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Permissions

Docu Ninja provides a granular permissions system that lets you control who can access and modify specific resources.

Permission levels​

PermissionDescription
ViewCan see the resource and its details
EditCan modify the resource
DeleteCan delete the resource
CreateCan create new resources of this type
Requires ApprovalResources created by this user must be approved before sending

How permissions work​

Owners and Admins​

  • Owners have unrestricted access to all resources in the company.
  • Admins have full access to all resources within the company.

No explicit permissions need to be set for these roles.

Standard Users​

Standard users can only access:

  1. Resources they created — a user can always see and manage their own documents, clients, and blueprints.
  2. Resources with explicit permissions — an admin or owner can grant specific permissions on individual resources.

Granting permissions​

  1. Navigate to Team > Users.
  2. Select the user.
  3. Go to the Permissions section.
  4. Set permissions:
    • Global permissions — apply to all resources of a type (e.g. "can view all documents").
    • Entity permissions — apply to a specific resource (e.g. "can edit Document #42").
  5. Click Save.

Resource types with permissions​

Permissions can be applied to:

  • Documents — control who can view, edit, or delete specific documents.
  • Blueprints — control access to document templates.
  • Clients — control who can see and manage client information.
  • Client Contacts — control access to individual contacts.
  • Templates — control access to email templates.

Requires Approval​

The Requires Approval permission adds an approval step to a user's workflow:

  1. When a user with this permission tries to send a document, it goes to Pending Approval instead.
  2. An admin or owner must then Approve or Reject the document.
  3. Only approved documents can be sent to signatories.

This is useful for teams where documents need to be reviewed before being sent externally.

Examples​

Scenario: Restricted document access​

A team member should only see their own documents plus a shared contract:

  1. Do not grant any global document permissions.
  2. Grant View permission on the shared contract specifically.
  3. The user sees only their own documents and the shared contract.

Scenario: Review before sending​

A junior team member's documents should be reviewed before sending:

  1. Grant the Requires Approval permission.
  2. When they click Send, the document goes to Pending Approval.
  3. A manager can then review and approve or reject it.