Article Summary
AutoRFP classifies users under three permission groups. Each group holds a specific set of capabilities, allowing you to maintain control over who can access and manage various components of the system.
Estimated Time
< 5 minutes to understand roles and configure permissions
Prerequisites
Administrator permissions (to configure organization-wide settings)
Understanding of your organization's access control requirements
User Roles & Capabilities
🧑🧒🧒 User Role
Users in this category have the following capabilities:
Project Management:
Create projects and introduce new questionnaires for AI-generated responses
View all responses in projects they're part of (configurable - see Permission Settings below)
Response Management:
Edit AI-generated responses
Assign responses to team colleagues
Approve responses when ready for the customer
Content Library:
Search through the content library to find specific data
Flag outdated content for review by Content Managers and Admins
Suggest changes to content by marking it for review
🧑🧒🧒 Content Manager Role
Content Managers have all User capabilities plus the following:
Content Library Management:
Archive content to remove it from use by the response engine
View content Under Review or Archived
Take ownership of content as primary reviewer/contact
Assign editors to content Under Review for collaborative updates
Restore content from Under Review/Archived status back to active library
Organization:
Assign categories to teams (define which teams manage which categories)
Manage categories and tags (add, update, or remove tags and categories)
🧑🧒🧒 Administrator Role
Administrators have all User and Content Manager capabilities plus the following:
User Management:
Invite new users to the organization
Set user permissions and roles
Manage team assignments
Organization Management:
Manage billing and subscription details
Configure organization-wide permission settings
Oversee all organizational functions
🙋🏽 How do I configure Organization-Wide Permissions?
Go to your Organizational Settings and select Permissions:
Disable the permission for Users or Content Managers by clearing the checkbox on the right side of the screen. Note: This setting applies to all users assigned to that role.
💡 Tips & Best Practices
Role Assignment:
Assign User role to team members who only need to work on responses
Assign Content Manager to subject matter experts responsible for content quality
Limit Administrator role to key personnel handling user management and billing
Start with User role and upgrade as responsibilities increase
Permission Configuration:
Disable "Create Project" for Users if you want centralized project management
Enable "View Other User's Requirements" for collaborative environments
Disable "View Other User's Requirements" for confidential or competitive team structures
✋🏼 Common Mistakes to Avoid
Assigning too many Administrator roles - creates security and management risks
Not configuring "Create Project" permission - users may create unnecessary projects
Forgetting that organization-wide permissions apply to entire role groups - affects all users in that role
Need Help?
💬 Live Chat: Available in-app
📧 Email: [email protected] or contact your Success Manager directly for urgent support.
📚 Learning Centre: learn.autorfp.ai/en