Document360 provides four default portal roles. Each role comes with a fixed set of permissions that cannot be changed. If none of these match your requirements, you can create a custom portal role. See Custom portal roles.
Overview of default portal roles
| Role | Access level |
|---|---|
| Owner | Complete access to all features |
| Admin | Complete access except Billing (view only) |
| Contributor | Project settings view access only |
| Reviewer | Can log in to the portal; can only add inline comments on assigned articles |
Owner
The Owner role has complete access to all features and settings in the knowledge base portal, including billing.
| Feature | View | Update |
|---|---|---|
| Project settings | ✅ | ✅ |
| Team auditing | ✅ | ✅ |
| Event notifications | ✅ | ✅ |
| API tokens | ✅ | ✅ |
| Extensions | ✅ | ✅ |
| Backup & restore | ✅ | ✅ |
| Site domain | ✅ | ✅ |
| Custom CSS & JavaScript | ✅ | ✅ |
| Integrations | ✅ | ✅ |
| Cookie consent | ✅ | ✅ |
| Announcements | ✅ | ✅ |
| Ticket deflector | ✅ | ✅ |
| Knowledge base widget | ✅ | ✅ |
| Roles, accounts & groups | ✅ | ✅ |
| Site visibility | ✅ | ✅ |
| IP restrictions | ✅ | ✅ |
| Enterprise SSO | ✅ | ✅ |
| Billing & invoice | ✅ | ✅ |
Admin
The Admin role has complete access to all features except Billing, which is view-only.
| Feature | View | Update |
|---|---|---|
| Project settings | ✅ | ✅ |
| Team auditing | ✅ | ✅ |
| Event notifications | ✅ | ✅ |
| API tokens | ✅ | ✅ |
| Extensions | ✅ | ✅ |
| Backup & restore | ✅ | ✅ |
| Site domain | ✅ | ✅ |
| Custom CSS & JavaScript | ✅ | ✅ |
| Integrations | ✅ | ✅ |
| Cookie consent | ✅ | ✅ |
| Announcements | ✅ | ✅ |
| Ticket deflector | ✅ | ✅ |
| Knowledge base widget | ✅ | ✅ |
| Roles, accounts & groups | ✅ | ✅ |
| Site visibility | ✅ | ✅ |
| IP restrictions | ✅ | ✅ |
| Enterprise SSO | ✅ | ✅ |
| Billing & invoice | ✅ | ❌ |
Contributor
The Contributor role has view-only access to project settings. All other features are restricted.
| Feature | View | Update |
|---|---|---|
| Project settings | ✅ | ❌ |
| Team auditing | ❌ | ❌ |
| Event notifications | ❌ | ❌ |
| API tokens | ❌ | ❌ |
| Extensions | ❌ | ❌ |
| Backup & restore | ❌ | ❌ |
| Site domain | ❌ | ❌ |
| Custom CSS & JavaScript | ❌ | ❌ |
| Integrations | ❌ | ❌ |
| Cookie consent | ❌ | ❌ |
| Announcements | ❌ | ❌ |
| Ticket deflector | ❌ | ❌ |
| Knowledge base widget | ❌ | ❌ |
| Roles, accounts & groups | ❌ | ❌ |
| Site visibility | ❌ | ❌ |
| IP restrictions | ❌ | ❌ |
| Enterprise SSO | ❌ | ❌ |
| Billing & invoice | ❌ | ❌ |
NOTE
By default, the Contributor portal role has limited access to most administrative permissions. If a Contributor requires access to a specific permission, consider creating a custom portal role with the required permissions enabled and assigning it to the user. The content role can remain unchanged, ensuring the user does not gain any unintended publishing or editing permissions.
Reviewer
The Reviewer portal role does not have view or update access to any portal features. Reviewers can only log in to the knowledge base portal and add inline comments to articles or page categories that have been assigned to them for review.
NOTE
The Reviewer portal role is different from the Reviewer content role. The portal role controls what the user can do in the portal settings and administration. The content role controls what the user can do with articles and categories. A user can hold the Reviewer portal role with any content role, and vice versa.
What each portal permission controls
| Permission | What it allows |
|---|---|
| Project settings | Access and modify overall project settings, including basic configurations and preferences |
| Team auditing | Monitor and manage team activities, track events and changes within the project |
| Event notifications | Set up and manage notifications about project activities; configure notification channels and email domains |
| API tokens | Access and manage API tokens for integrating with external systems and automating tasks |
| Extensions | Manage extension services that enhance knowledge base site functionality |
| Backup & restore | Set up and manage backup and restoration processes |
| Site domain | Manage the custom domain for the knowledge base site |
| Custom CSS & JavaScript | Access and manage custom CSS and JavaScript scripts to customise appearance and functionality |
| Integrations | Access and manage integrations that connect the project with other tools and services |
| Cookie consent | Access and update the cookie consent policy |
| Announcements | Manage smart bars and announcements on the knowledge base site |
| Ticket deflector | Manage ticket deflectors that direct users to relevant content before they submit support tickets |
| Knowledge base widget | Set up, access, and manage knowledge base assistants |
| Roles, accounts & groups | Access and manage users, readers, and groups, along with their roles |
| Site visibility | Modify reader access settings (Public, Private, or Mixed) |
| IP restrictions | Manage which IP addresses can access the knowledge base site |
| Enterprise SSO | Access and manage SSO and JWT configurations |
| Billing & invoice | Access and manage billing services, including invoices and subscriptions |
Best practices
- Assign the Owner role only to users who need to manage billing and have full control of the project. Limit the number of Owners.
- Use Admin for day-to-day project administration where billing access is not required.
- Use Contributor only for users who need read-only access to project settings without any ability to modify configurations.
- If a Contributor needs access to a specific feature, create a custom portal role rather than promoting them to Admin — this prevents unintended access to other features.