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

1_Screenshot-Roles_and_permission_new_UI

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

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

  3. The available system roles and custom roles (if previously added) are listed

  4. 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 permission: Available for both system and custom roles

  5. Click on the New portal role or New content role button available at the top 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 popup appears

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

  3. The list of features are available below

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

  5. Click on the checkbox for each feature

  6. Click the Create role button


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 in the "Roles & permissions" page

  2. Click the "New Content role" and a popup appears

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

  4. The list of article, category, and Drive related features are available below

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

  6. Click on the checkbox for each feature

  7. Click the "Create role" button


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

Existing 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


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

Existing Content roles

Draft writer: Limited access to content management features

Features

View

Update

Delete

Publish

Category

Articles

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

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.