Roles and permissions

Every member of your organisation has a role, and each role carries a set of permissions that control what its members can see and do. Your organisation can change what each role is allowed to do, so access matches how you work.

The four roles

• Organisation Owner: full control of everything, always. An owner's access can't be restricted, and owners are assigned by Veridox.
• Organisation Admin: organisation-wide management by default: sees every case and file, manages members and teams, and can view organisation settings, API keys, webhooks, and billing.
• Analyst: the day-to-day working role by default: uploads documents, creates cases, moves files between cases, and overrides risk scores on their own work.
• Member: the basic role by default: uploads documents and creates cases of their own, and can view teams, but sees only their own work.

Roles are ranked in that order. You can only act on roles ranked at or below your own, and never on your own role's permissions.

Changing what a role can do

The Roles & permissions page is in the Organisation group of Settings. You'll see it if your role can view organisation settings; by default that's Organisation Owners and Organisation Admins. Changing anything on it needs Edit settings, branding, API keys and webhooks, which by default only Organisation Owners hold.

1. Choose a role from the Role list. A note tells you how many permissions that role currently holds.
2. Permissions are grouped into cards by area. Tick or untick a permission, or use Select all / Clear all on a card. A dot marks each change you haven't saved yet.
3. Select Save in the bar at the bottom of the page, or Discard to drop the changes.

The permissions, by area:

• Cases: View all organisation cases · Create cases and edit labels
• Files: View all organisation files · Upload files · Move files between cases · Override AI risk scores · Archive files · Permanently delete files
• Members: View organisation members · Update and promote members
• Teams: View teams · Create and manage teams · Delete teams
• Settings: View organisation settings, API keys and webhooks · Edit settings, branding, API keys and webhooks
• Single sign-on: View and update the single sign-on (SSO) connection (see Setting Up SSO)
• Billing: View billing credits and ledger · Make billing changes

A few things to know:

• Owners always have full access. The Organisation Owner role is locked on and can't be changed.
• You can only change roles ranked below your own. Your own role, and any role above it, is locked.
• Each permission stands alone. Granting Upload files doesn't also grant View all organisation files; without the view permission, a member sees only their own uploads.
• View all organisation cases and View all organisation files work together. Grant both, or a member opens a colleague's case and finds it empty. See Shared cases: let everyone see every case.
• Permanently delete files only has an effect if permanent deletion is enabled for your organisation.
• Changes apply to each member within a few minutes, and nobody is signed out when permissions change.
• API keys aren't affected. A key keeps the permissions it was created with (see API keys).

For a step-by-step guide with the default permissions for each role, see Updating a member's role and permissions.

Changing someone's role

A member's role is changed from the Teams & members page. See Teams & members for the rules: you can't change your own role, owners are assigned by Veridox, and a role change signs the member out so they sign back in under their new role.

When you don't have permission

Veridox shows you what you can't use rather than hiding everything. Buttons you don't have permission for appear greyed out with a note explaining why, and settings pages you can view but not edit say so at the top. If you need access to something, ask an Organisation Owner or Admin. Permissions they grant reach you within a few minutes.