Custom User Roles (beta)

Custom Roles give Admins on Enterprise plans the flexibility to create tailored user roles that mirror real organizational responsibilities, while maintaining strong governance, platform security, and operational efficiency. They let you assign exactly the right level of access to each team member, so your content workflows run smoothly and your compliance standards remain intact.

In this article

• What are Custom Roles?

• Permissions explained

• How to create a Custom Role

• View and Manage Custom Roles

• How to assign a Custom Role to a User

• Examples of Custom Roles

• FAQs

• Full Permission Matrix

What are Custom Roles?

Custom roles are roles you create yourself to define a specific set of permissions. Instead of relying only on predefined roles like Admin or Designer, Admins can configure their own roles by selecting the appropriate access level for each feature area in the platform.

This lets you:

• Grant only the permissions needed for each user

• Improve governance and simplify InfoSec reviews

• Assign access to one or many workspaces

• Reuse roles across your team for consistency and scale

Permissions explained

Each Custom Role is built by setting permission levels for different areas of the platform, called feature groups. To make configuration easier, these feature groups are organized into categories:

• Content Production: These settings relate to creating, editing, personalizing, and publishing content

• Brand & Media: These settings relate to managing brand settings, templates, and media assets

• Users & Workspaces: These settings relate to managing users and workspaces

• System Settings: These settings relate to managing SSO, domains, and global settings

• Analytics & Billing: These settings relate to accessing analytics and invoices

For most features, you'll be able to select from the following options:

• Full Access: Complete access, including deletion and administrative controls
• Restricted: Access to core functionality but with limits (e.g., cannot delete)
• No Access: No access at all to the functionality

For other features that require access rather than management, such as text editing, workspaces, analytics, and invoicing, you'll be able to select one of two options:

• Access: Access to functionality
• No Access: No access at all to the functionality

How to create a Custom Role

Admins can create new roles directly from the Roles & permissions page in the Admin Console.

Go to Admin Console > Roles & permissions:

• To start a role from scratch, click + Create new role.
• You can also duplicate an existing role to use as a starting point. Under Actions, click Duplicate.

Enter or update the Role title. Be sure to choose a clear, descriptive name (e.g., IT Administrator or Brand Manager). This will automatically generate a Role alias, which is a unique identifier for the custom role. You can edit the Role alias if needed.

Enter a Role description. This will help you keep track of the role's purpose and who should have access. Be as descriptive as possible.

Under Access & Permissions, choose a permission level for each feature group.

Feature groups are grouped under categories to simplify configuration (e.g., Content Production, Brand & Media, Users & Workspaces). Open the toggle for each feature group and select the appropriate level.

Once everything is configured, click Create or Duplicate. Your new role will appear in the list of all roles.

View and Manage Custom Roles

How to edit a Custom Role

You can make changes to a Custom Role at any time. Locate the Custom Role you want to update. Under Actions, click the Settings icon ⚙️.

Make the necessary changes and click Save.

How to delete a Custom Role

You can also delete a Custom Role that is not assigned to users. This option will not be available is the Custom Role is assigned.

Under Actions, select the Delete icon 🗑️. You'll be asked to confirm you want to delete the role.

View permissions and assigned users

To see an overview of each role's permissions, click the Overview icon 👁️ under Actions. Use the toggles to expand each category and review which features this role can access.

You can also see which users have been assigned each role. From the Roles & permissions page, you'll see how many users have been assigned the role. Click the link to open the list of users. This will take you to the Users page where a filter on Role has been applied.

Assign a Custom Role to a User

Once your Custom Role is created, you can assign it to a user.

Go to Admin Console > Users. If you want to add a new user, click +Invite new user. Alternatively, to edit an existing user's role, click the cogwheel icon ⚙️ or select Settings from the quick actions menu (⋮).

Fill out the following:

• First name, Last name, and Email (for new users)

• Role: Select the Custom Role from the dropdown list.

• Workspaces: Choose which workspace(s) they should have access to.

Click Create (for new users) or Save (for existing users).

Examples of Custom Roles

Custom Roles are highly flexible, so you can configure nearly any combination of permissions to match your team’s needs. Below are just a few example roles you might create, depending on your workflows, responsibilities, or organizational structure.

FAQs

Can I edit a Custom Role after it’s been created?

Yes, you can edit a Custom Role after it's been created. Keep in mind that any changes you make will apply immediately to all users with that role, which impacts what they can see and do in Foleon.

Before making changes, we recommend reviewing the list of assigned users to ensure your updates won't unintentionally grant or remove access to key features.

Can I duplicate an existing role?
Yes! You can duplicate a default or custom role to use it as a base for a new one.

Can users have different roles in different workspaces?
No. A user can only hold one role across all workspaces.

How can I see what a role allows?
In the Roles list, click a role to preview its permissions.

Full Permission Matrix 

The table below lists all feature groups and their available permission levels. These groups are organized into categories, so you can easily configure roles.

📄 Content Production

These settings relate to creating, editing, personalizing, and publishing content. 

Feature Group	Permission Level	Description
Foleon Doc Management	⚪️ No Access	Users cannot manage Foleon Docs.
	🟠 Restricted	Users can create new Foleon Docs and copy existing ones.
	🟢 Full Access	Users have complete control over Foleon Docs, including settings management and deletion.
Projects	⚪️ No Access	Users cannot manage projects.
	🟠 Restricted	Users can create and manage projects.
	🟢 Full Access	Users have complete control over projects, including deletion.
Layout Editing	⚪️ No Access	Users cannot edit Foleon Doc layouts.
	🟠 Restricted	Users can access the Content Builder for basic content assembly and layout adjustment.
	🟢 Full Access	Users can access the Content Studio for full layout and customization capabilities.
Text Editing	⚪️ No Access	Users cannot make text changes to Foleon Docs.
	🔵 Access	Users can make text changes in Foleon Docs. This is only effective if Foleon Doc Management is set to No Access.
Personalization	⚪️ No Access	Users cannot access personalization features.
	🟠 Restricted	Users can manage personalization tokens.
	🟢 Full Access	Users can manage and delete personalization tokens and properties.
Publishing	⚪️ No Access	Users cannot publish Foleon Docs or manage published Foleon Docs.
	🔵 Access	Users can publish and unpublish Foleon Docs.

🎨 Brand & Media

These settings relate to managing brand settings, templates, and media assets.

Feature Group	Permission Level	Description
Media Library	⚪️ No Access	Users cannot manage the media library.
	🟠 Restricted	Users can upload and manage the media library.
	🟢 Full Access	Users have complete control over the media library, including deletion.
Brand	⚪️ No Access	Users cannot access or modify brand settings and modules.
	🟠 Restricted	Users can create and manage brand settings and modules.
	🟢 Full Access	Users have complete control over brand settings and modules, including deletion.
Templates	⚪️ No Access	Users cannot access or modify templates.
	🟠 Restricted	Users can create and manage templates.
	🟢 Full Access	Users have complete control over templates, including deletion.

👥 Users & Workspaces

These settings relate to managing users and workspaces.

Feature Group	Permission Level	Description
Users	⚪️ No Access	Users cannot access user management.
	🟠 Restricted	Users can manage existing users.
	🟢 Full Access	Users have complete control over user management, including adding and deletion.
Workspaces	⚪️ No Access	Users cannot access workspace management.
	🔵 Access	Users can manage workspaces.

⚙️ System Settings

These settings relate to managing SSO, domains, and global settings.

Feature Group	Permission Level	Description
Single Sign-On (SSO)	⚪️ No Access	Users cannot manage SSO settings.
	🔵 Access	Users can manage SSO settings.
Domains	⚪️ No Access	Users cannot modify domain settings.
	🟠 Restricted	Users can assign existing domains to projects
	🟢 Full Access	Users have complete control over domain settings, including creating and deleting domains.
Global Settings	⚪️ No Access	Users cannot manage global settings.
	🔵 Access	Users can manage global settings.

📊 Analytics and Billing

These settings relate to accessing analytics and invoices.

Feature Group	Permission Level	Description
Analytics	⚪️ No Access	Users cannot access analytics.
	🔵 Access	Users can view basic analytics.
Invoicing	⚪️ No Access	Users cannot view invoices.
	🔵 Access	Users can view invoices.