Understanding roles and permissions

🔐 Understanding Roles and Permissions in BlueDocs

BlueDocs uses a role-based permissions model to control who can access, create, edit, and manage different types of content across your organization.

This guide explains each default role, what actions they can perform, and how Admins can customize permissions for your workspace.

👥 Default User Roles

Every user in BlueDocs is assigned one of four roles:

Role	Description
Admin	Full access to all content, users, settings, analytics, and permissions.
Manager	Can manage most documents and workflows but has limited access to platform-level settings.
Editor	Can create and edit content, but cannot publish, approve, or assign it unless granted.
Viewer	Read-only access to published content. Cannot make changes.

📊 Default Permissions Overview

By default, each role comes with the following capabilities:

⚙️ Customizing Permissions

Admins can adjust these settings anytime by going to:

Settings → Permissions → Role Permissions

From here, you can:

Enable or disable permissions for each role
Control actions at the document type level (SOPs, Training, Policies, etc.)
Preview and test user access using role switching or impersonation

📌 Tip: Changes to role permissions apply to all users with that role.

✅ Common Scenarios

Give Managers the ability to assign training → enable Assign for Training under the Manager row
Restrict Editors from deleting policies → ensure Delete is unchecked for Policies
Let Viewers see Knowledge Base articles only → keep all create/edit/publish unchecked

🔐 Approval Workflows (Optional Tab)

Next to the Role Permissions tab is Approval Workflows, where Admins can define document approval chains (e.g., policies must be approved by HR before publishing).

📌 Summary

Role	Best For
Admin	Superusers, IT, Compliance Leads
Manager	Team Leads, Department Heads
Editor	Content Creators, Trainers
Viewer	General Staff or New Hires

Need help planning your permission structure? Contact our support team or request a best-practice walkthrough for your team’s use case.

Updated on: 27/05/2025