User Roles & Permissions Overview
This article outlines the capabilities associated with each user role in the platform: Viewer, Editor, Admin, and Platform Admin.
Viewer Permissions
Guides
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Overview: View guides in my workspaces.
Authentication
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Sign in: Sign in to the Viewer platform.
Editor Permissions
Settings
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Checklist Alerts: Assign checklist alert recipients on a checklist in the editor.
User Management
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Teams: View team settings and view my team(s).
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Users: View user settings and users in my team(s).
Analytics & Results
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Checklist Results: View and export checklist results for guides belonging to my team.
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Analytics: View adoption and usage analytics.
Guides
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Overview:
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View guides in my team(s) and workspaces.
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Create guides in my team(s).
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Edit guides assigned to me or owned by my team(s).
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Archive my guide or any guide in my team(s).
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Publish my guide or any guide from my team(s) to accessible workspace(s).
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Reassign my guides in any team(s).
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Copy my guide or any guide in my team(s), including those published to the main workspace.
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Preview a guide from CMS on the main workspace (if the team is connected to the workspace).
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View activity logs, feedback, and guide details.
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Translate guides and manage localizations.
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Share guides and export to PDF.
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Request/cancel/reject/approve guide approval (when approval is on).
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Change reminder dates when publishing guides (if the reminder cycle is on).
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Signoff: Apply any active signoff to instructions/guides.
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Tags: Create tags.
Authentication
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Sign in: Sign in to the CMS and Viewer platforms.
Admin Permissions
Settings
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Checklist Alerts: Assign checklist alert recipients on a checklist in the editor.
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Workspaces:
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View workspace settings and edit workspaces.
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Select a workspace theme.
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Preview workspace in a separate tab.
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Assign the management team and view connected team(s) to the workspace.
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Themes:
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Can view theme settings
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Create a new theme and edit a theme (name, owner, platform logo, app icon, colors, font)
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Edit step note icons (default and custom)
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Create a theme for workspace(s)
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Set the theme to the workspace(s) my team is managing
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Edit my theme (font, colors, logos, icons for Customized Step Notes)
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User Management
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Teams:
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Can view team settings and my team(s)
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Edit team(s) I am managing
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Add users to the team(s) I am managing
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Set user role
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Switch on guide approval for a team (parallel and sequential)
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Select approvers for a team (parallel or sequential guide approval on)
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Change the order of approvers from the team(s) I am managing (sequential guide approval on)
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Remove user from team(s) I am managing
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Select who should receive guide-related email notifications
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Set a reminder cycle for guide review (guide approval on)
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Connect team(s) to the workspace I manage
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Remove team(s) from the workspace I manage
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Users:
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View user settings and users in my team(s).
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Edit user in team(s) I am managing (name, email)
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Add user to team(s) I am managing
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Assign a role to user(s)
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Analytics & Results
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Checklist Results: View and export checklist results for guides in my team.
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Signoff Results:
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View and export results for guides in my team.
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View/export all sign-off results submitted on managed workspaces.
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Analytics: View adoption and usage analytics.
Guides
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Overview: Same capabilities as Editor, with additional permission to:
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Reassign guides from any team(s).
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Signoff: Create, edit, duplicate, activate/deactivate, and apply any active signoff to an instruction/guide.
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Tags: Create tags.
Authentication
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Sign in: Sign in to the CMS and Viewer platforms.
Platform Admin Permissions
Settings
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Platform:
• View platform settings
• Configure sign-in options to access the CMS platform
• Select roles for tag creation
• Turn on/off auto-removal for downloaded guides
• Set the auto-removal timeframe for downloaded guides
• Turn on/off step note name in guides
• Add new, edit, and disable/enable custom step note (icon, name and translation) -
Checklist Alerts:
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Configure platform-wide recipients (Microsoft Teams, Webhook).
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Assign checklist alert recipient on a checklist in the editor
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Workspaces:
• Can view workspace settings
• Create new workspace (name and URL)
• Define password for workspace
• Configure sign-in options to access Workspaces (default and all)
• Select workspace theme, workspace management team, and workspace default team when adding new user(s)
• Delete and edit workspaces
• View and Remove team(s) connected to the workspace,
• Preview workspace in separate tab
• Assign management team to workspace(s) -
Themes:
• Can view theme settings
• Create new theme (name, owner, platform logo, app icon, colors, font)
• Edit theme (name, owner, platform logo, app icon, colors, font)
• Edit step note icons (default and custom)
• Create theme for workspace(s)
• Set theme to workspace(s) my team is managing
• Set theme to any workspace(s)
• Edit any theme
• Edit my theme (font, colors, logos, icons for Customized Step Notes)
User Management
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Teams:
• Can view team settings
• View any team(s)
• View my team(s)
• Archive team
• Create new team (team name)
• Edit team (team name)
• Edit team I am managing
• Add users to any team(s)
• Add users to team(s) I am managing
• Set user role
• Switch on guide approval for a team (parallel and sequential)
• Select approvers for a team (parallel or sequential guide approval on)
• Change order of approvers for any team(s) (sequential guide approval on)
• Change order of approvers from team(s) I am managing (sequential guide approval on)
• Remove user from team(s) I am managing
• Remove user from any team(s)
• Select who should receive guide related email notifications
• Set reminder cycle for guide review (guide approval on)
• Connect team(s) to new workspace
• Connect team(s) to workspace I manage
• Remove team(s) from the workspace
• Remove team(s) from the workspace I manage -
Users:
• Can view user settings
• View any user(s)
• View user(s) in my team(s)
• Deactivate user
• Delete user
• Create user (name, password, email)
• Set user as Platform Admin
• Edit users in any team(s) (name, email)
• Edit user in team(s) I am managing (name, email)
• Add user to team(s)
• Add user to team(s) I am managing
• Assign role to user
Analytics & Results
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Checklist Results: View and export all results.
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Signoff Results:
• Can see and export all signoff results
• See and export signoff results for guides belonging to my team
• See and export all signoff results that were submitted on workspace that I manage -
Analytics: View all adoption and usage analytics.
Guides
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Overview: All permissions across all guides, teams, and workspaces.
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Signoff: Full access to signoff creation, management, and application.
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Tags: Create, edit, translate tags, and create badges.
Authentication
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Sign in: Sign in to CMS and Viewer platforms.
Need Help?
If you need help determining your permissions or accessing certain features, contact your team admin or platform administrator.