If you see Lite and Pro users in your admin panel you are on legacy CoLab functionality. Contact our support team for more information about your company roles or to upgrade to the latest version.
A user's permissions vary depending on a the overall company role assigned to them, and the role assigned to them in a Workspace or Portal they have been added to. This article outlines the company roles that a user can have, and the permissions associated with those, as well as the roles a user can have within a particular Workspace or Portal.
Permission Table Key: ✅ Available 🅧 Unavailable
Default Company Roles
There are three default company roles, each with a different level of access. Every user that can access your CoLab company has one of these roles.
Admins have the highest level of access, being able to control various settings and manage other users. Admins can access all Workspaces and Portals in the company.
Team Members can access company Workspaces and Portals that they have created, joined or been invited to.
Guests only have guest access within Portals they have been invited to.
There are various permissions that apply to each of these roles, as outlined below.
*️⃣ = The user can edit a subset of their own information.
| Guest | Team Member | Admin |
Administration |
|
|
|
Manage company/security settings | 🅧 | 🅧 | ✅ |
Manage user groups | 🅧 | 🅧 | ✅ |
Create custom roles | 🅧 | 🅧 | ✅ |
Manage integrations | 🅧 | 🅧 | ✅ |
User management |
|
|
|
Edit user information | *️⃣ | *️⃣ | ✅ |
View company user | 🅧 | ✅ | ✅ |
Add new company users | 🅧 | 🅧 | ✅ |
Delete users | 🅧 | 🅧 | ✅ |
Add user licenses | 🅧 | 🅧 | ✅ |
Workspaces |
|
|
|
Be added to Workspaces | 🅧 | ✅ | ✅ |
Create Workspaces | 🅧 | ✅ | ✅ |
Create restricted Workspaces | 🅧 | 🅧 | ✅ |
Delete Workspaces | 🅧 | ✅ | ✅ |
Invite users to Workspaces | 🅧 | ✅ | ✅ |
Manage all Workspaces | 🅧 | 🅧 | ✅ |
Portals |
|
|
|
Be added to Portals | ✅ | ✅ | ✅ |
Manage all Portals | 🅧 | 🅧 | ✅ |
Default Workspace Roles
Within a workspace, Team Member users may be assigned one of three Workspace roles:
Workspace Admin is often the user that created the Workspace, but the role can be assigned to other users as well. Users with this role have full control over the Workspace.
Full access is generally assigned to core project team members who are likely to add files, launch reviews, prioritize feedback, add revisions, and close reviews.
Limited access is generally assigned to non-core project contributors such as cross-functional stakeholders who typically review artifacts once invited to a design review, create feedback, add discussion comments, or re-review feedback against new revisions, but don't need to perform any of the actions that a full access user can do on top of those.
There are various permissions that apply to each of these roles, as outlined below.
*️⃣ = The user can perform this action on an asset they created.
| Limited | Full Access | Workspace Admin |
Workspace management |
|
|
|
View Workspace users | ✅ | ✅ | ✅ |
Invite Workspace users | 🅧 | ✅ | ✅ |
Manage Workspace users | 🅧 | 🅧 | ✅ |
Manage Workspace settings | 🅧 | 🅧 | ✅ |
Delete Workspace | 🅧 | 🅧 | ✅ |
Files |
|
|
|
View files | ✅ | ✅ | ✅ |
Add files | ✅ | ✅ | ✅ |
Edit files | *️⃣ | ✅ | ✅ |
Delete files | *️⃣ | *️⃣ | ✅ |
Download files | ✅ | ✅ | ✅ |
Copy files between Workspaces | 🅧 | 🅧 | ✅ |
Folders |
|
|
|
View folders | ✅ | ✅ | ✅ |
Create folders | 🅧 | ✅ | ✅ |
Edit folders | 🅧 | ✅ | ✅ |
Delete folders | 🅧 | ✅ | ✅ |
Notebooks |
|
|
|
View notebooks | ✅ | ✅ | ✅ |
Create notebooks | 🅧 | ✅ | ✅ |
Edit notebooks | 🅧 | ✅ | ✅ |
Delete notebooks | 🅧 | *️⃣ | ✅ |
Canvas |
|
|
|
View canvas | ✅ | ✅ | ✅ |
Create canvas | ✅ | ✅ | ✅ |
Edit canvas | *️⃣ | ✅ | ✅ |
Delete canvas | *️⃣ | *️⃣ | ✅ |
Packages |
|
|
|
View packages | ✅ | ✅ | ✅ |
Create packages | 🅧 | ✅ | ✅ |
Edit packages | 🅧 | ✅ | ✅ |
Delete packages | 🅧 | *️⃣ | ✅ |
Feedback |
|
|
|
View feedback | ✅ | ✅ | ✅ |
Create feedback | ✅ | ✅ | ✅ |
Edit feedback | *️⃣ | ✅ | ✅ |
Edit feedback description | *️⃣ | *️⃣ | ✅ |
Delete feedback | *️⃣ | *️⃣ | ✅ |
Add comments to feedback | ✅ | ✅ | ✅ |
Add/remove tags to feedback | ✅ | ✅ | ✅ |
Add/delete attachments and screenshots | ✅ | ✅ | ✅ |
Reviews |
|
|
|
View reviews | ✅ | ✅ | ✅ |
Submit/close reviews | ✅ | ✅ | ✅ |
Create reviews | 🅧 | ✅ | ✅ |
Edit reviews | 🅧 | *️⃣ | ✅ |
Delete review | 🅧 | *️⃣ | ✅ |
Export review history | 🅧 | ✅ | ✅ |
Edit review notes | 🅧 | ✅ | ✅ |
Checklists |
|
|
|
Action checklist items | ✅ | ✅ | ✅ |
Export checklist data | ✅ | ✅ | ✅ |
Portal administration |
|
|
|
View all Portal content | ✅ | ✅ | ✅ |
Act as a Portal admin | ✅ | ✅ | ✅ |
Create Portals | 🅧 | 🅧 | ✅ |
Delete Portals | 🅧 | 🅧 | ✅ |
Join any Portal | 🅧 | 🅧 | ✅ |
Portal Default Roles
Within a portal, users may have Portal Admin or Guest access. Team members are automatically assigned Portal Admin access when invited to a Portal within a Workspace to which they’ve been invited. A Portal admin is a team member who’s also in the parent workspace. All other portal members are guests.
*️⃣ = The user can perform this action on an asset they created.
⬆️ = Determined by the associated workspace role.
| Portal Admin | Guest |
Portal management |
|
|
View Portal users | ✅ | ✅ |
Invite Portal users | ⬆️ | 🅧 |
Manage Portal settings | ⬆️ | 🅧 |
Delete Portal | ⬆️ | 🅧 |
Files |
|
|
View files | ✅ | ✅ |
Add files | ⬆️ | ✅ |
Edit files | ⬆️ | *️⃣ |
Delete files | ⬆️ | *️⃣ |
Download files | ⬆️ | ✅ |
Folders |
|
|
View folders | ✅ | ✅ |
Create folders | ⬆️ | ✅ |
Edit folders | ⬆️ | ✅ |
Delete folders | ⬆️ | ✅ |
Packages |
|
|
View packages | ✅ | ✅ |
Edit packages | ⬆️ | 🅧 |
Delete packages | ⬆️ | 🅧 |
Feedback |
|
|
View feedback | ✅ | ✅ |
Create feedback | ⬆️ | ✅ |
Edit feedback | ⬆️ | *️⃣ |
Edit feedback description | ⬆️ | *️⃣ |
Delete feedback | ⬆️ | *️⃣ |
Add comments to feedback | ⬆️ | ✅ |
Add/remove tags to feedback | ⬆️ | ✅ |
Add/delete attachments and screenshots | ⬆️ | ✅ |
Reviews |
|
|
View reviews | ✅ | ✅ |
Submit/close reviews | ⬆️ | ✅ |
Create reviews | ⬆️ | 🅧 |
Edit reviews | ⬆️ | 🅧 |
Delete review | ⬆️ | 🅧 |
Export review history | ⬆️ | 🅧 |
Edit review notes | ⬆️ | 🅧 |
Checklists |
|
|
Action checklist items | ✅ | 🅧 |
Export checklist data | ✅ | 🅧 |
Custom Roles & Permissions
Company Admins have the ability to create custom roles with configured permissions. See 'Using configurable permissions & custom roles' for more details.