Documents roles and access
Documents permissions are set by module role: Member, Manager, or Admin. These roles control who can view, edit, and delete documents, and who can manage shared collections and module settings. Roles are assigned per site in Settings > User Management.
Quick reference
Action | Member | Manager | Admin |
|---|---|---|---|
View documents | Yes | Yes | Yes |
Edit documents | No | Yes | Yes |
Delete documents | No | No | Yes |
Create and publish versions | No | Yes | Yes |
Manage shared collections | No | Yes | Yes |
Manage document categories and settings | No | No | Yes |
Document library
Members can view documents in the library, including any documents they have access to through category assignments. They cannot edit or delete documents. Managers can view and edit documents, create new versions, and update metadata such as name, description, category, and tags. They cannot delete documents. Admins have the same operational access as managers, plus full control over deletion and module settings. For step-by-step instructions, see Managing Your Document Library.
There is no archive function in Documents. Deletion is permanent and cannot be undone. If you want to keep a document but stop showing it prominently, keep it in the library and use categories or tags to filter what you see.
On open child sites, eligible inherited documents from ancestor sites can appear in the library. Inherited documents stay owned by the ancestor site and are read-only in the child context. See Share documents with child sites.
Publishing and drafts
Members see only published versions of documents. Drafts are not visible to Members. Managers and Admins can create drafts, upload new versions, and publish them when ready. Only published documents are visible to external viewers and in shared collections. For details on the publishing workflow, see Publishing vs. Draft Documents.
Shared collections
Shared collections are public bundles of documents that anyone can access through a URL or QR code without logging in. Managers and Admins can create and manage shared collections. Members cannot. Only published documents appear in shared collections; drafts are never visible. For setup instructions, see Shared Collections.
Settings and configuration
Documents settings are in Settings > Documents. Document categories can restrict access so only users in assigned groups can see documents in that category. Only Admins can access Documents settings and manage categories. Managers and Members who try to open Documents settings see a permission-denied message.
How to change a Documents role
Roles are assigned per site and per module. To change someone's Documents access:
Go to Settings > User Management
Find the person and click Edit Access
In the Access Control table, set their role for the Documents module at each site: Member, Manager, or Admin
Click Save
If you do not see Edit Access, you need the Manager role (or higher) for the Site module. You need Site Manager or Site Admin (or organisation owner) to access User Management and use Edit Access. For a full overview of the three roles, see Understanding User Roles and Permissions. For details on module-level access and permission templates, see Module Entitlements and Permission Templates.
Access to a child site automatically grants at least Member access on parent sites. Parent-site access does not automatically include child sites — each site needs its own role assignment unless explicitly granted. Someone can be a Manager at one site and a Member at another.