Note: This article outlines the general permission categories in Loopio. For more information on specific permissions required for each feature, look for the “Permissions Required” notes throughout our feature-specific articles.
If you have any questions please contact our Support Team.
In This Article
- Platform-Wide Permissions
- Project-Specific 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?
Your Loopio Library is a central content hub that allows you to easily manage, update, and store your content. Your Library can be used to answer questions in your Projects, and can be used as an internal knowledge base for your company.
You can organize your Library by categorizing your content into Categories and Subcategories, and by adding Tags to your Entries. On select subscriptions, you gain access to Stacks and have the ability to set Library permissions on a per-Stack basis.
Library access for a Role can be set to one of four levels: No Access, Read Only, Read & Write, and Full Access.
Learn more: Library
Subscription Required: Stacks aren't available on all subscription plans. Contact Support to learn more: Send an email to Support
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
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.
Learn more: Library Duplicates
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, Suggest, or Suggest and Approve.
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
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.
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
Subscription Required: Teams, Stacks, and Integrations aren't available on all subscription plans. Contact Support to learn more: Send an email to Support
General Administration includes all components of the Admin tab. This is where you manage:
- Roles & Permissions
- Teams (available on select subscriptions)
- Content Styles
- Site Settings
- Stacks (available on select subscriptions)
- Integrations (available on select subscriptions)
There are three levels of General Administration access for a role: No Access, Manager, or Full Access.
Note: For General Administration, Full Access permissions are only available with the Loopio-provided Administrator Role. Any other Role you create will only allow No Access or Level 1 (Manager) permissions for General Administration.
How Do I Set Platform-Wide Permissions for My User Roles?
Permissions Required: General Administration, Manager (Level 1) or higher required to view & configure permissions for 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.
- Click Manage Permissions to the right of the Role you want to modify
- Under each permission level, click the tile representing the permission level this Role should have
- Click Save
To give a Role Project Level 2 (Creator) permissions, click the Level 2 (Creator) tile. The tiles for level 1 and 2 will now be colored in teal, while the tile for level 3 remains grey, indicating the Role does not have this access level:
To give a Role No Access to certain areas of Loopio, click the No Access tile. The No Access tile will be colored in red, indicating that the Role has no permissions to access this functionality:
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 Role name.
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.
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).
Note: Platform-wide permissions will override Project-specific permissions. This means that Users with Platform-wide Projects, Full Access (Level 3) permissions will have the same power as a Project Admin, and cannot be added as an Assignee or Collaborator within a specific Project.
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:
- 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.
- 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.
- 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:
Tip: To save time when inviting multiple users with the same Project Permission level, use the Invite Another checkbox