Configurable permissions are used to create custom user roles, increasing your control over data access in CoLab. This feature allows account administrators to assign specific permissions to different roles within your organization. There are three levels of custom roles: Company, Workspace, and Portal Guest.
Understanding configurable permissions
The following is a complete breakdown of the CoLab's configurable permissions settings.
Company permissions
Manage Company (Admin): Manage company settings.
Workspace creation: Create new workspaces within the company.
Workspace Folders: View, create, delete, and edit workspace folders within the company.
Workspace permissions
General
Add User: Invite team members to the workspace.
Enable New Feature Permissions: All new feature permissions will use the configuration for the full access role.
Manage Workspace - Admin: Administer the workspace and modify the workspace settings, including edit or delete the workspace, manage users and admins, and join any portal within the workspace.
Files
Add files or file revisions to the workspace via the manual in-app upload.
Add files or file revisions to the workspace via an integration.
Save merged models as a new file or revision.
Rename and move files in the workspace.
Delete any files, revisions, or bill of materials within the workspace.
Download files and files with markups when permitted in the workspace.
Copy files and packages to other workspaces.
Folders
Create folders in the workspace.
Rename and relocate folders in the workspace.
Delete folders in the workspace.
Packages & slides
Create packages in the workspace.
Modify and rename any packages in the workspace.
Delete any packages or package revisions in the workspace.
Feedback
Create feedback or markups on files in the workspace.
Modify any feedback and markups in the workspace.
Modify the description of any feedback in the workspace.
Delete any feedback left in the workspace.
Add or remove comments on feedback in the workspace.
Add or remove tags on feedback in the workspace.
Add or delete attachments and screenshots on feedback in the workspace.
Reviews & Checklists
Create reviews in the workspace.
Add and remove reviewers, add and remove checklists, change the title and due date, and close any review in the workspace - regardless of assignment.
A review owner can inherit review edit permissions (as above).
Close reviews the user is assigned to in the workspace.
Delete any reviews in the workspace.
Export review history.
Add and remove feedback, as well as react to, checklist items.
Export checklist metadata.
Edit the review notes content and title.
Create, edit, archive and delete review templates.
Portal administration
Create or delete workspace portals.
Rename the portal and modify the portal settings, including enable/disable downloading for portals they are a member of.
Add or remove files and feedback from portals users are a member of.
Invite or remove team members and guests from the portal they are a member of.
Notebooks
Create notebooks in the workspace.
Modify and rename any notebooks in the workspace.
Delete any notebooks in the workspace.
Portal Guests
Files
Add a files or file revisions to the portal. Portal guest can remove files they’ve added.
Save merged models as a new file or revision. Portal guests can remove models that they have merged [Available with merged model feature].
Move file locations, as well as edit and delete custom saved views in the portal.
Download files and files with markups from the portal.
Folder
Create folders in the portal.
Rename and relocate folders in the portal.
Delete folders in the portal.
Feedback
Create feedback or markups on files in the portal. Portal guest can edit feedback they’ve created.
Add comments on any feedback in the portal.
Modify any feedback or markups in the portal.
Add or remove tags on feedback in the portal.
Add or delete attachments and screenshots on feedback in the portal.
Reviews & Checklists
Create reviews in the portal.
Add and remove reviewers, add and remove checklists, change the title and due date, and close any review in the portal - regardless of assignment.
Inherit review owner permissions.
Close reviews the user is assigned to in the portal.
Add and remove checklists from reviews. This will allow the portal user to see all checklist templates in your company.
Add and remove feedback, as well as react to, checklist items.
Export checklist metadata.
Edit review notes content and title.
Notebooks
Modify and rename any editable notebooks in the portal.
Creating custom roles using configurable permissions
First, as a company admin, navigate to the settings page by clicking on the company name on the top left of the screen, and selecting Company & Admin.
Next, select the Roles & Permissions tab. This is where you will create new custom roles, managing existing roles across the company, workspaces, and portals.
Select the + New Role button to open the 'Create new custom role' pop up modal. From here:
Choose a Role type
Enter a Role name and Description.
Configure the role using the configurable permissions (outlined in the section above).
Finally, click the create button to create the custom role.
Editing custom roles
To edit an existing custom role, right-click on the role you want to edit, and select 'Edit role' from the menu.
The role editor modal will open, allowing you to make changes to the role settings.
Assigning users a custom role
You can assign custom roles when creating or editing users in the Users area of the admin settings.
Custom roles will appear as options when assigning a 'Company role' and 'Default workspace role' to the user.
Custom roles can also be assigned on a 'per workspace' basis. When adding a user to a workspace, the custom roles will be available for selection in addition to the default workspace roles.
The same is true for adding guests to a portal. Custom guest roles will be available for selection when adding a guest to a portal.
Bulk-reassigning users to custom roles
To bulk reassign users from one custom role to another, make sure you are in the 'Roles & Permissions' page and follow these steps:
Right-click on the role you want to reassign users from.
Select 'Reassign users' from the menu.
Choose the new role to which you want to move the users.
Select 'Reassign users'