WordFields uses a two-level permission system — roles control what you can do, folder access controls what you can see. Here's how it all works together. 🔐
Roles
Every member of a workspace is assigned one of three roles. When someone accepts an invitation to join a workspace they are automatically assigned the Member role. Roles are set at the workspace level and apply everywhere.
Tip
An Admin can change any member's role at any time from Workspace Settings → Members. See Manage users.
Admin
Admins have full access to everything in the workspace. They can:
- Create, edit, and delete any snippet or template in any folder
- Create, rename, and delete folders
- Manage workspace settings, regional format, shared values and billing
- Invite and remove members, assign roles, and manage groups
- Assign folder access to any user or group
- Manage API keys
The person who created the workspace is its Owner: an Admin whose role can't be changed and who can't be removed.
Manager
Managers create and manage content but have no access to workspace administration. They can:
- Create, edit, and delete snippets and templates in folders they have access to
- Create, rename and delete folders
- Assign folder access to users and groups — but only on folders they themselves have access to
Member
Members use the content. They can:
- View and use snippets and templates in folders they have been given access to
- Fill in fields and copy or export snippet content, and create documents from templates
Members cannot create, edit, or delete any content, and cannot manage folder access.
Note
Roles are assigned by an Admin. To change your role, contact your workspace administrator.
Folder access
Folder access controls which users and groups can see the contents of a folder. A user with no access to a folder won't see it in the sidebar at all.
Note
Snippets and templates inherit their permissions from the folder they belong to
There are no per-item permissions — if a user can access a folder, they can see everything inside it. An item's own Manage Access only shows who has access, with a link to the folder where it is set.
Assigning folder access
- Right-click the folder in the left sidebar and select Manage Access, or open the folder and click Manage Access in the top right toolbar.
- Under Who should have access to the folder?, select Specific users and groups. (All members of this workspace opens the folder to everyone.)
- In People and groups with access, start typing a name and pick the user or group from the list. Groups are listed first.
- Click Save.
To remove access, click the X on the user's or group's tag and save.
Note
Managers can assign folder access, but only for folders they themselves have access to. Only Admins can assign access to folders they don't have access to. Administrators always have access to all folders within the workspace.
Tip
Need to give someone access who isn't in the workspace yet? Click Invite more people to workspace at the bottom of the dialog.
How roles and folder access work together
A user's role and their folder access work as a pair — both need to be in place for a user to be useful in the workspace.
A practical example:
- A Member added to the
Salesfolder can browse and use all snippets and templates in that folder, but cannot edit them or see any other folder they haven't been given access to. - A Manager added to the
HRfolder can create and edit snippets and templates in that folder, and can assign other users access to it — but cannot touch content in folders they haven't been given access to. - An Admin doesn't need to be assigned to any folder — they can see and manage everything across the workspace regardless of folder access settings.
Tip
Use groups to manage folder access at scale. Instead of adding users to folders one by one, create a group (e.g. Sales team), add members to it, and share the relevant folders with the group. When someone joins or leaves the team, you only need to update the group. See Manage groups for details.
