How Do I Manage Loopio Permissions? Platform-Wide Permissions and Project-Specific Permissions

Platform-Wide Permissions

What Are Platform-Wide Permissions?

Loopio allows you to configure platform-wide permissions for your Users by creating Roles and setting permissions for each component of the Loopio Platform.

Roles represent configurable groups you create to organize your Users. When you create a Role, you set the permissions for that Role for each part of the Loopio Platform. This allows you to configure what your Users can do within Loopio, giving you the flexibility to define Roles for your Users based on your organization’s needs.

While most Roles are configurable, every Loopio account comes pre-set with the Administrator Role. The Administrator Role is a Full Access Role, meaning Users with this Role have the highest level of permissions for your Library, Reviews, Projects, Reporting, and General Administration, allowing Administrators to do everything within Loopio. While you can change the name of this Role, Permissions for the Administrator Role cannot be changed.

Each part of Loopio has different levels of permissions.

Which Permission Levels Exist for Each Part of the Loopio Platform?

Projects

Projects are used to complete your RFPs and questionnaires within Loopio. 

In addition to platform-wide Projects permissions, permissions for a specific Project’s participants can be further defined. Read more below in “Project-Specific Permissions”.

Within the Projects Permissions section, you can assign permissions in any of the following areas:

Participate in Projects

The Participate in Projects invited to permission allows a User to:

• Answer, review, and comment on assigned Project Entries
• Conduct an overall Project Review
• View & use Merge Variables in Projects
• Export Projects

Create Projects

The Create Standard Projects permission allows a User to create Standard Projects, and the Create Confidential Projects permission allows a User to create Confidential Projects. In Projects the User creates, they will have access to:

• Delete, stop, & restart the Project
• Invite participants to the Project
• Add, edit, and delete Footnotes
• Add Source Documents to the Project
• View & restore the Project if deleted

Manage Projects

The Manage All Projects permission allows a User to:

• Participate in any Project
• Delete, stop, and restart any Project
• Edit any Project's details
• Manage any Project Entry
• Manage any project's participants
• Bulk Delete Projects
• Restore any deleted Project
• Add Source Documents to any Project
• Manage any Project Entry's approvals
• Manage any Projects' footnotes
• Export all Projects
• Create & assign project Reviews

Project Templates

The Manage Project Templates permission allows a User to:

• View and download Project Templates
• Create, edit, duplicate, and delete Project Templates
• Create Project from Template (Requires Create Standard Projects or Create Confidential Projects permission)

Custom Project Fields

The Manage Custom Project Fields permission allows a User to:

• Create, edit, and delete Custom Project Fields

Project Plan/Milestones Templates

The Manage Project Plan Templates permission allows a User to:

• Create Project Plan Templates
• Edit and delete Project Plan Templates
• Add, edit, and delete Milestones

Search Projects

The Search Projects User is a Participant in permission allows a User to:

• Search, view, and use content from past answers (Project Entries marked Complete) within Projects that User is a participant in
• Allow Magic to use content from past answers within Projects that User is a participant in

The Search all Projects permission allows a User to:

• Search, view, and use content from past answers (Project Entries marked Complete) within all Projects
• Allow Magic to use content from past answers within all Projects

Answer Automation

The Automated Answers permission allows a User to:

• Create answers using the Get Answer and Customize workflows in Projects they have access to

The Generate & Edit Answers with AI permission allows a User to:

• Generate answers for Project Entries they have access to answer
• Use Edit with AI on Project Entries they have access to answer

Permissions for specific content sources will appear for Connectors that are enabled in your account (for example, Can use Websites will appear as an option when the Public Website Connector is enabled).

Reviews from Projects

Reviews from Projects allows you to suggest and approve new and updated content from your Project Entries that would be valuable to store in your Library.

Reviews from Projects access can be set to one of three levels: No access, Project Access, or Full Access.

• Level 1: Project Access allows a User to:
  • Suggest or omit content for the Library from a Project
• Level 2: Full Access allows a User to:
  • Suggest or omit content or the Library from a Project
  • Add, edit, or reject Entries suggested to the Library

Reviews from Library

Reviews allow you to keep your Library content up to date by scheduling and assigning regular reviews of your Library’s content, or assigning individual Library Entries for review at any time.

Reviews access for a Role can be set to one of four levels:  No Access, Reviewer, Assigner, or Full Access.

• Level 1: Reviewer allows a User to:
  • Complete Reviews that User has been assigned
  • Reassign a Review assigned to them to a User with Level 3: Full Access Review permissions
• Level 2: Assigner allows a User to:
  • Assign Reviews
  • See all Reviews (active and completed)
  • Re-assign Reviews to any other User with Review permissions
• Level 3: Full Access allows a User to:
  • Configure Review Cycles for Categories, Sub-Categories, and Individual Library Entries

Library

Within the Library Permissions section, you can assign permissions in any of the following areas:

You can also manage all Stack permissions in this section.

Library Structure

The Manage Library Structure permission allows a User to:

• Create Stacks (Access required to edit Stack)
• Edit and delete Stacks they have access to
• Publish Stacks they have access to (requires Shared Stacks)

Content Styles

The Manage Content Styles permission allows a User to:

• Manage Content Styles and Export Themes across the Library and Projects

Documents

The View Document Library permission allows a User to:

• View and download Documents from the Document Library
• Add documents to Library Entries directly from the Document Library

The Manage Document Library permission allows a User to:

• Rename, replace, and delete Documents
• Any changes to a Document will be applied across all Library Entries that use this Document

Library Duplicates

The Resolve Duplicates - Stacks with write access permission allows a User to:

• View, compare, edit, and resolve duplicates across Stacks where they have Level 2: Read & Write access or higher

The Resolve Duplicates - All Stacks permission allows a User to:

• View, compare, edit, and resolve duplicates across the entire Library
• Resolve duplicates across the entire Library

Library Stack Permissions

Use Stacks to control access to your Library on a per-Stack basis. Stacks are the highest level of your Library structure, and are used to separate your Library Entries into groupings based on their content.

Stacks’ permissions are set individually for each Stack, giving you the flexibility to allow Users to access only the content that is relevant to them. This means you can, for example, give your Sales Users access only to the Sales Stack, and your Finance Users access only to the Finance Stack.

Stacks access for a Role can be set to one of four levels: No Access, Read Only, Read & Write, or Full Access. This permission can be located at the bottom of the Library Permissions section:

• Level 0: No Access means Users will not see this Stack, including any Categories, Sub-Categories, or Entires within
• Level 1: Read Only permission allows a User to:
  • Search the Library
  • View Library Entries within that Stack
  • Browse Tags, Categories, and Sub-Categories in the Stack
  • View the History of Library Entries in the Stack
  • Comment on Entries in the Stack
• Level 2: Read & Write permission allows a User to do the above, plus:
  • Create new Entries in the Stack
  • Edit Existing Entries in the Stack
  • Restore Entries in the Stack from the Entry History
  • Delete Entries in the Stack
  • Create, edit, and delete Tags
• Level 3: Full Access permission allows a User to do the above, plus:
  • Delete any Entry in the Stack
  • Bulk import Entries
  • Create, edit, and delete Sub-Categories
  • Create, edit, and delete Merge Variables

Reporting

Reporting allows you to generate reports about your Library, Projects, and User Workload.

Reporting access can be set to one of two levels: No Access or Full Access.

• Level 0: No Access means the User will not see the Reporting option in the main navigation
• Level 1: Full Access permission allows a User to:
  • View Reports
  • Export data from Reports to Excel
  • Take actions from Reports (for example, delete a Library Entry)

General Administration

Within the General Admin tab, you can assign permissions in any of the following areas:

Users, Roles & Permissions

The Manage Users permission allows a User to:

• Create, edit, and disable User accounts
• Assign Teams and Roles to Usrs
• Import Users (Excel)
• Export Users (Excel)

The Reassign User's work permission allows a User to:

• Reassign Projects, Project Questions, and Library Reviews to another User from the Reassign Work screen

The Manage Roles & Permissions permission allows a User to:

• Create, edit, duplicate, and delete Roles
• Assign Permissions to Roles

Library Backup

The Create, view, and download Backups permission allows a User to:

• Create, view, and download Library Backups
• Set a one-time password for a Backup they are generating

The Edit Backup Settings permission allows a User to:

• Select a Backup schedule
• Set an account-wide default Backups password

Admin Dashboard

The View Admin Dashboard permission allows a User to:

• View Admin Dashboard reports and graphs
• Nudge Users from the Admin Dashboard

The Manage Announcements permission allows a User to:

• Create, edit, and remove homepage Announcements for all Users in the account

Teams

The Manage Teams permission allows a User to:

• Create, edit, and delete Teams

Integrations

The Manage Integrations permission allows a User to:

• Connect and disconnect Integrations and Connectors

Site Settings

The Manage Site Settings permission allows a User to:

• Update the Company Name
• Manage Library Freshness settings
• Create, edit, and delete Answer Set options

Notifications

The Manage Slack Notifications permission allows a User to:

• Enable or disable notifications sent using the Slack Integration (if connected)

Generative AI

How Do I Set Platform-Wide Permissions for My User Roles?

Check out our guide How Do I Manage Permissions Using Roles?

How Do I Know Which Permission Levels I Have?

For Users with General Administration Manager or Full Access permissions, permission levels for all parts of the Loopio platform can be viewed from Admin > Roles & Permissions by clicking Manage Permissions to the right of the page.

For Users with no access to General Administration, this permissions content is not visible. If you are a User with no access to the Admin tab and you are interested in knowing more about your permissions, you can reach out to an Administrator to learn more.

Project-Specific Permissions

What Are Project-Specific Permissions, and How Are They Different from Loopio-Wide Permissions?

Loopio allows you to configure Users’ Project permissions on a Project-by-Project basis to ensure that your Users are able to focus on what matters when working on completing their Project work.

Project permissions are configured within an individual Project, and are distinct from Loopio-wide permissions (which are configured in Admin).

What Are the Project-Specific Permission Levels, and What Do They Mean?

Within a Project, there are three distinct Project roles for your Users, each with their own permissions:

1. Assignee: As the most restricted permission level, Assignees are able to view, answer, and comment on Project Entries assigned to them for answer or review. This means that an Assignee cannot view, answer, or comment on any Entries that are not assigned to them, including Entries that are unassigned or assigned to other Users.
2. Collaborator: With slightly more visibility than Assignees, Collaborators can view and comment on all Entries in a given Project, but can only answer or review Entries to which they are assigned.
3. Project Admin: The most powerful of Project permissions, Project Admins can do everything within a Project. This includes the ability to:
   • Import questions from a source document, or create Entries manually
   • Run Automated Answers (Learn more about Automated answers)
   • Add Project Participants
   • Assign Entries out to Participants
   • Answer, review, and comment on all Project Entries
   • Export a completed Project

How Do I Configure User Permissions for a Project?

A User’s Project permissions are set when you add them to a Project. This is done within the Project Participants panel on the left side of your Project. To add a Participant, click the plus sign:

In the Invite Participant popup, click the radio button next to the Project role you want to assign, then type your User’s name in and select their name from the list to add them to the Project with those permissions:

Learn more: Adding Users to a Project & Tracking Users’ Project progress