Understanding Role-Based Access Control (RBAC)

Last updated: August 3, 2026

Overview

RBAC controls what users can access in Ivo through a hierarchy of permissions, roles, teams, and users.

How It Works

Permissions are specific access rights to features or resources in Ivo. They define exactly what actions can be performed. A list of permissions is attached at the end of this document.

Roles are collections of permissions grouped together for convenience. A role can contain any combination of permissions needed for a job function. A list of pre-defined roles are attached at the end of this document.

Teams are groups that can be assigned multiple roles. This allows easy management of access for entire departments or project groups.

Users can receive access in two ways:

Direct role assignment
Team membership (inheriting all roles assigned to that team)

When a user has multiple sources of permissions (from different roles or teams), the system grants the most permissive level of access. This means users get the highest level of access available to them across all their roles and team memberships.

Ivo Defined Roles:

For a detailed breakdown of role capabilities, on app.ivo.ai, navigate to Settings > Workspace > Roles & Permissions to click on and see the permissions associated with each role.

General and Review Permissions

Permission	Workspace Owner	Workspace Admin	Review Admin	Review Editor	Review Viewer
Word add-in access	-	-	✓	✓	✓
Google Docs access	-	-	✓	✓	✓
Web Review access	-	-	✓	✓	✓
Add-in feedback	-	-	✓	✓	✓
User and role management	✓	✓	-	-	-
Workspace profile	✓	✓	-	-	-
View all user analytics	✓	✓	✓	-	-
Manage playbooks	-	-	✓	✓	-
View audit log	✓	✓	-	-	-
Manage Admin Access	✓	✓	-	-	-

*Intelligence Roles have none of the above permissions

Intelligence (Repository) permissions

Permission	Workspace Owner	Workspace Admin	Intelligence Admin	Intelligence Editor	Intelligence Viewer
Repository access	-	-	✓	✓	✓
Admin access to all rooms	-	-	✓	-	-
Create rooms	-	-	✓	✓	-
Upload documents in all rooms	-	-	✓	✓	-
Manage company AI fields	-	-	✓	✓	-
View company AI fields	-	-	✓	✓	✓
Lock AI fields	-	-	✓	-	-
Manage contract relationships	-	-	✓	✓	-
Manage document field values	-	-	✓	✓	-
Create and manage private views	-	-	✓	✓	-
Manage integrations	-	-	✓	-	-

*Review Roles have none of the above permissions

Features

Permission	Description
Word Add-in Access	Access to Word add-in functionality
Google Docs Access	Access to Google Docs add-in
Web Review Access	Access to web review features
Add-in Feedback	Ability to provide feedback via the add-in
Manage Playbooks	Ability to create, delete, and edit playbooks
User Management	Ability to manage workspace users
Workspace profile	Ability to manage workspace information such as company profile and entities
Repository Project Selector	Access to repository project selection
View Audit Log	Access to audit log information

Resources

Permission	Description
View team analytics	Read access to team analytics data
Read all playbooks	Read access to all playbooks in the workspace
Write to all playbooks	Write access to all playbooks in the workspace
Playbook access	View or edit permissions that can be assigned per playbook

Intelligence

Permission	Description
Repository Access	Grants access to the Repository workspace. Users can view and access Rooms they are invited to (or all Rooms if their role allows).
Manage Contract Relationships	Allows users to create, edit, and maintain relationships between contracts (e.g., amendments, parent-child agreements, related documents) within the Repository.
Create Rooms	Enables users to create new Rooms within the Repository to organize documents. Rooms can contain sub-rooms and inherit the user's permissions in parent Room.
Manage Company AI Fields	Allows creation, editing, and deletion of Company AI Fields. These fields are visible across the entire workspace and included in exports by default.
View Company AI Fields	Allows users to view Company AI Fields across the workspace but not modify them.
Create Private Views	Allows users to create Views that are private to themselves. Private Views are not visible to other users in the Room.
Admin Access to All Repository Rooms	Grants automatic Admin access to all Rooms (including sub-rooms) within the Repository, regardless of explicit invitation.
Manage Repository Integrations	Allows users to configure and manage integrations between the Repository and external systems (e.g., document storage, data exports, or third-party tools).
Manage Document Field Values	Enables users to edit extracted AI field values and metadata associated with documents within a Room.
Upload Documents in All Rooms	Allows users to upload new documents into any Room within the Repository where they have access.
Repository API Access	Grants access to interact with the Repository programmatically via API, allowing integration with external systems and automated workflows.

Room permissions

Access within a room is controlled by one of three room-level permission settings:

Admin: Full control of the room, including sharing access with others.
Editor: Can create Views and upload or delete documents.
Viewer: Has read-only access to room content.

Permission	Room Admin	Editor	Viewer
Room-specific permissions
View documents	✓	✓	✓
Upload new docs	✓	✓	-
Edit document fields	✓	✓	-
Delete docs	✓	✓	-
View templates	✓	✓	✓
Edit Room details	✓	-	-
Public Views
Create, edit, and delete Public Views	✓	✓	-
Sharing
Share Room with more people	✓	-	-

Who gets room access by default

Users with the roles of Repository Admin have access to all rooms by default.

All other users must be explicitly added to a room and assigned a room-level permission, either Admin, Editor, or Viewer, before they can access that room.