Overview
Documo's Roles & Permissions feature gives account administrators full control over what users can see and do on the platform. You can use Documo's built-in system roles or create fully custom roles tailored to your team's needs.
System-Defined Roles
The following roles are built into Documo and are available to all accounts. These roles cannot be modified or deleted. If you need a different combination of permissions, you can create a custom role based on one of these as a starting point.
User
The baseline role for anyone on the platform. Users have access to core product functionality for their own activity.
| Area | Access |
|---|---|
| Fax & Signature | Fax tab, Signature tab (if enabled) |
| Drive | Access if enabled on the account |
| Fax History | Their own outbound faxes and inbound faxes for any numbers they are assigned to |
| API Keys | View and manage their own API keys |
| Cover Pages | System cover pages and their personal 'My Cover Pages' |
| Contacts | View and manage fax contacts |
| User Settings | Manage their own account settings |
| Integrations | View integrations |
| What's New / Help | What's New, Feature Requests, Status Page, Help Center |
Admin
Everything a User can do, plus full account management capabilities.
| Area | Access |
|---|---|
| All Faxes | View all faxes on the account (not just their own) |
| Sign In As | Sign in as other Users (not Admins or Owners) |
| Numbers | View, manage, and provision numbers |
| FaxBridges | Manage and order FaxBridges |
| Reports | Access Reports (if applicable for the account type) |
| Users | View, create, manage, and delete users |
| Events | Access the Events tab |
| Caller IDs | Submit and manage Caller ID requests |
| Account Settings | View and configure account-level settings |
| Custom Fields | Create and manage Custom Fields |
| Subaccounts / Departments | Access to subaccounts or departments (if applicable based on plan) |
Owner
Everything an Admin can do, plus billing access and the ability to sign in as Admins.
| Area | Access |
|---|---|
| Billing | View and manage billing for the account |
| Sign In As | Sign in as Admins (not other Owners) |
Support
A specialized role for White Label Partners only. Support users have access to a defined set of account management and configuration tools.
| Area | Access |
|---|---|
| Unbilled | White Label Partners only |
| Custom Fields | View and manage Custom Fields |
| Webhooks | View and configure Webhooks |
| Subaccounts | Access and manage Subaccounts |
| Users | View and manage Users |
| Sign In As | Sign in as another Support role user |
| Reports | Access Reports |
| Events | Access the Events tab |
| Limits | View and manage account limits |
| Cover Pages | View and manage Cover Pages |
| Fax Tags | View and manage Fax Tags |
| API Keys | Create API keys |
📌 Note: System-defined roles cannot be edited or deleted. If you need different permissions, create a custom role.
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Custom Platform Roles
Admins can create custom roles to give users exactly the right level of access.
Creating a Custom Platform Role
- Navigate to Toolbox > Roles
- Click Create Role.
- Select the Role Type, enter a unique name, and (optionally) a description.
- Toggle each permission on or off as needed (see Permission Reference tables below).
- Click Create to finish creating the Role.
📌 Note: Role names must be unique within your account. Duplicate names are not allowed.
Editing a Custom Role
- Go to Toolbox > Roles
- Click the role you want to edit.
- Update the name, description, or any permissions.
- Click Save to apply your changes.
📌 Note: Changes to a custom role apply immediately to all users currently assigned that role.
Deleting a Custom Role
- Go to Toolbox > Roles
- Click a role to edit
- Click the options menu (•••) at top right and select Delete.
- You will be prompted to reassign any users currently holding that role in order to proceed with deletion
- Confirm deletion.
📌 Note: System-defined roles (Admin, User, Owner, SuperAdmin) cannot be deleted.
Assigning Roles to Users
Admins can assign roles to users in two ways:
From the Roles & Permissions Index
- Go to Toolbox > Roles.
- Select Assign Users tab and select the type of role you’re assigning
- Find user(s) to assign
- Update role directly on the user row.
- Platform roles can be assigned to multiple users at once by selecting user rows, selecting a Role, and clicking “Set Role”
From User Settings
- Go to Toolbox > Users.
- Click on a user to open their profile.
- Use the Role dropdown to select a new role.
- Click Save.
📌 Note: All role assignment changes are recorded in the account's event log.
Workspace Roles
In addition to account-level roles, every workspace requires a workspace role. Workspace roles control what a user can do within a specific workspace. Custom workspace roles can be used across any workspace on your account.
| System Role | What They Can Do in a Workspace |
|---|---|
| User | Must be invited by an Admin. Can view, delete, and process documents in workspaces they are assigned to. |
| Admin / Owner | Everything a User can do, plus: create and edit workspaces, manage workspace members, and view and open any workspace on the account. |
Custom Workspace Roles
Creating a Custom Workspace Role
- Navigate to Toolbox > Roles
- Click Create Role & select Workspace Role for Type
- Enter a unique name and an optional description for the role.
- Toggle each permission on or off as needed (see Permission Reference tables below).
- Click Create Workspace Role to finish creating the role.
Assigning a Workspace Role
A workspace role is required whenever you invite a user to a workspace.
- Go to Toolbox > Roles.
- Select Assign Users tab and select View Workspace Roles.
- Users that are members of the workspace will appear for you to assign/change their role. If the user you are looking for is not a member yet, you can add them with the ‘Add Members’ dropdown.
📌 Note: Admins can change the role of members in the ‘Edit Workspace’ window. This will change their role and permissions for this specific workspace. The default role for workspaces is a basic ‘user’
Permissions Reference
The tables below list every available permission that can be assigned to a custom role. Use these as a guide when building or auditing your roles.
Platform Permissions
| Permission | Description |
|---|---|
| Manage Roles | Create, edit, and delete custom roles and assign them to users. |
| Manage Account | View and configure account-level settings. |
| Manage Billing | View and manage the account's billing information and subscription. |
| Manage Billing Contact | Update the billing contact details on the account. |
| Manage Branding | Customize the account's branding and white-label appearance. |
| Run Reports | Access and generate account reports. |
| View Limits | View the account's usage limits and thresholds. |
| Manage Limits | Edit and configure account usage limits. |
| Manage Subaccounts | Create, manage, and access subaccounts. |
| Manage Users | Invite, edit, and remove users on the account. |
| Sign In As Other | Sign in as another user on the account. |
| Manage Public Tags | Create, edit, and delete public tags across the account. |
| Manage Account Workspace Settings | Configure default settings for workspaces at the account level. |
| Manage All Workspaces | View and access all workspaces on the account. |
Fax Permissions
| Permission | Description |
|---|---|
| Manage Account Fax Settings | View and configure fax settings at the account level. |
| Manage Account Cover Pages | Create, edit, and delete cover pages available to all users on the account. |
| Manage Numbers | Provision, port, manage, and order number blocks for the account. |
| View Fax File | Open and view the content of fax files. |
| Access All Faxes | View the full fax history across the entire account, not just faxes for assigned numbers. |
Workspace Permissions
| Permission | What They Can Do in a Workspace |
|---|---|
| Manage Workspace | Create, edit, and delete workspaces. Manage members, data sources & IDP settings. |
| Send to EHR | Lookup Patients & Send Documents to Electronic Health Record |
For End Users: Understanding Your Access
If you try to perform an action you don't have permission for, you will see a message explaining that your role does not allow that activity. If you believe your access level should be different, contact your account administrator to review your role assignment.
Common Questions
Why can't I see the Billing page?
Billing access is restricted to users with the Owner role or a custom role that includes Billing permissions. Contact your Admin if you need access.
Why can I only see some faxes and not all?
Your role may be configured with the "View Faxes for Assigned Numbers Only" permission rather than "View All Faxes on Account." Your Admin can adjust this if needed.
Can I request a permission change?
Yes. Reach out to your account Admin and let them know which permissions or features you need access to. Admins can update your role or create a new custom role that fits your needs.
Need help? Contact Documo Support or visit our Help Center.