Users and Permissions ▶ Watch video

You can create and manage specific roles within the platform (for example: limited access, restricted view, contributor, limited contributor, administrator). Each role defines the level of access and the actions allowed on documents, folders and workflows.

• Advantage: Allows secure management of access to information and prevents errors caused by unauthorized users.
• Additional detail: Permissions can be applied at the document, folder, workflow or document type level.

Step by Step:

1. Click Settings. and then select Manage Permissions.


2. Click New.


3. Define the permissions using the toggle buttons for limited access, restricted view, contributor, limited contributor, administrator, then select the user who will carry out that responsibility and click Save.

Available permission levels

When assigning permissions, each user or group receives one of the following access levels:

• Administrator: full administration permissions.
• Contributor: allows reading, writing and deleting documents.
• Limited Contributor: allows reading and downloading documents.
• Restricted View: allows restricted reading (no download).
• Limited Access: assigned automatically when a user is given access to a specific folder.

Note: all permissions allow users to participate in workflows, provided they have at least "Restricted View" access. Assigning a permission from this module grants access to all main folders. If you need to grant access only to a specific folder, you must assign the permissions directly from that folder.

Other actions in the module

The Manage permissions screen also offers the following actions on the user list (grouped by role: Administrator, Contributor, etc.):

• Assign Permission: grants a permission to a user or group.
• Bulk assignment: lets you assign permissions to several users at once.
• Invite external user: enables access for users external to the organization.
• View all permissions: shows the full detail of the current permissions.
• Delete (row action): revokes a user's or group's permission from the Action column of the table.

Global permissions vs. folder permissions

The permissions you assign from Manage permissions are global: in the list they appear grouped with the [Global] label (for example, Administrator [Global] or Contributor [Global]) and grant access to all main folders that inherit the global permissions.

After installation, the global roles Contributor, Limited Contributor and Restricted View are enabled by default. That is why, when creating a main folder, the system asks you to decide whether that folder should inherit those global roles or be completely private (see Folder Management). A private folder creates its own groups and users with a global role do not access it, which grants full access granularity.

Disable the global collaboration roles

In organizations where access must be strict folder by folder (for example, in the DocuKlaud-Gob edition), it is possible to disable the global roles of collaboration entirely. The option is in Subscription Settings → Settings → Document Management tab, under the name "Disable automatic assignment of global permissions".

When enabling this option:

• Main folders are created with their own security groups and the global roles (Contributor, Limited Contributor and Restricted View) do not have access to them.
• When creating a main folder, you are no longer asked whether it should be private: it is always created private, because access is only granted folder by folder.
• Access to each folder is managed only from the Permissions tab of that folder (the Assign Permission button).