Manage the permissions of your team

After you have invited your team, you have extensive control over their access to different parts of the workspace. You can block them completely from certain modules or limit their capabilities based on your preferences.

You can manage the permissions and access levels of your workspace in two ways.

Manage by each user

To view and modify all the permissions and access levels assigned to a single member, you can navigate to the “Members” tab of the workspace detail and click on the user you want to access.

After clicking on the user card, the details of their membership will be displayed on the right side of the page if you are using a large screen or on the center of the page if you are using a mobile device. In the detail section, there are separate expandable cards for permissions and access levels.

By expanding the permissions or access level cards, you can modify the capabilities of the members based on your preferences. On the right side of the permissions card, you can see a blue rectangle with a number inside which represents the number of permissions given to the member for that particular section.

Manage by category

Besides modifying the permissions of each user, you can also manage your permissions based on the category of permissions. This feature allows you to better control the access of your members to a certain functionality.

To manage your permissions by category, you need to navigate to the “Members” tab of the workspace detail, and on the top-right corner of the page click on the “Permissions” button.

On the permission management page, you can see all the categories of permissions available to your workspace. By clicking on each category, the list of permissions of the selected category will appear on the right side of the page.

Now, instead of seeing the permissions of a single user, you are able to see the list of users who have access to a particular permission. The members with a green bubble have access to that particular permission and those with a red bubble do not. To change the permission of a user, you can simply click on their bubble.

Access level

Using both methods, you must have noticed the presence of an access level selector with values ranging from 1 to 3.

In some cases, you would want a member to have access to a module. However, for any reason, you may not want them to access all of the entries of the module. For example, an intern might be able to view and add entries to the Archive module but you wouldn’t want them to have access to the sensitive invoices or contracts of the workspace. To solve this problem, we have added the access levels to provide you with a second degree of privacy and security.

You can assign a member with an access level (1 being the lowest and 3 being the highest) and they can only access the entries with a similar or lower sensitivity level.

For example, a member with an archive access level of 2 can only view (or modify) the archive entries with sensitivity levels of 1 and 2. This member cannot view, add, edit, or delete any entries with a sensitivity level of 3.