Documentation Publishing Rights
Role-based publishing configuration helps you control who can publish documentation in your workspace. This is especially useful when you want an approval step before content goes live, while still allowing Editors to do day-to-day documentation work.
How it works
Publishing permissions are managed at the workspace level by a Workspace Admin using the Documentation publishing roles setting.
There are two available modes:
- Workspace editors and admins (default) Editors and Admins can publish documentation.
- Just admins Only Admins can publish documentation. Editors can still edit and configure docs, but they can’t publish changes.
Default behavior
By default, Workspace editors and admins is selected. This means:
- Admins can publish
- Editors can publish
- Both roles can continue editing and maintaining docs as usual
Configure publishing roles (Admin only)
- Go to Workspace Admin Settings.
- Locate Documentation publishing roles.
- Select your preferred option:
- Workspace editors and admins (default)
- Just admins
Permissions by role
Admins (always)
Admins have full access. They can:
- View documentation
- Access the editor
- Edit content
- Update documentation configuration
- Publish documentation
Even when publishing is restricted, Admins retain all capabilities.
Editors (depends on selected option)
When “Workspace editors and admins” is selected (default)
Editors can:
- View documentation
- Access the editor
- Edit content
- Update documentation configuration
- Publish documentation
When “Just admins” is selected
Editors can:
- View documentation
- Access the editor
- Edit content
- Update documentation configuration
Editors cannot:
- Publish documentation (An Admin must publish instead.)
When to use Admin-only publishing
Choose Just admins when you need:
- An approval or review step before docs go live
- Governance for public-facing documentation
- Consistent tone, quality, or compliance controls
FAQ
Can an Editor request an Admin to publish a document?
Can an Editor request an Admin to publish a document?
Not yet. We’re improving this flow and plan to release enhancements soon.
If publishing is restricted to Admins, can Editors still work normally?
If publishing is restricted to Admins, can Editors still work normally?
Yes. Editors can still write, edit, and update documentation configuration - only publishing is restricted.
Does this setting hide documentation from Editors?
Does this setting hide documentation from Editors?
No. Editors can still view and access documentation as usual.
Does this apply to all docs in the workspace?
Does this apply to all docs in the workspace?
Yes. Documentation publishing roles is a workspace-level setting and affects publishing permissions across the entire workspace.
What happens if an Editor tries to publish when only Admins can publish?
What happens if an Editor tries to publish when only Admins can publish?
The publish action will be blocked. The Publish button will be disabled, and the Editor will see a notification to contact an Admin to publish the document. An Admin will then need to publish instead.
Can I allow publishing for specific Editors only?
Can I allow publishing for specific Editors only?
Not currently. This setting supports role-based control only (Admins only, or Admins + Editors).
Will changing this setting affect already published docs?
Will changing this setting affect already published docs?
No. It doesn’t modify existing published docs - it only controls who can publish going forward.
On this page
- Documentation Publishing Rights