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Understanding Your Capabilities

Your role determines what actions you can take in Stage3. This page breaks down exactly what you can do based on your role. Use the sections below to explore the capabilities for your specific role.

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Permission Inheritance Concept

Before diving into specifics, understand this important concept: Roles Build on Each Other
  • Administrator can do everything Member can do, plus more
  • Owner can do everything Administrator can do, plus more
This means you never lose capabilities when promoted. You only gain new ones.
If you see a feature grayed out or missing, it’s likely because your role doesn’t have permission. Contact your workspace Owner if you need access.

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Member Capabilities

What You Can View
  • All processes shared with you or your team
  • Public processes in your workspace
  • Process history and version changes
  • Comments and discussions on processes
  • Process attachments and files
How to Access Content
  • Use the main search bar
  • Browse by category or folder
  • Click links in notifications
  • Use the AI assistant to find information
Viewing Limitations
  • Cannot see private processes not shared with you
  • Cannot access admin-only sections
  • Cannot view user management pages
Search Capabilities
  • Search across all available processes
  • Use filters to narrow results
  • Save frequently used searches
  • Search within specific folders
AI Assistant Features
  • Ask questions in natural language
  • Get answers based on your processes
  • Chat history saved to your account
  • Can reference specific processes in questions
Search Limitations
  • Only searches content you have access to
  • Cannot search deleted or archived processes
The AI assistant is powerful! Try asking questions like “How do I submit expenses?” instead of searching for keywords.
Commenting Abilities
  • Leave comments on any process you can view
  • Reply to other people’s comments
  • Tag team members in comments using @mentions
  • Edit your own comments
  • Delete your own comments
Collaboration Features
  • See who else is viewing a process
  • Get notified when someone replies to you
  • Mark comments as resolved (on your own comments)
  • React to comments with emojis
Commenting Limitations
  • Cannot delete other people’s comments
  • Cannot edit the actual process content
  • Cannot resolve other people’s comments
Profile Management
  • Update your profile picture
  • Change your display name
  • Update your email address
  • Change your password
  • Set your timezone
Notification Preferences
  • Choose what notifications you receive
  • Set email notification frequency
  • Enable/disable desktop notifications
  • Customize notification sounds
Workspace Preferences
  • Set your default view (list or grid)
  • Choose your theme (light or dark)
  • Pin favorite processes to your dashboard
  • Save custom search filters

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Administrator Capabilities

Administrators have all Member capabilities plus the following:
Creating New Processes
  • Create processes from scratch
  • Use templates for faster creation
  • Import processes from documents
  • Duplicate existing processes
Editing Capabilities
  • Edit any process you have access to
  • Update text content
  • Add or remove sections
  • Reorder steps and sections
  • Update process metadata (title, description, tags)
Content Management
  • Add images and diagrams
  • Embed videos
  • Attach files and documents
  • Create linked sections between processes
  • Format text with rich formatting options
When you edit a process, everyone with access sees the updated version immediately. Previous versions are saved in the history.
Folder Management
  • Create new folders
  • Move processes between folders
  • Rename folders
  • Organize nested folder structures
  • Set folder descriptions
Categorization
  • Add tags to processes
  • Create custom categories
  • Assign processes to departments
  • Set process priority levels
  • Mark processes as favorites
Bulk Actions
  • Move multiple processes at once
  • Apply tags to multiple processes
  • Bulk delete processes you own
  • Export multiple processes
What You Can Share
  • Processes you created
  • Processes you have edit access to
Sharing Options
  • Share with specific users
  • Share with teams or groups
  • Make processes public to your workspace
  • Set permission levels (View, Comment, Edit)
  • Set expiration dates for shared access
Managing Shared Content
  • See who has access to each process
  • Revoke access from specific users
  • Change permission levels for users
  • Transfer process ownership
Before sharing widely, make sure your process is complete and accurate. Once shared, others will start using it immediately.
Template Creation
  • Save processes as templates
  • Edit existing templates
  • Organize templates by category
  • Share templates with your team
Using Templates
  • Create new processes from templates
  • Customize template sections
  • Update templates (changes don’t affect existing processes)
Snippet Management
  • Create reusable content snippets
  • Insert snippets into multiple processes
  • Update snippets across all uses
  • Organize snippets by type
What You Can Track
  • Views on your processes
  • Most popular processes you manage
  • Comment activity
  • Recent changes to your processes
Reports Available
  • Usage statistics for your processes
  • User engagement metrics
  • Search terms leading to your processes
  • Download and export activity
Limitations
  • Only see data for processes you manage
  • Cannot access workspace-wide analytics
  • Cannot see individual user activity details

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Owner Capabilities

Owners have all Administrator capabilities plus the following:
Adding Users
  • Invite new team members via email
  • Bulk import users from CSV
  • Create invitation links
  • Set default roles for new users
Managing Existing Users
  • View all users in the workspace
  • Change user roles
  • Deactivate user accounts
  • Reactivate deactivated users
  • Delete users permanently
  • Transfer process ownership between users
User Monitoring
  • View user activity logs
  • See last login dates
  • Track user engagement
  • Review user permissions
When you delete a user, their processes are either transferred to you or deleted. Make sure to handle this carefully!
General Settings
  • Change workspace name
  • Update workspace logo
  • Set workspace timezone
  • Configure default language
  • Customize workspace URL
Access Control
  • Set workspace visibility (public/private)
  • Configure SSO (Single Sign-On)
  • Set password requirements
  • Enable two-factor authentication
  • Configure IP restrictions
Content Policies
  • Set process approval workflows
  • Configure content review cycles
  • Set retention policies
  • Enable versioning controls
  • Configure export restrictions
Available Integrations
  • Connect with Slack
  • Integrate with Microsoft Teams
  • Link to Google Workspace
  • Connect to other business tools
  • Set up API access
Managing Integrations
  • Enable/disable integrations
  • Configure integration settings
  • Monitor integration usage
  • Troubleshoot integration issues
  • Manage API keys
Complete Visibility
  • All user activity across workspace
  • Process usage statistics
  • Search analytics
  • AI assistant usage metrics
  • Storage and resource usage
Advanced Reporting
  • Custom report creation
  • Scheduled report delivery
  • Export data to CSV/Excel
  • Integration with BI tools
  • Compliance reporting
Insights Dashboard
  • Adoption metrics
  • Engagement trends
  • Content health scores
  • User satisfaction metrics
Subscription Management
  • View current plan details
  • Upgrade/downgrade plans
  • Add or remove user seats
  • View billing history
  • Download invoices
Payment Management
  • Update payment methods
  • Change billing information
  • Set up automatic payments
  • Apply coupon codes
  • Cancel subscription
Usage Monitoring
  • Track user seat usage
  • Monitor storage limits
  • View API usage
  • Check feature limits
  • Get overage alerts
Security Settings
  • Configure access controls
  • Set up audit logging
  • Enable security alerts
  • Configure backup schedules
  • Manage data retention
Compliance Tools
  • Export compliance reports
  • Configure data residency
  • Manage GDPR requests
  • Access audit trails
  • Configure privacy settings
Workspace Protection
  • Set up workspace backups
  • Configure disaster recovery
  • Manage data exports
  • Control third-party access
  • Review security logs

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Feature Availability Matrix

Here’s a comprehensive view of who can do what:
FeatureMemberAdministratorOwner
Viewing
View shared processesYesYesYes
View all processesNoNoYes
View process historyYesYesYes
Creating
Create processesNoYesYes
Create templatesNoYesYes
Create foldersNoYesYes
Editing
Edit shared processesNoYesYes
Edit any processNoNoYes
Delete own processesNoYesYes
Delete any processNoNoYes
Sharing
Share processesNoYesYes
Set permissionsNoYesYes
Collaboration
CommentYesYesYes
@mention usersYesYesYes
Administration
Manage usersNoNoYes
Change rolesNoNoYes
Configure workspaceNoNoYes
Manage billingNoNoYes
Analytics
Personal analyticsYesYesYes
Process analyticsNoYesYes
Workspace analyticsNoNoYes

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Requesting Additional Permissions

If you need capabilities beyond your current role:
1

Identify what you need

Be specific about which features you need access to and why. This helps your Owner make an informed decision.
2

Contact your workspace Owner

Send a message or email explaining your request. Include how the additional access will help you do your job better.
3

Wait for approval

Your Owner will review your request and either upgrade your role or provide an alternative solution.
4

Learn your new capabilities

If approved, review this page again to understand your expanded permissions.
Sometimes you don’t need a role change. For example, if you need to edit one specific process, an Administrator can share it with you with edit permissions instead of making you an Administrator.

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Next Steps

How Sharing Works

Learn how to share content based on your role

Main Menu Navigation

Discover what menu options are available to you