Onehub Workspaces uses a role-based permission system to control access to files and information. The role is set when the user is invited and can be changed at any time by an Administrator or Moderator. This article describes the roles available and the level of access they provide.
Available Roles
Note: All roles inherit the permissions of the roles below them.
Administrator |
Can edit the Workspace pages, modify the logo and colors, and modify the Workspace security settings. |
Moderator |
Can upload, edit and delete any file or folder. Can invite other users to the Workspace, invite users to a file and folder, create secure links, and edit all comments in the Workspace. |
Collaborator |
Can upload, edit and delete any file or folder. Cannot invite users to the Workspace, files, or folders. Cannot create secure links or edit other user's comments. |
Creator |
Can view previews, print, and download files. Can upload files to a folder or Workspace and delete folders and files they created. Can view and add comments to files, folders and messages. Can post Messages to a Workspace. |
Downloader |
Can view previews, print and download files. Cannot view or add comments to items. |
Printer |
Can view previews and print but cannot download files. Cannot view or add comments to items. |
Viewer |
Can view previews of files but cannot print or download files. Cannot view or add comments to items. |
Note: Users invited at the Account level with the corresponding role (ex. Account Viewer, Account Creator, etc.) retain the permissions listed above, but will have access to ALL WORKSPACES within the account. Account Administrators will also gain access to the Account tab which includes the account billing information.
New workspaces can only be created by Account Moderators and Account Administrators.
Detailed Role Permissions
Workspaces
| Viewer | Printer | Downloader | Creator | Collaborator | Moderator | Administrator | |
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See Activity and Receive Summary Notifications |
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| Invite and Manage Users | |
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| Edit Pages and Reorder | |
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| Edit Colors | |
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| Edit Logo | |
Dashboards
| Viewer | Printer | Downloader | Creator | Collaborator | Moderator | Administrator | |
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| View Dashboard Page | |
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| View Users | |
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| View Activity | |
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| Edit Welcome Message | |
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| Edit Image | |
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| Edit Links | |
Files
| Viewer | Printer | Downloader | Creator | Collaborator | Moderator | Administrator | |
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| Preview Files | |
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| Print File Previews | |
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| Download Files | |
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| View and Create Comments | |
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| Upload Files | |
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| Create Folders | |
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| Edit and Delete Owned Files | |
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| Move and Copy Owned Files | |
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| View File History (Audit Trail) | |
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| Edit and Delete All Folders and Files | |
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| Move and Copy All Folders and Files | |
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| Enable and Edit Secure Links | |
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| Invite Users to Folders and Files | |
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| Delete Comments | |
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Messages
| Viewer | Printer | Downloader | Creator | Collaborator | Moderator | Administrator | |
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| View Messages | |
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| View and Create Comments | |
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| Post Messages | |
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| Delete Owned Messages | |
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| Delete All Messages | |
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| Delete Comments | |
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Tasks
| Viewer | Printer | Downloader | Creator | Collaborator | Moderator | Administrator | |
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| View File Tasks | |
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| Approve, Reject, and Comment on Tasks | |
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| Can be Assigned Tasks | |
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| Create Tasks | |
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| View All Workspace Tasks | |
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| Can Edit Task Assignee | |
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| Comment and Close Tasks Assigned to Others | |
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* Except when Data Room Mode is enabled.
Advanced Tip:
To test the roles in your Workspace, click the 
icon to the right of the roles drop-down when viewing the share list. The Onehub bar will be replaced with a message telling you what role you are previewing as. Clicking the "X" icon on the far right of this bar will revert you back to your normal role.