Roles and permissions

Your role determines what you can change. A Site role applies in its open workspaces. A workspace can give you a different role; a private workspace requires its own invitation or access grant.

Viewer

Viewers can read published pages, follow tags, and take part in page discussions. An explicit shared draft link also lets them read and comment on that draft. They cannot write drafts, change page details, publish, or manage access.

Contributor

Contributors can create pages and write changes to any page they can open. They can also inspect available page issues. Their permissions depend on whose page they are changing:

• On a page they created: Contributors can edit its content, tags, maturity, and who looks after it. They can move, rename, archive, or delete their own pages. They can publish unless a review rule requires approval.
• On someone else's page: Contributors write a personal draft and submit changes for review by the original creator or someone listed in Looked after by. They cannot directly change its tags or maturity, move it to a different folder, or delete it.
• When already listed in Looked after by: Contributors can review other people's changes to that page and change who looks after it. A Contributor who neither created nor already looks after a page cannot add themselves or another person to its steward list.

Contributors can create folders and move folders they created when every file and folder inside is also theirs. They can reorder anyone's pages and folders within the same parent. Reordering never grants permission to move somebody else's work into another folder.

Nobody can approve their own submitted changes. Creating a tag on your own page does not grant permission to rename or recolor the shared tag for everyone.

Editor

Editors can edit and organize every page in the workspace, including other people's pages. They can change tags, maturity, and who looks after a page; create, rename, and recolor tags; and review or publish changes when the applicable review rules permit it.

Editors cannot change people's workspace roles, change administrative settings, or delete a shared tag from the whole workspace.

Admin

Admins have Editor permissions and manage access, roles, workspace settings, and shared tag deletion. Site Admins also manage Site settings and can choose whether new Site members start as Viewers, Contributors, or Editors. Existing members keep their roles when that default changes. Admin access is assigned explicitly rather than used as the joining default.

Being a Site Admin does not automatically open a private workspace.

When review is required

An Admin can turn on Require review before publishing for the workspace and choose its reviewers. This applies to everyone, including Editors and Admins. A page can also have its own approval rule. When several rules apply, the changes must satisfy each one.

Without a required-review rule, Contributors can publish their own pages and Editors can publish throughout the workspace. Contributor changes to someone else's page always need creator or steward review. Only the exact version that was reviewed can publish; later edits need review again. Reviews include a page's title, even when its body is empty.

Looked after by names people responsible for a page. It gives an existing Contributor steward permission to review changes and manage stewardship on that page. It does not turn them into a workspace Editor or let them bypass required reviews.