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Product, Roles and access, Business workspaces

Decide who can do what, and who can open what.

Give people a role that fits the job, and limit any folder or document to the people, teams or roles you choose. Search, the assistant and exports all follow the same limits, so a person never sees what they may not open.

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Access

  • RolesOwner, Admin, Member, Viewer and Guest, and your own.
  • Who can open thisEveryone, or only chosen people, teams and roles.
  • Access checkerSee the library as a person would.
Fig. 1 Roles say what a person can do. Access says what a person can open.

01Roles

Start from a built-in role or a ready-made one, and change what it can do.

Every workspace has Owner, Admin, Member, Viewer and Guest. Make your own role from blank, from a built-in one or from a ready-made one such as Billing manager, Library manager, Team lead, Support agent or Auditor. Every permission is listed in plain groups with a switch for the group and for each one.

Nobody can build a role that can do more than they can. A role that somebody holds cannot be deleted until they have another. Preview as this role shows the app as that role sees it, and nothing can be changed while you preview. You can also compare two roles.

  • Your own rolesBlank, from a built-in role, or from a ready-made one.
  • Preview as this roleSee the app as that role would, read only.
  • ComparePut two roles side by side.
  • For people outsideA role for people outside the company takes no seat.

02Folders and documents

Open to everyone, or only to the people you name.

On any folder or document, choose Everyone in the workspace, which is the usual, or Only these people, teams and roles. Each gets one of three levels. Can view lets them open, read, download and cite. Can edit also changes and uploads. Can manage also changes who can open it and deletes it.

Limits go down the tree. What is inside a limited folder is limited the same way, and can be narrowed further, never opened wider. A lock shows on limited folders and documents. Moving something into a limited folder limits it, and the move tells you who will lose access.

  • Can viewOpen, read, download and cite.
  • Can editAlso change and upload.
  • Can manageAlso change who can open it, and delete.

03What people do not see

The same limit holds in search, the assistant and exports.

A person who cannot open a folder does not see its name or what is in it, anywhere. That covers the library, search, the assistant's answers and sources, widgets, exports and share links. nerix answers only from what the asking person can open, and an automation reads only what its maker can open.

The Access page shows the whole library as a tree with every limit. Pick a person, team or role to see the library as they would, or pick a folder to see everyone who can open it and why. The owner can open a limited folder as owner, with a written reason. That lasts eight hours, is recorded and tells the folder's managers.

  • Access checkerWho can open this, and why.
  • Open as ownerA reason, eight hours, recorded, and the managers are told.
  • ExportsAn admin's export leaves out what the admin cannot open.

04Questions

Questions

Can the assistant show me a limited document?

Only if you can open it. nerix answers from what the person asking can open.

Can an admin read everything?

No. An admin's reach is limited like anyone's. Only the owner can open a limited folder as owner, with a reason that is recorded.

Can I give a guest access to one space?

Yes. Guests are people outside the company and see only the spaces and threads they are added to. They do not see the library or the assistant.

What happens when nerix adds a new permission?

A role made earlier shows Needs a look and does not get the new permission until somebody adds it.

Need something this does not do? We build it into your workspace. Built for you

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