Default portal roles

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

Owner

The Owner role has complete access to all features and settings in the knowledge base portal, including billing.

Admin

The Admin role has complete access to all features except Billing, which is view-only.

Contributor

The Contributor role has view-only access to project settings. All other features are restricted.

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 settings. Reviewer accounts are counted separately from users, under Reviewers in Account utilization.

Reviewers can log in to the knowledge base portal, review articles and categories within their content access, add inline comments, resolve comments, and update workflow assignments. They cannot delete or publish content. For the full list of content permissions, see Default content roles.

NOTE
When you assign the Reviewer portal role, the content role is set to Reviewer automatically and cannot be changed. You can still change the reviewer's content access (project, workspace, category, or article). Users with other portal roles can be assigned the Reviewer content role.

What each portal permission controls

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.