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
• 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

• 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
• Close reviews users are assigned to in the workspace
• Delete any reviews in the workspace
• Export review history

Checklists

• Add and remove feedback, as well as react to checklist items
• Export checklist metadata

Portals

• 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

Portal Guests

Files

• Add a files or file revisions to the portal. Portal guest can remove files they’ve added
• 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

Reviews

• Re-request and close reviews users are assigned to in the portal

Creating custom roles using configurable permissions

As an Admin, you can create custom roles using configurable permissions by following these steps:

First, open the Admin settings panel:

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 + New Role.

Choose a Role type, giving it a Role name and Description.

Configure the role using the configurable permissions outlined in the section above. 

Finally, press Create to create the custom role. 

Editing custom roles

To edit an existing custom role, follow these steps:

1. Right-click on the role you want to edit.
2. Select 'Edit role' from the menu.
3. The role editor modal will open, allowing you to make changes to the role settings.

Reassigning users to custom roles

To bulk reassign users from one custom role to another, follow these steps:

1. Right-click on the role you want to reassign users from.
2. Select 'Reassign users' from the menu.
3. Choose the new role to which you want to move the users.
4. Select 'Reassign users'