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Setting custom permissions per feature

Learn how to create and apply custom permission sets in systemHUB to fine-tune user capabilities, override default role behaviours, and securely manage content access for specific business cases.

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🛠️ How to Set Custom Permissions

systemHUB ships with four default Roles (Admin, Editor, Contributor, Reader) which cover most cases. If you need to fine-tune what someone can do, for example, allow a Contributor to create new folders, or restrict an Editor from deleting content, custom permissions let you toggle each capability individually.

  1. Navigate to the sidebar and go to Settings -> Permissions.
  2. Click New custom permission set.
  3. Name your new set clearly (e.g., "Sales Team Lead" or "Junior Editor").
  4. Toggle each capability on or off across the available categories:
    • Members: View, edit, deactivate, login-as
    • Folders: Create, delete, move
    • Systems / Policies / Training: View, create, edit, delete, share, print
    • Reports: Run, schedule
    • Comments: View, add, delete
    • Versions: View, create, restore
  5. Click Save.
  6. Apply this permission set to specific members or to an entire Role.

The custom permission set overrides the default Role behaviour for whoever you assign it to.

💡 When to Use Custom Permissions

Here are some common real-world scenarios where custom permissions are ideal:

  • Trusted Contributors: A senior Contributor who you trust to create folders and reassign content owners.
  • Compliance Safeguards: An Editor whose deletion rights you have removed for internal compliance reasons.
  • External Auditors: A "Read + Comment Only" permission set designed for external auditors.
  • Data Analysts: A "Reports Only" set for an analyst who should not see sensitive content but needs access to performance metrics.

🚫 When NOT to Use Them

  • Individual overrides: Do not create custom sets for one person at a time. If you find yourself making "Sarah's permissions," it is much cleaner to promote her to the next-up standard Role instead.
  • Unnecessary complexity: Do not drift from the four default roles unless there is a clear and specific reason. The simpler your permission structure remains, the less time you will spend troubleshooting access issues down the track.

🔄 Custom Permissions vs Member Groups

It is important to remember how these two features interact to control your workspace:

  • Member Groups: Handle who gets what content based on their department or job function.
  • Custom Permissions: Handle what someone can do with the content once they have access to it.

They work together perfectly, for example, you can assign Sarah the "Senior Contributor" custom permission set AND put her in the Sales Member Group.

🎉 You're All Set!

You now have total control over user capabilities within systemHUB. By building tailored custom permission sets, you can protect your documentation from accidental changes while giving your team the exact operational flexibility they need.