# Custom User Roles and Document Access Control Source: https://nerix.ai/product/roles-access 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. Start free Pricing The free plan is one seat and 3,000 credits a month, never charged. Access - Roles Owner, Admin, Member, Viewer and Guest, and your own. - Who can open this Everyone, or only chosen people, teams and roles. - Access checker See the library as a person would. **Fig. 1** Roles say what a person can do. Access says what a person can open. 01 Roles ## 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 roles Blank, from a built-in role, or from a ready-made one. - Preview as this role See the app as that role would, read only. - Compare Put two roles side by side. - For people outside A role for people outside the company takes no seat. 02 Folders 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 view Open, read, download and cite. - Can edit Also change and upload. - Can manage Also change who can open it, and delete. 03 What 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 checker Who can open this, and why. - Open as owner A reason, eight hours, recorded, and the managers are told. - Exports An admin's export leaves out what the admin cannot open. 04 Questions ## 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](https://nerix.ai/product/custom) Related ## More that goes with this. Start free Pricing - [Modules Pick what opens. Personal and business workspaces.](https://nerix.ai/product/modules) - [Library and search Your files read, given a passport, connected and searchable two ways.](https://nerix.ai/product/library) - [Team chat Team chat in spaces and topics, where a message can become a task.](https://nerix.ai/product/spaces) - [Knowledge and case files Shared reference collections, and the documents of one matter read together.](https://nerix.ai/product/knowledge) - [All products Every nerix product in one list.](https://nerix.ai/product) ## Learn more ### Learn more - [Roles and Access in nerix](https://nerix.ai/help/roles-and-access) ## Keep reading - Teamwork roles [Teamwork](https://nerix.ai/blog/category/teamwork) November 1, 2026 5 min read ### [Roles and permissions for a small team workspace](https://nerix.ai/blog/roles-and-permissions-for-a-small-team) Roles and permissions for a small team: how to set who can do what and who can open what, with a simple plan, common mistakes and a checklist for reviews. 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