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.

Permissions for each part of the Loopio platform range from No Access through to Full Access. 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”.

Projects access for a Role can be set to one of four levels: No Access, Participant, Creator, or Full Access.

Learn more: Projects & Project Templates

Search Projects

The Search Projects permission gives users access to search for content from completed Entries in Projects while working in a Project.

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.

Learn more: Reviews from Projects

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.

Learn more: Reviews

Library (Library Duplicates)

The Library permission allows you to assign users who can resolve duplicate content in your Library, helping to ensure a streamlined, effective Library!

Library Duplicates allows you to identify duplicate content, compare it to content currently in your Library, delete duplicated content, and add Alternate Questions to existing Library Entries.

Library access for a Role can be set to one of three levels: No Access, Participant, and Admin.

Learn more: Library Duplicates

Stacks

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.

Learn more: Stacks

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.

Learn more: Reporting

General Administration

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

• Users, Roles & Permissions
• Library Backup
• Admin Dashboard
• Attachments
• Content Styles
• Custom Project Fields
• Teams
• Integrations
• Site Settings
• Library Structure
• Notifications
• Project Plan/Milestones Templates

Generative AI

The Generative AI permission allows users to generate answers in the Project workspace. Users need access to at least one stack in order to use Generative AI.

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

Role permissions are managed from the Admin page, under the “Roles & Permissions” tab.

From here, Roles can be created or deleted, and permissions managed, for each Role type.

1. Click Manage Permissions to the right of the page
   
2. For Projects, Search Projects, Reviews, Library, Stacks, Reporting, or Generative AI permissions: Under each permission level, click the tile representing the permission level this Role should have
   For General Admin permissions: click Customize Permissions to the right of the Role, then select the required permissions
3. Click Save

For example:

To give a Role Project Level 2 (Creator) permissions, click the circle below Level 2 (Creator) tile. 

To give a Role No Access to certain areas of Loopio, click the circle below the No Access tile. 

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 Magic (learn more - Magic)
• 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