Understanding Roles & Permissions

Background

Document Crunch uses a hierarchical permissions model that gives your organization granular control over who can view, edit, and manage content at every level. Permissions are organized across three scopes — Organization, Team, and Project (Coming Soon) — and each scope has its own set of roles with specific capabilities.

Understanding how roles work helps you confidently invite teammates and external collaborators while making sure the right people have access to the right content. Whether you're an admin setting up your workspace for the first time or a team member trying to understand what you can do, this article breaks down how the permissions model works and what each role can and cannot do.

Things to Consider

• Permissions are hierarchical and scoped, meaning broader access granted at the Organization level flows down, but you can tighten access at the Team or Project level

• There are no Organization-level Editor or Viewer roles — users are either Organization Admins or managed at the Team and Project level

• A user can hold different roles on different teams within the same organization (for example, Team Admin on one team and Team Editor on another)

• A single Document Crunch account can belong to multiple organizations — roles, teams, and content are completely isolated per organization with no cross-org visibility

• Project-level permissions are not yet fully implemented — this functionality is planned for a future release

• Organization Admins manage users from Organization Settings or Team Settings; Team Admins manage users from Team Settings; Project Admins manage users from Project Settings

• Editors and above can share documents with people outside the organization — external recipients receive view-only access and must have an existing Document Crunch account

The Permissions Hierarchy

Document Crunch organizes content and access across four levels:

Organization → Team → Project → Document

Each level inherits from the one above it. Admins at any level can manage content and users within their scope, but cannot exceed the permissions of a higher-level role.

Role Definitions

Organization Admin

Organization Admins have the broadest level of access within your organization. They can update organization settings, invite and manage all organization users, and create or delete teams. Org Admins also have full access to all team content within the organization.

Team Admin

Team Admins have full control within their assigned team(s). In addition to all Team Editor capabilities, Team Admins can update and delete team settings, invite and manage team users, create and delete projects, and move projects, folders, and documents.

Team Editor

Team Editors can do everything a Team Viewer can do, plus they can view projects, create team folders, and upload team documents. They can also apply playbooks and reviews, create markups, and run version comparisons.

Team Viewer

Team Viewers have read-only access to the team's content. They can view, download, and share team documents, and can use the Chat tool to ask questions about documents.

Project Admin (Coming Soon)

Project Admins will have full control within a project, including the ability to update and delete project settings, invite and manage project users, and move folders and documents.

Project Editor (Coming Soon)

Project Editors will be able to create folders and subfolders, upload project documents, edit checklists and playbooks, assign items, and add notes and comments.

Project Viewer (Coming Soon)

Project Viewers will have read-only access to project content, including the ability to view, download, share, and chat with project documents.