Enterprise SSO | ||
Billing & invoice |
Default content roles
Draft writer: Limited access to content management features
Features | View | Update | Delete | Publish |
|---|---|---|---|---|
Category | ||||
Articles | ||||
Custom pages | ||||
Article settings | ||||
Workflow assignments | ||||
Customize site | ||||
SEO description | ||||
AI features | ||||
Content reuse | ||||
Article review reminders | ||||
Drive | ||||
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 | ||||
Machine translation |
Editor: Complete access to content management features
Features | View | Update | Delete | Publish |
|---|---|---|---|---|
Category | ||||
Articles | ||||
Custom pages | ||||
Article settings | ||||
Workflow assignments | ||||
Customize site | ||||
SEO description | ||||
AI features | ||||
Content reuse | ||||
Article review reminders | ||||
Drive | ||||
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 | ||||
Machine translation |
Reviewer: Add comments to articles, set due dates, and update the workflow status
Features | View | Update | Delete | Publish |
|---|---|---|---|---|
Category | ||||
Articles | ||||
Custom pages | ||||
Article settings | ||||
Workflow assignments | ||||
Customize site | ||||
SEO description | ||||
AI features | ||||
Content reuse | ||||
Article review reminders | ||||
Drive | ||||
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 | ||||
Machine translation |
None: No access
No content scope assigned.
FAQ
Why am I not able to remove the owner of the project?
This issue can occur if you’re trying to remove the only owner of the project. To resolve this, assign another account as the owner first, and then proceed to delete the original owner. This will allow you to manage team accounts without errors.