User Permissions Overview
Permissions in the platform control what each user can see and do. The system is role-based, allowing fine-grained control over access to actions, components, and administrative capabilities.
How Permissions Are Defined
User access is determined by a combination of roles and user group assignments:
- Roles: Define access to records (e.g., Assets, Accounts, Portals) and components (e.g., Public Link, Location Map). Roles govern what actions are available for each item.
- If no action is defined in the role for a record or component, the user does not have access and will not see it in the interface.
- There are two types of roles:
- Folder roles: Define access to folders and the assets inside them.
- Application roles: Define general access to records and admin capabilities.
- User Groups: Roles are assigned to user groups, and users are assigned to groups.
- A group can include multiple roles.
- A folder-type role in a group controls what folders and assets are visible to users in that group.
- Application roles can grant access to selected administrative features.
- Groups can be marked as admin groups to provide full platform access.
What Permissions Control
- Record Access – View, edit, or manage specific record types (Assets, Accounts, Portals, Dwellings, etc.)
- Component Visibility – Some features depend on Metadata Profiles, which control visibility in asset details. Roles may further limit access if users have no assigned actions for that component.
- Actions – Upload, download, edit metadata, delete, share, reprocess, versioning, etc.
- Admin Features – Access to admin-level configuration for metadata structure, users, branding, reports, and system settings (digital rights, integrations, records, showcases, icons, and site settings)
Example Permission Setups
Permissions can be tailored to different user needs, from read-only access to full administrative rights. Below are common examples:
| Role Type | Typical Access |
|---|
| Viewer | View and download assets in assigned folders |
| Contributor | Upload, edit metadata, manage versions (no delete or admin access) |
| Manager | Full record access, sharing permissions, limited admin |
| Admin Group User | Access to all features and records across the platform |
Need help designing or adjusting your permission structure? Contact support or reach out to us at Data Dwell — we’re happy to assist.
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