Every person in your Content Workflow account has a role applied to them. This role controls what they can do in your account.
Depending on your subscription package, you can create custom roles or use our default roles. Custom roles enable you to tailor your users' accessibility to meet their account responsibilities. Your account has three basic roles by default (Admin, Author, Editor). For those of you on our basic plan, you can find out what permissions are attached to each role in the FAQs below.
View and Edit Existing Role Permissions
You can customize each permission set, remove them entirely, and create infinite new roles.
- Navigate to your Content Workflow.
- Select
in the top right-hand corner of any page in your account to visit the People & Groups area.
- Click the Roles & permissions tab. Here, you can see the roles you currently have in your account and a short description of each role (the three roles below are our default roles).
- Click
next to each role to see what permissions and choose edit role to view and edit the permissions.
- Once you've finished editing, select Save Changes.
Roles & Permissions
The table below provides a breakdown of all the permissions you can select for a role on Content Workflow and what they allow your user to do.
|
Permission |
Access Granted |
|
Access all projects |
Ability to access all projects in your Content Workflow account. |
|
Access account settings |
Ability to access and edit all account settings - except changing the account owner. |
|
Create projects |
Permission to create, archive, or delete a project. |
|
Change billing & subscription. |
Ability to update billing details, view invoices, and change account plans. |
|
Receive product updates via email |
You can opt in or out of the Content Workflow product updates. |
|
Access all items |
Ability to view and access all Items in the projects they have access to. |
|
Create items |
Ability to add, archive, and delete Items. They can also restore archived items. |
|
Create templates |
Permission is required to add and edit the structure of Items. Permission to create, edit, import, duplicate templates. |
|
Edit Workflow |
Permission to view and edit the project workflow(s). |
|
Assign items |
Permission to add and remove assignees from items. |
|
Set due dates |
Ability to add, change, and remove due dates. |
|
Update workflow status |
Permission to change the workflow status of items. |
|
Leave comments |
Permission to comment on any item that the user has access to. |
|
Edit content |
Ability to write, edit, and remove content from any item the user can access. |
|
Export content |
Permission to export content as Word or PDF documents. |
|
Access the content map. |
The user with this permission can access the content map tab in every project they have access to. |
|
Access files |
Permission to access the files library tab and to download files for all projects they can access. |
|
Manage users |
You can invite users and remove them from the Content Workflow account. You can also choose user permissions and which projects users have access to. |
|
Manage roles and permissions. |
Possibly the most important permission. Ability to edit user permissions, including their own. Use appropriately! |
|
Can generate AI content |
Permission to generate content using the AI assist tool, where enabled. |
|
Manage Webhooks |
Permission is required to create, edit, and manage webhooks in your account. Just so you know, webhooks can access all items, templates, workflow statuses, and comments within a project. |
NOTE: Account Owner is a Master role, so it cannot be edited. Only one person can be the account owner of an account.
Permissions FAQs
What are the three basic roles and permissions?
Those accounts with basic user roles will have three fixed roles and permissions:
- Admin - can do everything apart from accessing account settings
- Editor - can create and edit items and all the checked permissions below.
- Author - can only write content, leave comments, and change workflow statuses.
How do I set the permissions to get a 'read-only' user?
Create a role with no permissions selected. Remember to assign this user access to the items they need.
How do I set the permissions so users can only access what they've been assigned?
Ensure the role does not have the 'Access all items' permission selected. Remember to assign this user access to the items they need.
Can admin users turn off 2FA (two-factor authentication) for other users in Content Workflow?
No, the user can only turn off 2FA (two-factor authentication). (This is for Stand-Alone Content Workflow Customers.)
I need my colleague to be able to download invoices for our accounting team. How can they do this?
Reach out to your Customer Success Contact, who can provide that information.
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