How to Manage Access, Roles & Permissions

This guide helps administrators understand how to add team members to Narratize and manage their permissions. Narratize uses a three-tier permission structure (Organization, Group, and Hub levels) that provides flexibility while maintaining security.

 

Organization Level

Org Admin

• Full control over organization settings and structure
• Creates and manages Groups and Hubs 
• Manages all user permissions across the organization
• Required for initial implementation including adding Members to Groups/Hubs
• Can access all organization-wide settings and reports

Member

• Basic organization membership
• No organization-wide administrative access
• Can be added to specific Groups and Hubs with varying permission levels, including Admin level
• Default role for most team members

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Group Level

Note: Permissions are specific to each Group. A user can be an Editor in one Group while having no access to another.

Group Admin

• Creates and manages Product Knowledge Hubs within the group
• Manages user roles and permissions for the group and its hubs
• Can invite new members to the group
• Full editing capabilities within all group hubs
• All capabilities of Editor and Viewer

Editor

• Uploads documents and adds knowledge to hubs
• Generates content using templates and AI tools
• Uses the chat interface to query hub knowledge
• Can edit and manage documents within assigned hubs

Viewer

• Views documents and knowledge within hubs
• Uses the chat interface to query hub knowledge
• Cannot upload, edit, or delete content
• Read-only access to all hub materials

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Hub Level

Note: Hub permissions inherit from Group level by default but can be customized per hub if needed.

Hub Admin

• Full control over the specific hub
• Manages hub members and their roles
• Can override inherited Group permissions
• All editing and content management capabilities

Hub Editor

• Uploads, deletes, renames, and edits all documents
• Can modify documents uploaded by other team members
• Updates metadata, tags, and document properties
• Interacts with AI-generated outputs and templates

Hub Viewer

• Views all content within the hub
• Queries knowledge using the chat interface
• Cannot modify, upload, or delete any content
• Ideal for stakeholders who need read-only access

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Permission Matrix

Action	Org Admin	Group Admin	Group Editor	Group Viewer	Hub Admin	Hub Editor	Hub Viewer
Create Groups	✓	✗	✗	✗	✗	✗	✗
Create Hubs	✓	✓	✗	✗	✗	✗	✗
Invite Users to Org	✓	✗	✗	✗	✗	✗	✗
Manage Group Members	✓	✓	✗	✗	✗	✗	✗
Manage Hub Members	✓	✓	✗	✗	✓	✗	✗
Upload Documents	✓	✓	✓	✗	✓	✓	✗
Edit Documents	✓	✓	✓	✗	✓	✓	✗
Delete Documents	✓	✓	✓	✗	✓	✓	✗
View Documents	✓	✓	✓	✓	✓	✓	✓
Use Chat/Query	✓	✓	✓	✓	✓	✓	✓
Generate Content	✓	✓	✓	✗	✓	✓	✗

 

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Best Practices for Team Structure

1. Start with Groups

• Create Groups that align with your product teams, departments, or major initiatives
• Assign Group Admins who understand the team's knowledge needs
• Use Groups to maintain consistent permissions across related hubs

2. Permission Strategy

• Principle of Least Privilege: Start users with Viewer access and upgrade as needed
• Group Inheritance: Set permissions at the Group level when possible for easier management
• Regular Reviews: Audit permissions quarterly to ensure appropriate access levels

3. Onboarding New Team Members

1. Add new members at the Organization level first
2. Assign them to relevant Groups based on their role
3. Refine individual Hub permissions as needed

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Removing Users

From a Hub

1. Navigate to the specific Hub settings
2. Select "Members" or "Permissions"
3. Find the user and click "Remove" or change their role

From a Group

1. Access Group settings
2. Select "Members"
3. Remove the user (this removes them from all hubs in that group)

From the Organization

1. Go to Organization settings
2. Select "User Management"
3. Find the user and select "Remove from Organization"
4. Confirm the removal (this removes all their access)

Note: Removing a user from the organization level removes all their access across all Groups and Hubs.

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Troubleshooting Common Issues

User Can't Access a Hub

• Verify they have been added to the parent Group
• Check if custom Hub permissions override Group permissions
• Ensure the user has accepted their invitation

Invitation Emails Not Received

• Check spam/junk folders
• Verify the email address is correct
• Contact support if issues persist (for enterprises with strict email delivery restrictions, we will work with IT to white label @narratize.com domain)

Permission Changes Not Taking Effect

• Allow a few minutes for changes to propagate
• Ask the user to log out and back in
• Clear browser cache if needed

 

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Need More Help? Contact your Narratize administrator or reach out to our support team at support@narratize.com for assistance with user management and permissions.