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Ideon

User Guide: Roles & Access Management

Ideon uses a secure role-based system to help you collaborate effectively while maintaining control over your projects. This guide explains the available roles and how the access request process works.

1. Project Roles

There are four distinct levels of access in an Ideon project.

The Creator

The Creator is the user who originally created the project.

  • Authority: Absolute.
  • Unique Capability: Only the Creator can delete the project or transfer ownership.
  • Management: Can assign any role to other users, including appointing new Owners.

Owner

Owners are project administrators.

  • Best for: Team leads or project managers.
  • Capabilities:
    • Invite new members.
    • Remove members.
    • Change member roles (promote to Editor/Viewer).
    • Edit all project settings.
  • Limitation: Cannot delete the project.

Editor

Editors are the core contributors.

  • Best for: Team members who need to work on the content.
  • Capabilities:
    • Create, edit, and move blocks.
    • Write notes and comments.
    • Upload files.
  • Limitation: Cannot invite new users or change project settings.

Viewer

Viewers have read-only access.

  • Best for: Stakeholders or guests who need to see the progress without making changes.
  • Capabilities:
    • View the project canvas and all content.
    • Read comments.
  • Limitation: Cannot modify anything.

2. Permissions at a Glance

| Permission | Creator | Owner | Editor | Viewer | | :------------------------ | :-----: | :---: | :----: | :----: | | View Project | ✅ | ✅ | ✅ | ✅ | | Edit Content | ✅ | ✅ | ✅ | ❌ | | Invite/Remove Members | ✅ | ✅ | ❌ | ❌ | | Assign 'Owner' Role | ✅ | ❌ | ❌ | ❌ | | Delete Project | ✅ | ❌ | ❌ | ❌ |

3. Access Workflow

Requesting Access

If you need to join a private project:

  1. Navigate to the project link shared with you.
  2. Click the "Request Access" button.
  3. Your request will be sent immediately to the project Owners.

Managing Access Requests (For Owners)

When a user requests access:

  1. Notification: You will receive a notification (in-app or via email) alerting you of the new request.
  2. Review: Go to the project settings to see the list of pending requests.
  3. Action:
    • Approve: The user is instantly added to the project as an Editor. You can change their role later if needed.
    • Reject: The request is removed, and the user is not granted access.

Note: Approved users are automatically notified so they can start collaborating right away.