Roles & access
What a person can see and change depends on their role and on the access class of a detail. The role applies to the whole institution. The access class applies to individual fields, images, documents and pages.
The four roles
| Role | What it allows |
|---|---|
| Owner | Everything Administrators can do. In addition: invite Owners, transfer ownership and remove guest access. Also change the workspace name and address, the default language, and Plan & billing. |
| Administrator | Everything Editors can do. In addition: publish channels, retire and merge records, manage vocabulary and fields, change the institution's contact details and the review policy. Also invite and manage members, except Owners. |
| Editor | Create and edit records, connections, identifiers, media, exhibitions and checklists. View internal and confidential details. Edit channel drafts, but publish only if this is enabled for the person. |
| Viewer | View records, media, exhibitions and channels, but change nothing. Viewers do not see internal and confidential details in records, or locations. |
Every institution has at least one person with the Owner role. For day-to-day administration, the Administrator role is enough.
You can compare all roles under Settings → Team & access → Role permissions. Differences only hides what is the same for all roles. "If enabled" means the permission applies only if it is turned on for the person. "Subject to policy" means your institution's review policy applies.
See your own role
Under Settings → Team & access → Members, all members can see who has which role and who can publish. Only Owners and Administrators can change this. If you are missing a permission, ask one of these people for a different role.
Change a role
- Under Members, choose Manage for the person.
- Choose the new role. For Editor, you can allow publishing channels.
- Choose Save changes.
The same window has two more buttons.
- Remove member removes the person's access to the institution.
- Transfer ownership makes the selected person an Owner, and you become an Administrator. Only Owners can do this.
If only one person still has the Owner role, you can neither remove this person nor give them a lower role. First give another person the Owner role.
Guests lists people who have access but no role in the team. Only Owners can remove this access.
Have a second person review changes
Under Settings → Review policy, Owners and Administrators can turn on Require an independent reviewer. Then a different person must approve every change request. Anyone who edits a record directly does not need approval. More under Change requests.
Access classes
The access class determines who sees a detail or file and whether it can be published.
| Access class | Details in records | Images and documents | In channels |
|---|---|---|---|
| Unrestricted | All members | All members | In public and internal channels |
| Internal | Everyone except Viewers | All members | Only in channels with the Internal audience and password protection |
| Confidential | Everyone except Viewers | Everyone except Viewers | Never |
Where you set the access class
- For images and documents, you choose the access class when uploading, in the Access field. Internal is preselected.
- For object fields, Owners and Administrators set it under Settings → Objects, in the Access menu for each field. As the field applies the field's general class.
Confidential suits, for example, insurance values or purchase prices. Choose Unrestricted only for details and images that may appear publicly.
A public channel never shows internal or confidential details. You set what a channel shows under Channels.