Custom User Roles and Permissions

This article outlines how permissions and roles work in FileInvite so you can control access confidently across your organization.

FileInvite offers flexible roles and permission settings to help you control who can do what within your organization.

Default Roles

There are four default roles available in FileInvite:

• Organization Owner

• Admin

• User

• Viewer

These default roles provide broad permission sets and cannot be deleted, but can be cloned to create custom roles.

Custom Roles

You can create custom roles by combining different permission groups to fit your organization’s needs. This is especially useful for customers who need more granular control over user access.

Custom roles:

• Can be created, edited, or duplicated by users with appropriate permissions.

• Cannot be deleted if assigned to any users.

• Appear in the “Workspace Role” dropdown on the Team Members page.

Permission Groups & Access Summary

Here are the key permission groups and what access they provide:

• Manage File Naming Settings
  Customize how file names are generated.
  (Available for Organization Owner, Admin)

• Manage Brand Settings
  Update your brand appearance across the platform.
  (Available for Organization Owner, Admin)

• Manage Custom Domains Settings
  Configure your own domain and email settings for communications.
  (Available for Organization Owner, Admin)

• Manage Teams and Team Members Settings
  Add, edit, remove, or deactivate teams and team members.
  (Available for Organization Owner, Admin)

• Manage Cloud Storage Settings
  Configure cloud storage connections like OneDrive or Dropbox.
  (Available for Organization Owner, Admin)

• Manage SSO Settings
  Set up Single Sign-On for your account.
  (Available for Organization Owner, Admin)

• Manage Custom Roles & Permission Settings
  Create, edit, or delete custom roles and their permissions.
  (Available for Organization Owner, Admin)

• API Access
  Access the FileInvite API for integrations.
  (Available for Organization Owner, Admin)

• View Teams and Team Members
  View team and member details without making changes.
  (Available for User, Viewer)

• Manage Templates
  Full control to create, edit, and delete templates.
  (Available for Organization Owner, Admin)

• Manage Templates (no delete)
  Create and update templates but cannot delete them.
  (Available for User)

• Manage Invites
  Full control over invite processes, including editing contacts, sending invites, and downloading files.
  (Available for Organization Owner, Admin)

• Manage Invites (no delete)
  Same as above but cannot delete invites.
  (Available for User)

• View Invites
  View invites and related information, with download permissions but no editing rights.
  (Available for Viewer)

Additional Notes:

• Default roles and custom roles assigned to users cannot be deleted.

• When assigning multiple permission groups with overlapping access, the highest access level applies.

• Changes to roles with assigned users will trigger a confirmation prompt.

• You can manage roles and permissions from the Settings > Roles & Permissions page.