Permissions reference

Every action a role can be given in Settings → Permissions, and what each one lets a person do. To create roles and hand them to people, start with roles and permissions.

How are collections, images, custom fields and world rules controlled? #

Each one is tied to permissions you can see in the matrix, so a role can have exactly the part it needs.

• Collections. One set of three permissions covers every collection and its records: Read collection records, Write collection records and Delete collection records. There is no permission per collection, so a role that can write records can write them in all of your collections. Changing a collection's fields afterwards needs Super, like any other custom field.
• Images. View image library opens Images, the storage meter and the Existing tab of the image picker. Upload images is needed to add a new picture, on top of the write permission for the record, book, map or layer it belongs to. Delete Image removes pictures from the library.
• Custom fields. Defining the fields of any kind of record or collection needs Super, the permission that guards the project's settings: adding, changing, grouping, arranging and deleting fields, and switching them on or off for a kind. A new collection arrives with the fields chosen when it is created. Seeing a kind's fields needs that kind's read permission, and filling in a value needs the write permission of the record itself, such as Write Character. Roles that could define fields through a kind's write permission no longer can: give them Super, or let someone who holds it define the fields.
• Custom values (tags, relation types, location types, event roles and rule categories): Read Custom Values, Write Custom Values and Delete Custom Values.
• World rules. Read world rules, Write world rules and Delete world rules. Linking a rule to what it governs is a relation, which needs Manage Relations.

Can I limit someone to one book? #

Not inside one project. A role covers the whole project, so a person who can write chapters can write the chapters of every book in it. To limit someone to one book, keep that book in a project of its own and invite them there.

What happens to my roles when a permission is added? #

Nobody loses access. A permission added after your project was created starts with the roles that already held the permission it grows out of: plotlines follow chapters, languages, collections and world rules follow entries, and ideas follow brainstorm. View image library starts with every role, and Upload images with every role that could already add a picture by saving a book, character, creature, organization, location, language, map or collection record. Open Settings → Permissions to tighten any of them.

What does each permission allow? #

Reading, writing and deleting are separate ticks, so a role that writes something should usually read it too. Deleting something sends it to the archive first, except pictures and custom values, which are removed for good. Opening the archive and restoring from it are the permissions under Publishing, backups and the archive.

Project and people #

Books, chapters and ideas #

Characters and world records #

Maps, locations and time #

Collections, rules, custom values and relations #

Images #

Publishing, backups and the archive #

Dashboard and AI #

Tips #

• Tick read and write together. A role with a write permission but no read permission can change records it cannot open.
• Look at images when a save fails. If a role can edit a character but not save a new portrait, it is missing Upload images.
• Keep Super for owners. A role with Super has every permission, whatever else is ticked.

Related #

• Roles and permissions — invite people, create roles and give them out.
• Collections, images, custom fields and world rules — each feature in full.
• Deleting and restoring — what deleting sends to the archive.