Managing roles and permissions

At a glance

Roles and permissions let you precisely control what each member of your workspace can see and do. Combine the 4 system roles (Owner, Administrator, Editor, Viewer) with custom roles to tailor access to your organization.

Practical example: in a consulting firm, junior consultants have an "Analyst" role with read access to dashboards and the knowledge base, while managers have a "Manager" role with full access to workflows and the ontology.

Before you begin

• You must have the Owner or Administrator role to manage roles and permissions.
• Members must already be invited to the workspace (see workspace settings).

Key vocabulary

Term	Meaning	Example
System role	One of the 4 base roles assigned to each member.	Owner, Administrator, Editor, Viewer
Custom role	A role you create with specific permissions.	"Analyst", "Project manager", "Auditor"
Permission	An access right to a module and an action.	ontology.view, workflow.execute
Permissions matrix	A modules x actions grid that defines a role's rights.	See the matrix below

Steps

Access permission management

1. Open Settings from the sidebar.
2. Select the Permissions tab.

Understanding system roles

Each workspace member has a system role. These roles cannot be deleted, but their permissions are transparent:

Role	Description	Rights
Owner	Full access, all permissions.	Everything, including advanced settings management.
Administrator	Full management except advanced settings.	Everything except settings.admin.
Editor	Content creation and modification.	View + edit + execute (workflows, agent).
Viewer	Read-only access.	View only across all modules.

Create a custom role

Custom roles are added on top of the system role to refine access:

1. In the Roles tab, click Create a role.
2. Fill in the form:

Field	Description	Example
Identifier	Unique role code (lowercase, no spaces).	analyst
Name	Label displayed in the interface.	Data analyst
Description	Explanation of the role's scope.	"Read access to dashboards and the knowledge base"
Color	Badge color in the members list.	Blue

3. Click Save.

Configure a role's permissions

1. In the Roles tab, click on the role to configure.
2. The permissions matrix appears on the right.
3. Check the boxes to enable the desired permissions.

Permissions matrix

The matrix presents 12 modules as rows and possible actions as columns:

Module	View	Edit	Execute	Administer	Approve
Ontologie	view	edit	—	admin	—
Workflows	view	edit	execute	admin	—
AI Agent	view	edit	execute	admin	—
Knowledge base	view	edit	—	admin	—
Dashboards	view	edit	—	admin	—
Live Data	view	edit	—	admin	—
Spreadsheets	view	edit	—	admin	—
Calendar	view	edit	—	admin	—
Governance	view	edit	—	admin	approve
Settings	view	edit	—	admin	—
Pipelines	view	edit	execute	admin	—

tip

System roles cannot be modified. To customize access, create a custom role and assign it to the relevant members.

Assign a custom role to a member

1. In the Members tab, click on the relevant member.
2. In the Custom roles section, click Assign a role.
3. Select the role from the list.
4. The member now combines the permissions from their system role and custom role.

Delete a custom role

1. In the Roles tab, select the custom role.
2. Click Delete (trash icon).
3. Confirm the deletion.

caution

Deleting a role automatically removes the associated permissions from all members who had it. System roles (Owner, Administrator, Editor, Viewer) cannot be deleted.

Expected result

Your members have permissions tailored to their function. The modules visible in the sidebar and available actions adjust automatically based on assigned roles. A member without the ontology.view permission will not see the Ontologie module in their menu.

Limitations and common errors

Situation	Solution
"Access denied" when creating a role	Verify that your system role is Owner or Administrator.
A member still sees a module after permission removal	Ask the member to refresh the page to apply the changes.
Cannot delete a system role	The 4 system roles are protected. Create custom roles to adjust access.
A member has lost access to everything	Check their system role and custom roles in the Members tab.

Need help?

Contact us: Support and contact.