This article provides a breakdown of system roles in Workspace, detailing the actions and permissions each role allows. System roles dictate the actions a user can take for a specific file or folder.

Navigation Permissions

• Help Menu: This permission provides users with access to the Help menu, which offers guidance on using the product, including instructions for uploading files and creating a zone.
• Quick Start Guide: This permission provides access to the Quick Start Guide in the Help Menu, containing information on how to use the product.
• Search Zones: This permission enables the Search Bar functionality.
• Server Information: This permission allows users to view information about Workspace and details on how to contact the support team.
• Recent: This permission allows users to view recently viewed and accessed zones.

Zone Features Permissions

• Archived Zones: This permission provides access to the Archived Zones menu and list.
• View Recycle Bin: This permission allows users to access and restore recycled zones.
• Create Zones: This permission allows users to create new zones.
• Favorite Zones: This permission allows users to favorite zones and view these in a separate list.
• File Inbox: This permission allows users to use the File Inbox feature. When emailing a specific email address, files will be dropped into the File Inbox menu.
• My Zones: This permission allows users to view the My Zones menu and view previously created zones.
• Shared Zones: This permission allows users to access the Shared with Me menu, which lists zones that have been shared with the user.
• Zones Menu: This permission provides access to a list of active zones that have either been shared with the user or that the user has created.
• File Requests: This permission provides access to the File Requests feature. This permission allows users to request specific files to be uploaded to a specified path, sent via email.

Administration Features Permissions

• Admin Dashboard: This permission allows users to access platform data, such as recent activity, domain activity, and storage details.
• Admin Tools: This permission provides users with access to the Admin Dashboard options. This permission is recommended primarily for platform admins; however, it can be applied to any role.

API Permissions

• Use API: This permission determines whether a specific role has API access. Any users who require API access should be granted this permission.

Session Management Permissions

• View Session Timeout Settings: This permission allows individual users with this permission to view their current Timeout settings.
• Edit Session Timeout Settings: This permission allows individuals to adjust their Session Timeout settings.

Server Upgrades Permissions

• Notify of Server Upgrades: This permission will notify the user of server upgrades as and when they are to occur.

Users and Groups Permissions

• View Users and Groups: This permission allows users to view a full list of users and groups on the Workspace. This includes both active and inactive users.
• Edit Users and Groups: This permission allows users to make changes to users and groups, such as updating the status of accounts to Active.
• Create Groups: This permission allows the creation of groups via the Group List.
• Delete Groups: This permission allows the deletion of groups.
• Add Users to Groups: This permission allows users to be added to existing groups.
• Remove Users from Groups: This permission allows users to be deleted from groups.
• Assign System Roles to Users: This permission allows users to modify the System Role that they consume.
• User Import (From CSV): This permission allows users to import or bulk add users.
• Export Users to CSV: This permission allows users to export all users in the Workspace as a CSV file.
• Reset User MFA Settings: This permission allows users to reset their MFA settings. This permission will prompt the user to reconfigure MFA upon their next login.

Auto-Enrolment Permissions

• View Auto-Enrolment Policies: This permission allows users to view the Auto-Enrolment Policies section and view any current policies that are in place.
• Edit Auto-Enrolment Policies: This permission enables users to edit any existing enrollment policies.
• Create Auto-Enrolment Policies: This permission enables users to create new enrollment policies.
• Delete Auto-Enrolment Policies: This permission allows the user to delete any enrollment policies that may be in place.

Zone Management Permissions

• Create a Zone on behalf of another User: This permission allows the user to create a zone via the Manage all Zones page. This permission is primarily used to create a zone for an alternative user.
• Bulk Create Zones (From CSV): This permission enables users to create zones in bulk using a CSV list.
• Manage all Zones: This permission allows the user to view a full list of zones in the Workspace.
• View all Zone Shares: This permission allows the user to view all zones and the users that these are shared with.
• Edit all Zone Shares: This permission allows zone shares to be modified via the Manage all Zones list and new users to be shared to the zones.
• View Public Sharing Settings: This permission allows users to view the current Public Share Settings disclaimer.
• Edit Public Share Settings: This permission allows users to modify the Public Share disclaimer. This disclaimer displays when a user shares a public item.
• View File Retention Policy Settings: This permission allows users to view any current File Retention Policies that are ongoing on the Workspace.
• Edit File Retention Policy Settings: This permission allows users to create and modify file retention policies.

Zone Templates Permissions

• View Zone Templates: This permission allows users to view the current Zone Templates configured on the Workspace.
• Edit Zone Templates: This permission allows users to edit and create Zone Templates.

HTML Documents Permissions

• View HTML Documents: This permission allows users to view any current HTML documents that are active in the Workspace, as well as the messaging they will provide.
• Create HTML Documents: This permission allows users to create new HTML documents.
• Edit HTML Documents: This permission allows users to modify existing HTML documents, such as modifying the wording of disclaimers.

System Audit Permissions

• View System Events: This permission allows users to view the System Events page. This page allows them to view overall System Audit details and events.
• Export System Events: This permission enables users to export a list of system events as a CSV file.

Server Settings Permissions

• View Authentication Settings: This permission allows users to view the Authentication settings currently on the Server Settings page.
• Edit Authentication Settings: This permission allows users to edit existing Authentication Settings.
• View Document Editor Settings: This permission allows users to view existing document editor settings, such as which editors are enabled in the Workspace.
• Edit Document Editor Settings: This permission allows users to modify the current document editor settings, including specifying which editors can be used.
• View Automatic Update Settings
• Edit Automatic Update Settings
• View MFA Settings: This permission allows users to view the MFA page and view current settings, including whether MFA is enabled and whether IP addresses are listed as Trusted.
• Edit MFA Settings: This permission allows users to edit or make changes to the current MFA settings.
• View Analytics Settings
• Edit Analytics Settings
• View Recycle Bin Settings: This permission allows users to view the current recycle bin settings.
• Edit Recycle Bin Settings: This permission allows users to edit, enable, or disable the recycle bin settings.