User roles and permissions

Keeping the right people focused on the right things is at the heart of a smooth workflow. 

Roles and Permissions provide account admins with a straightforward way to define exactly what each team member can see and do, eliminating guesswork. Whether you're onboarding a new user or tightening up access for an established team, this feature puts you in control.

By creating custom roles and assigning permission sets to each one, you can tailor the role for every user in your account, from full editing access to a read-only view of documents. 

As the product evolves, more permission sets will be added, giving you even finer control over your workspace.

This feature is in active development. Additional permission sets will be rolled out progressively. Have a request? We’d love to hear it! Email us at support@proposify.com

How It Works

Roles are the containers, and permissions are what go inside them. You build a role (for example, “Editor” or “Viewer”), then choose which permissions that role carries. When you assign a role to a user, they automatically inherit those permissions.
Every account starts with a single built-in role: Admin. This role is tied directly to the account owner and cannot be edited or removed. All other roles are fully customizable.

Permission Categories

Permissions are organized into two categories:

• Documents: Controls what users can do with documents inside the account.
• Settings: Controls access to workspace configuration and administrative areas on the settings page.

Available Permissions at a Glance

Documents

• Edit Documents: Allow users to edit documents
• View Documents: Allow users to view documents, with customizable options on toggle
  • Create: Allow users to create new documents
  • Edit: Allow users to edit documents they have access to
  • Delete: Allow users to delete documents
  • Duplicate: Allow users to duplicate documents
  • Share: Allow users to share documents with external recipients 

Content Library

• Access Content Library Page: Allow users to access the Content Library page

Settings

• Access Settings Page: Allow users to see the Settings page to manage their workspace, with customizable options on toggle
  • Access Billing Page: Allow users to view and manage billing
  • Access Users Page: Allow users to browse and manage workspace users
    • Purchase Collaborator Seats: Allow users to purchase Collaborator seats - this option is only available if Access Users Page toggle is on.
  • Access Custom Fields: Allow users to manage custom fields

Getting Started

You’ll need Admin access to manage roles and permissions. If you don’t see the options described below, check with your account owner.

Accessing Roles and Permissions

1. Navigate to the Settings Page from your main navigation.
2. In the left sidebar, select Users.
3. The User Management page will open, giving you an overview of every user in the account along with their currently assigned role.

Creating a New Role

Adding a custom role takes just a few seconds. Here’s how:

1. Click the + New Role button at the top right of the page. A small pop-up will appear.
2. Enter a title and short description for the role to help your team understand its purpose.
3. Click Create Custom Role.
4. The pop-up will close and your new role will appear below the Admin role on the page.

Setting Permissions for a Role

Once your role is created, you’re ready to define what it can do.

1. Next to your new role, click View Permissions.
2. In the left-hand navigation, choose either Documents or Settings to see the available permission sets.
3. For each permission, use the toggle on the right to set access:

• Allow Access (toggle turns green): the role can use this feature.
• No Access (toggle turns grey): the role cannot use this feature.

Managing Existing Roles

Need to make a change after a role is set up? The three-dot menu to the right of the View Permissions button on any role gives you three options:

• Duplicate: Creates a copy of the role with all its permissions. Useful when you want to build a similar role without starting from scratch.
• Rename: Updates the role’s display name.
• Delete: Permanently removes the role if it’s no longer needed. Note that the Admin role cannot be deleted.

Assigning a Role to a User

Once your roles are configured, assigning them to team members is straightforward.

1. From the Users tab, locate the user you’d like to update.
2. Click the three-dot menu to the far right of the user’s row and select Change Role.
3. A pop-up will appear. Use the dropdown menu to select the appropriate role.
4. Click Update Role to confirm.

A confirmation toast will appear at the bottom of your screen once the change has been saved. The user will immediately have the permissions associated with their new role.