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User profiles and permissions

Introduction to profiles and permissions

Profiles available in a standard ProofHQ setup are:

Billing Administrator
Administrator  
Supervisor
Manager
Observer
Guest

We use the term Users to describe all of the profiles except the Guest profile.

Each of the User profiles counts towards your user limit.

Please also see Users for more information.

The assigned profile permissions relate only the users and items in your own account.

The exception is in the case of Satellite accounts, where the main (hub) account Administrator and Billing Administrator can access and manage the Account settings and Billing of those Satellite accounts from the hub account level.

You can see the permissions linked to each profile below.


  Own Items Other People's Items Admin Billing
  Add View Edit Del View Edit Del Edit
and
Del
*
Edit
Billing Admin cleaner.png cleaner.png cleaner.png cleaner.png cleaner.png cleaner.png cleaner.png cleaner.png cleaner.png
Admin cleaner.png cleaner.png cleaner.png cleaner.png cleaner.png cleaner.png cleaner.png cleaner.png  
Supervisor cleaner.png cleaner.png cleaner.png cleaner.png cleaner.png cleaner.png cleaner.png    
Manager cleaner.png cleaner.png cleaner.png cleaner.png          
Observer   cleaner.png              


 * Billing Administrators and Administrators can delete users. This can only be done in Account settings.

NOTE When Billing Administrators and Administrators view proofs that are owned by other users in their account, they view them with the role of a Reviewer.

If the proofs are in a folder that is shared with the Billing Administrator or the Administrator (or was created by them), they will access the proofs with the Read Only role.

Billing Administrator

Billing Administrators have access to Account settings and Billing.

cleaner.png Can create proofs, upload files, and create folders

cleaner.pngCan view, edit, and delete own** proofs and files 

cleaner.pngCan view, edit, and delete proofs and files created by all users in the organization

cleaner.pngCan delete the public folders of other Users

cleaner.pngHas edit rights on all proofs created in the account

cleaner.pngCan be set as the Dropzone owner

cleaner.pngCan access the Billing page and edit the billing details 

cleaner.pngCan access the Account settings page and edit the account details 

cleaner.pngCan empty the Trash

cleaner.pngCan add, edit, and delete users 

cleaner.pngCan create groups and add new contacts

cleaner.pngCan delete contacts 

cleaner.pngCan edit proof comments if there are no replies on them 

no.pngCannot edit proof replies 

no.pngCannot delete the private folders of other Users 
* Please also see Folder permissions
** Items the user created or owns

Administrator

Administrators have access to Account settings.

cleaner.pngCan create proofs, upload files, and create folders

cleaner.pngCan view, edit, and delete own** proofs and files 

cleaner.pngCan view, edit, and delete proofs and files created by all users in the organization

cleaner.pngCan delete the public folders of other Users

cleaner.pngHas edit rights on all proofs created in the account

cleaner.pngCan be set as the Dropzone owner

cleaner.pngCan access the Account settings page and edit the account details 

cleaner.pngCan empty the Trash 

cleaner.pngCan add, edit, and delete users

cleaner.pngCan create groups and add new contacts  

cleaner.pngCan delete contacts 

cleaner.pngCan edit proof comments if there are no replies on them  

no.pngCannot edit proof replies

no.pngCannot delete the private folders of other Users 

no.pngCannot access the Billing page or edit the billing details 
* Please also see Folder permissions
** Items the user created or owns

Supervisor

cleaner.pngCan create proofs, upload files, and create folders

cleaner.pngCan view, edit, and delete own** proofs and files 

cleaner.pngCan view, edit, and delete proofs and files created by all users in the organization

cleaner.pngCan delete the public folders of other Users

cleaner.pngHas edit rights on all proofs created in the account

cleaner.pngCan be set as the Dropzone owner

cleaner.pngCan create groups and add new contacts 

cleaner.pngCan delete contacts 

cleaner.pngCan edit proof comments if there are no replies on them 

no.pngCannot edit proof replies

no.pngCannot delete the private folders of other Users 

no.pngCannot access the Billing page or Account settings

no.pngCannot add, edit, or delete users 

no.pngCannot empty the Trash
* Please also see Folder permissions
** Items the user created or owns

Manager

cleaner.pngCan create proofs, upload files, and create folders*

cleaner.pngCan view, edit, and delete own** proofs and files only 

cleaner.pngCan see, review, and approve proofs of other users that are explicitly shared with them***

cleaner.pngCan create groups and add new contact

no.pngCannot view, edit, or delete proofs and files created by other users in the organization 

no.pngCannot edit proof comments or replies 

no.pngCannot delete the private folders of other Users 

no.pngCannot delete the public folders of other Users 

no.pngCannot access the Billing page or Account settings

no.pngCannot be set as the Dropzone owner

no.pngCannot empty the Trash

no.pngCannot add, edit, or delete users

no.pngCannot delete contacts  


* Please also see Folder permissions
** Items the user created or owns
*** If a folder is shared with a Manager, they will have Read Only rights to everything in the folder

Observer

cleaner.pngCan see, review, and approve proofs of other users that are explicitly shared with them*

cleaner.pngCan view files that are explicitly shared with them 

no.pngCannot create proofs, upload files, and create folders*

no.pngCannot view, edit, or delete proofs and files created by other users in the organization

no.pngCannot edit proof comments or replies

no.pngCannot delete any items created in the organization 

no.pngCannot access Billing page and Account settings

no.pngCannot be set as the Dropzone owner

no.pngCannot empty the Trash

no.pngCannot add, edit, or delete users 

no.pngCannot create groups or add new contacts 

no.pngCannot delete contacts 


* If a folder is shared with an Observer, they will have Read Only rights to everything in the folder (see shared folders).
** Please also see Folder permissions

NOTE The menus/functions available to Observers are limited. Please note the following:

  • Observers will not be able to see the Header menu or the green New menu in their Dashboard
  • Observers won't see the following links in their Settings: Account settingsBilling

Guest

The Guest profile is used to give access to proofs for reviewers who do not have their own ProofHQ account. Guests can access proofs shared with them directly via their personal email notifications.

cleaner.pngCan view, review, and approve proofs that are explicitly shared with them

cleaner.pngCan view files that are explicitly shared with them

no.pngCannot access the Dashboard
no.pngCannot have folders shared with them
no.pngCannot be added as Authors or Moderators to the proofs

NOTE Guests are not ProofHQ users, so they cannot see all the proofs shared with them in their own Dashboard.

Editing a user's permission profile

Administrators and Billing Administrators can edit the permission profiles of all users in the account. To do so:

  • Open Account settings (1)
  • Go to the Users tab (2)
  • Open the User details page by clicking the user's name (3) or by selecting the User Details page from their dropdown menu (4)

 Edit_profile_-_Account_Settings.png

  • Select the chosen permission profile from the list (5)
  • Save your by clicking anywhere outside the field

 Edit_Profile.png

  • Administrators and Billing Administrators can also access and edit the user details from the Contacts page - by clicking the name (7) or choosing the View user details option from the user's dropdown menu (8)

 Edit_Profile_-_Contacts_page.png

NOTE . Administrators cannot assign the Billing Administrator profile. Profile changes are logged in:

    • The Account activity logs
    • The User's profile log (accessible only to that User)

Please see Activity audit trail for more information on activity logs.