Custom Roles
Building a custom role
Define exactly what a role allows, for people who need more or less than a default role.
Step 1
When you need one
The default roles cover most people. A custom role fits in between: a contractor who may only read and chat, or a team lead who manages groups without being an Admin. Only Owners and Admins can build them.
Custom Roles
Give specific people exactly the permissions they need, in place of their default role
No custom roles yet
Create a role to give specific people the permissions they need, like managing groups or personas, without making them an admin.
Step 2
Start from the defaults
In Organization, press Role Access. Default Roles lists the five built-in roles with their permission counts and persona limits. Press one to see exactly what it allows, a good starting point for a custom role.
Default Roles
Everyone holds exactly one role: one of these, or a custom role below in its place
Moderator
Can act on documents and folders beyond their own
Contributor
Can create and edit content across the organization
Step 3
Name it
Press New Role, or Create First Role. Give it a name that says what the person does, an optional description, and a colour that marks it in lists.
Create Role
Step 4
Tick the permissions
Permissions are grouped by area. The box next to an area's name ticks or clears all of it; grey means some are ticked. Then tick single permissions underneath.
Create Role
Step 5
Include the basics
A custom role replaces the default role entirely, so it grants only what you tick. Whatever their role, everyone can always chat, upload, open the files and folders they have access to, see groups and see their own usage, so none of that has a box. Include at least one Models tier, or they will not be able to use any AI model.
Create Role
Step 6
A read-only role
To let someone open, read, download and chat about files without changing anything, leave out Edit documents, Delete documents, Edit folders and Delete folders. They will not see Rename, Move, Delete, Restore or Replace anywhere, not even on files they uploaded themselves.
Create Role
Step 7
Persona limit
Tick Personas Create and a Max personas per person box appears. Leave it blank for unlimited. It replaces the limit their default role would have had.
Create Role
Step 8
Create Role
Create Role saves it under Custom Roles with its permission count. Assigning it to people is covered in Assigning and removing custom roles.
Create Role
Try it in Secretary, or create an account to get started.