Understanding Roles and Permissions in PolicyNote

PolicyNote uses a role based permission system to provide the right level of access for each user while maintaining organizational control and secure collaboration. This guide explains the available user roles, their permissions, and how access is managed across projects.

Available Roles

PolicyNote offers two organization level roles: Admin and User.

Feature	Admin	User
View all projects within the organization	✓	Only projects they have access to
Edit projects	✓	Only projects they have access to
Create new projects	✓	✓
Create and manage alerts	✓	✓, within their projects
Mark policies as Relevant or Irrelevant	✓	✓
View alert activity across the organization	✓	Only for their own projects
Manage organization settings	✓	No
Create custom action types	✓	No
Access the Admin Panel	✓	No

Project Collaborators

In addition to organization level roles, PolicyNote allows users to be added as Project Collaborators. Being a collaborator grants access to a specific project, regardless of whether the user is an Admin or a User.

Keep the following in mind:

• Project owners can make a project available to Everyone in the organization or restrict access to selected collaborators.
• Collaborators can have customized email notification preferences for each project.
• If the only collaborator removes themselves from a project, the project automatically becomes accessible to Everyone in the organization.
• Admins always have full access to every project, even if they are not listed as collaborators.

Changing a User's Role

User roles cannot currently be updated directly within PolicyNote.

To request a role change, please contact the PolicyNote Support team at [e-mail].

Frequently Asked Questions

Can users view alerts from projects they are not assigned to?

No. Users can only access alerts and policy matches for projects where they have been added as collaborators. Admins can access alerts across all projects.

If an Admin marks a policy as Irrelevant, does it affect everyone?

Not necessarily. When an Admin marks a policy as Irrelevant from the All Alerts view, they choose which alert or alerts the action applies to. The change is not automatically applied across the entire organization.

Can Users create their own alerts?

Yes. Users can create and manage alerts within the projects they can access. Admins have the additional ability to move alerts between projects.

What should I do if a project is accidentally deleted?

If a project has been deleted by mistake, contact the PolicyNote Support team at [e-mail] for assistance.

Related Articles

• Understanding Alert Permissions: Individual vs. Project vs. All Alerts Views
• How to Collaborate on Projects: Roles, Permissions, and Email Settings
• Project Activity Tracking: Understanding the Activity Widget