Intro to permissions

There are several levels of Workspace and user role permissions. Learn about default permissions and the ones you can configure to keep your Workspace secure. 

Permissions and user roles

If you're unfamiliar with our user roles, take a look at Intro to user roles first!

Workspace and user role permissions

Following are the types of permissions you can configure to secure your Workspace:

Permission Description
Workspace-level permissions

Invite permissions: Edit the invite permissions of the people in your Workspace. 

Default permissions: On all plans, these are the default permissions for admins, members, limited members, and permission controlled guests.

These permissions do not apply to Free Forever guests, view only guests, or limited members read only. 

Custom role permissions: On Business Plus and Enterprise Plans, these default role permissions can be edited. These plans can also create custom roles

Advanced permissions: Owners and admins can activate and deactivate these enhanced security settings.

User role-level permissions

View only, comment, edit, and full permissions: Assign permissions to specific items and locations to any user role except Free Forever Plan guests and limited members read only. 

For example, you can assign a member or a Team comment permissions to a Doc to ensure that only those with edit permission can change it. 

Owner, admin, member, limited member, and limited member read only permissions: These permissions and the ability to edit these permissions vary by role and plan. 

Guest-type user roles: These permissions and the ability to edit these permissions vary by role and plan. 

Individual permissions: These permissions can be given to individual permission controlled guests and limited members. 

Full, edit, comment, and view only permissions

You can set permissions on each item and location shared with people.

These are the four permission levels available for people in your Workspace:

Level Description
View only Gives the person read-only access to an item.
Comment Permits the person to add and reply to comments on an item.
Edit Permits the person to make changes to an item, including sharing it with others. The person isn't able to delete the item.
Full Permits the person to create, edit, share, and delete items.

The access given by these permissions varies by the item or location shared and the user's role. 

For example, the edit permissions level on a Folder allows members to share that Folder, but guests can't share anything, even with edit permissions.

Invite people to join your Workspace

Learn how to invite people to your Workspace!

Set view only, comment, edit, and full permissions

You can set these permissions when doing these actions:

  • Sharing items with the members and guests in your Workspace.
  • Inviting someone to join your Workspace by sharing an item with them.
  • Sharing an item with someone you've invited to your Workspace, even if they haven't joined yet.

Learn how to share and set permissions for these items and locations:

Space permissions

The ability to set permissions on Spaces varies by plan in the following way: 

  • Full, edit, comment, or view-only permission levels can be set for Spaces on Enterprise Plans. 
  • On all other plans, you can make a Space private and invite specific people and Teams to limit access.

Guests can't access Spaces. You can share individual Folders, Lists, and tasks with them.

Permissions in detail

Keep your Workspace secure. Learn how view only, comment, edit, and full permissions work. Understand which actions are permitted per permission level and user role for all Workspace locations and items. 

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