Choose collaboration access
Reading discussions requires draft access to the same content type and language. Creating comments/replies and resolving/reopening threads are separate permissions. Built-in Owner, Admin, Developer and Editor roles include collaboration; existing custom roles opt in explicitly.
How to use it
- Open Roles with the appropriate management access and plan allowance.
- Use labeled checkboxes under Discussions to grant Read discussions, Create comments, or Resolve discussions, together with the required draft/read permissions.
- Review content-type and language restrictions for the active environment. Environment roles replace the workspace default; they do not add to it.
- After revocation, old inbox items are filtered using current access. Marking a notification read requires access and belongs only to its recipient.
Good practice
- Use individual accounts and grant the minimum collaboration actions needed.
Avoid
- Do not use comment permissions as a substitute for review approval or publishing permission.
Invite members and choose workspace defaults
Workspace membership is separate from account ownership. Owner and delegated managers administer the team; the owning account's plan covers its workspaces. Ownership and plan changes remain Owner-only.
How to use it
- Open Team as the Owner, invite the intended email and select an appropriate default role.
- Use Editor for authoring/media, Developer for modeling and Admin for day-to-day workspace management. Only the Owner appoints/removes Admins or management-bearing roles. Review and plan limits still apply.
- Inspect each member's effective access in the selected environment before changing or removing it.
- Remove a member or cancel an invitation when access is no longer needed.
Good practice
- Use individual accounts and the least access required for the task.
Avoid
- Do not share an Owner login or assume removing a member recalls data they previously exported.
Define custom workspace and environment roles
Eligible plans support custom environment roles and workspace-wide defaults. Only the Owner grants management checkboxes. Backend checks enforce scopes, delegation boundaries, conditions, limits and current access.
How to use it
- Check Plan & usage, then open Roles as the Owner in the intended environment.
- Choose Selected environment for content restrictions or Entire workspace for management. Use labelled permission checkboxes. Workspace roles require All content types and All languages; scope stays fixed after creation. Preview, keys, promotions, transfers, integrations and remote-source management also require Read definitions.
- Save the role, then use Team → Workspace default role for workspace definitions or Role in environment for environment definitions. Review the replacement-access acknowledgement before saving.
- Test with the member's intended workflow. Restore Workspace default to remove the environment override; remove unused roles through Roles.
Good practice
- Review effective permissions after changing a definition or plan; preserve a clear Owner recovery path.
Avoid
- Do not treat a role limit as permission to exceed the account plan, or assume an environment override applies to every environment.
Understand Starter, Growth, Scale and Custom
Plans are persisted account entitlements. Current capacity depends on the owner's plan, permitted Custom overrides, selected environment and any applicable role limit. Prices and billing are not yet enabled.
How to use it
- Open Workspace settings → Plan & usage to see plan identity, effective allowances and usage.
- Wait for asynchronous usage counts or use Refresh usage. Retry a failed calculation; an unavailable count is not zero usage.
- If creation is blocked, free the relevant resource or ask the Owner/operator about plan capacity.
- Owners can choose Review a plan change in Workspace settings → Plan & usage to check every owned workspace and environment. Reduce the listed usage before requesting an incompatible plan; review replacement access before removing custom roles.
- The operator applies eligible changes, including negotiated Custom limits. The backend rechecks usage and rejects incompatible changes without altering content, history or the current plan. Billing is not enabled; legacy over-limit data stays preserved with growth restricted.
Good practice
- Use the live allowance display rather than copying a historical pricing limit into an operational procedure.
Avoid
- The pricing page is not checkout, and an unlimited business allowance does not remove technical request or payload safety bounds.