During the course of creating and maintaining a project, it may be desirable to add users with escalated capabilities to your administrative team. These users are able to perform content duties within the project, but are restricted from full admin functionality.

Set up a role with Manage

Manage access is granted to a role in the Permissions tab by selecting the 4th segment (Manage) on the permissions bar, represented by the cogs/gears icon.

Users in roles with Manage permissions are able to:

• Copy unpublished items
• Create folders
• Move unpublished items
• Recycle unpublished items, which moves unpublished items to the Recycle Bin.
  • Note: this is a one way action, access to the Recycle Bin is restricted to Project Admins only.
• Rename unpublished items
• Replace unpublished items
• Upload files

Note: If your project utilizes a Sandbox, they can be given access with slightly different functionality. See Sandbox - Users in roles with Manage permissions.

By default, content uploaded by them is posted as unpublished and inheriting destination permissions settings, however, default upload permissions can be changed. See Default permissions settings. They can upload and manage content in locations where they have Manage permission. Auto-publish settings can change this behavior in supported project types

It is strongly recommended that Project Admins review permissions settings on work performed by them prior to publishing.

Published and Unpublished Content Actions

Users in roles with Manage permissions can perform the following actions, depending on whether the content is published or unpublished:

• Unpublished content – They can reorganize items within the current folder and also move items to another folder if they have Manage permission for the destination folder. Unpublished files can be moved, copied, replaced, and renamed.
• Published content – Within a published folder they can reorganize, upload items, and add new folders within the current folder, but cannot move them to another folder. Published files cannot be moved, copied, replaced, or renamed. They must first unpublish the content to perform these actions. 

Note: For Datasite Acquire® and Datasite Pipeline® projects that have auto-publish enabled, Users in roles with Manage permissions can drag and drop items within the folder, AND into other folders, assuming manage permissions are granted on the destination folder. They can move, copy, replace, and rename files.

Moved and copied items inherit destination permissions and remain unpublished regardless of the publishing status of the destination folder. For instructions on moving, reordering, and copying, see Move a folder or file and How to copy folders or files.

Enable publishing and unpublishing for a Manage role

Enable Publish/Unpublish Files in Feature Access for a new or existing Manage role.

1. Go to the Permissions tab.
2. Do one of the following:
   • To create a role, click Add Role, select Manage, and complete the role settings until you reach the Feature Access page.
   • To update an existing role, select the checkbox next to the role, then go to the Feature Access section.
3. Select Publish/Unpublish Files.
4. Do one of the following:
   • For a new role, click Next, confirm that Advanced Features: Publish/Unpublish Files appears on the Summary page, then click Finish and Create Role.
   • For an existing role, click Save.

Feature Access

Users in roles with Manage permissions can also be given additional 'Feature access' by Project Admins in Permissions. For example, publishing is a Feature Access permission. They can use Analytics to run reports, invite people in Users,  and use Redaction tools to perform manual redactions or approve system-generated (AI) redactions.

Users in roles with Manage permissions can't change user permissions or project settings. Since content access is governed by permissions, access is controlled at the folder level.

• Filerooms or subfolders with Manage access have a small overlaid 'cog' icon.
• Upload and Add Folder are available when they access a folder where they have Manage permissions.
• Move and Copy are available when eligible items are selected via checkbox.

FAQs

Can a user in a role with Feature Access to the Users tab be able to make themselves a Project Admin?

A user in a role with additional Feature Access to the Users tab can't make themselves a Project Admin. They can only change other users' roles.

Why can't a user in a role with Manage permissions publish documents?

Their role doesn't have the ability to publish content while uploading by default. Enable the role's 'Feature Access' in Permissions. In Datasite Acquire®, you can enable auto-publishing for all uploaded content in your project.