Home/Knowledge Base/Team Management

Administrator Roles

Mitch D
posted this on December 31, 2013, 2:26 PM

For Administrators and Users


This tutorial will cover each of the roles that you can grant to users via your Administrative Dashboard, but we won't cover every use case; if you have a question, feel free to search the forums or email support@lucidchart.com.

View the table below for a quick overview of the capabilities associated with each role.

Table_of_permissions_and_roles.JPG


Here is a quick overview of each role:

Admin (Account Owner)

This is the owner of the account, and has access to the entire Admin Dashboard, including Billing.

Team Admin

This is a sub-Admin, designated by the Admin, who can manage users, integrations, licenses, collaboration settings, and other details, but cannot access the Billing page.

Billing Admin

This is a sub-admin, designated by any Admin, who only has access to the Billing page.

Licensed Team User

This is a user on your Team who has access to all of the premium features, but does not have access to the Team page.

Unlicensed Viewer

This is a user on your team who does not have a license, and is not allowed to edit, share, or change documents in any way, but can view documents as received.


 Once you're on the "Users" page, you can see the roles associated with each member of your team on the right-hand side of the list. 

role.PNG.

Editing Roles

To edit a role from the "Users" page,

  1. Select the user(s) you would like to edit by checkmarking the box on the far left of the table.
  2. Click "Actions" on the top bar. You will see a drop-down menu with several options. Simply click "Edit Roles".
    Actions.PNG
  3. Next, you will see a pop-up window where you can select between the different roles that person can have. Select the appropriate option and click "Save". 
    rolechoice.PNG
  4. You may also have an unlicensed user, who has view-only permissions, and want to give them a license to give them the full editing permissions associated with a licensed user. To do this, click "Actions" again and then "Edit Licenses". Here, you can choose whether or not that user has a license.
    editlicenses.PNG 

Last Updated: May 29, 2015

 

Comments

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John A
Kcura

There's nothing here?

January 13, 2014, 1:04 PM
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Mitch D

Sorry about that John! Please see the attached image, does that help? 

January 13, 2014, 4:32 PM
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Timothy M

Hey Mitch,

I'm having trouble finding detailed information regarding visibility that the Admin and Team Admin have into the files other users create.  So, I'll just ask:  can the Team Admin view all files created by the team, regardless of the sharing level an individual member places on the file?

Thanks.

January 29, 2014, 6:05 AM
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Mitch D

Great question Tim. The Admin and Team Admin do not have automatic access to all files created by team members. Sharing files works the same for all users on the Team, they need to be invited to a folder or document before they have access to it.  Does that answer your question?

January 29, 2014, 7:27 AM
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John A
Kcura

+1 to add ability for Team Admin to see all folders and files for the team. 

+1 for Admin to see all teams' folders and files.

(Apologies for intruding Timothy's question :)

Thanks for listening,
John

January 29, 2014, 7:41 AM
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Timothy M

Mitch - yes, it does.  From other support pages, am I correct in understanding that the Team Admin or Admin can reclaim files and folders when the user is deleted or removed from the team? 

Regarding John's point - in a university environment such as ours, there are significant privacy concerns around those abilities.  As long as the files can be recovered to a manager when a staff person leaves, we tend to approach such matters as mandating business work being put in the appropriately shared folders.

I can see where having those abilities at the Admin level available (if that's your work environment) would be helpful... but there should be a way to opt in or out.

January 29, 2014, 7:51 AM
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Mitch D

Not a problem John, always good to hear from you. Do mind creating a new post in our Feature Request forum? That way users can easily find your request and vote on the topic. Feel free to edit your post here with a link to the formal request.

Timothy, there is an option to delete a user and claim ownership over any of their files. See the tutorial below.

http://support.lucidchart.com/entries/21653619-Deleting-user-accoun...

Thanks!

January 29, 2014, 7:57 AM
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Timothy M

Fantastic.  Thanks Mitch!

January 29, 2014, 8:02 AM
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John A
Kcura

@Mitch - You bet -- enter this into the Features Form now. 

@Timothy - Spot on: This (future enhancement) should be configurable (on/off) -- I'll include that in the features form. 

~John

January 29, 2014, 8:30 AM
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John A
Kcura

@Mitch and @Timothy - Submitted 2 tickets, one for each aspect (Team Admin and Admin): 

  1. http://support.lucidchart.com/entries/25997944-Provide-means-for-pr...
  2. http://support.lucidchart.com/entries/25997984-Provide-means-for-Te...

best, 
John

January 29, 2014, 8:39 AM
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Mitch D

Great! Thanks so much guys

January 29, 2014, 9:06 AM
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Srinivas T

How can transfer Admin role to another team member

April 18, 2014, 4:48 AM
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Monika G
Lucidchart

Hi Srinivas - To transfer the main account admin role to another user on your account, you must contact us at support[at]lucidchart.com. We can help you with that! If you're just looking to add another user to manage team members, then you can simply 'promote to team admin' from the Team page of your account. 

April 18, 2014, 8:39 AM
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Chris B

Is there a way to share a file with someone in just the Demo mode, without editing capabilities? If not, that would be really helpful. I'd like to be able to send a link and have the person open up the file directly into Demo mode so they can experience the prototype without getting bogged down in edit mode.

Thanks!

March 11, 2015, 12:11 PM
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McKayl B
Lucidchart

Hi Chris,

Thanks for your question, and my apologies for the delay in our response. At present, we don't have infrastructure in place to allow users to view unpublished documents without logging in, but I can see how this might be convenient for you. Would you mind sharing your idea on our "Current Feature Request" forum? Our PMs look through the feature requests frequently, so your idea will get better exposure to users and decision makers there. :)

Right now, Demo mode is reserved for individuals who have not signed up for an account, or are on a team as an unlicensed viewer, and don't have creation or editing permissions.

You can share a file with someone who only has access to Demo mode, and we'll prompt them to register for an account, or simply log into their unlicensed account to view the document. If you want your recipient to be able to skip the log-in process, you'll need to publish your document via Share > Publish > publish to web page. If you are on a Team, you can also password-protect the page.

Thanks for your question, and have a great day!

March 27, 2015, 10:34 AM
Topic is closed for comments