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Sections and roles in a workspace

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Sections and roles in a workspace

How to organize tasks and control which members can work on things.

Sections create boundaries for tasks and members, while roles determine who can set, work or view these boundaries.

Sections as boundaries and role-based accessDiagram showing sections as boxes containing tasks and members, and how role colors (admin, contributor, viewer) correspond to member permissions.Sections create boundaries · Roles control accessTasks live inside sections · Members see or work on them based on their roleSections as boundariesEach section groups tasks and members; access is driven by their role.Sections can be named for clients, departments, vendors or any concept.ClientsExample: onboarding, renewals, supportTasksMembersJohn · AdminJill · ContributorPeter · ViewerSales Forecast Q1Custom section name with optional descriptionTasksMembersMaria · AdminLuis · ContributorEmma · ViewerRolesColor-coding shows what each membercan do inside a section.Admincan set boundariesContributorcan work on tasksViewercan view only

You can create different sections for clients, departments, collaborators, vendors or any other concept you wish. Sections can be given any name (e.g.CEO errands, Pending deliveries, Sales Forecast Q1), as well as an optional description to indicate their purpose.

Roles determine who can create, read, update and delete data related to tasks, sections and the workspace itself. There are four roles available in every Mini Agent workspace:

  • Owner: Has permissions to do anything in the workspace, its sections, members and tasks. There's only one workspace owner.
  • Admin: Has permissions to do anything on his assigned section. If given access to all workspace sections, permissions are very similar to an owner.
  • Contributor: Has permissions to work on tasks on his assigned section, but can't delete data created by other members or invite members.
  • Viewer: Has permissions to view tasks on his assigned section, but can't add, edit or delete anything.

You can update the role of any member, as well as the section workspace associated with the role at any time in the "My Workspace" tab which shows all the members of a workspace.

To support real world relationships, all sections are given a level, by default L1 for level 1. A section can be assigned level 1 through level 5.

Section levels and nested accessDiagram showing a level-1 Clients section with a Key Accounts L2 section and a VIP L3 section inside it. A contributor assigned to Key Accounts can work on tasks in Key Accounts and VIP, but not in a parallel L2 section (SMB Accounts) or in an L1 task. Levels L1–L5 are shown on the left.Section levels (L1–L5) and nested accessExample: a contributor at L2 inherits into L3, but not up or acrossSection levels (L1–L5)Each level must belong to the level above it, except L1.L1 sectiontop-level · no parentL2 sectionmust belong to L1L3 sectionmust belong to L2L4 sectionmust belong to L3L5 sectionmust belong to L4Example: one L2 contributor in a hierarchyYou are a Contributor in "Key Accounts" (L2).Clients · L1Task D · L1: ClientsKey Accounts · L2You · Contributor (L2)Tasks in Key AccountsTask A · L2: Key AccountsVIP · L3 (child of Key Accounts)Task B · L3: VIPSMB Accounts · L2Parallel L2 sectionTask C · L2: SMBYou can work on this taskYou cannot work on this task

Level 1 sections don't have relationships and can be created at will in a workspace. However, level 2 through level 5 sections need to be assigned to higher levels parent sections, in other words, a level 2 section must belong to a level 1 section, while a level 5 section must be belong to a level 4 section.

Since tasks and members always belong to a section, section levels allow you to enforce visibility and permissions for tasks and members. If you assign a member to a level 2 section, the member will be given the same role for sections below it (i.e. L3 and below), but not higher level 1 section.

Similarly, if you assign a task to a level 2 section, members assigned to this section (or its parent L1 section) can work on the task, but not members in a lower section level (i.e. L3 and below) or parallel sections (i.e. other L2 sections or unrelated L1's).

KEY TAKEAWAYS

  • All sections are given a level from 1 to 5 to represent their hierarchy, with 1 being the top of the hiearchy.
  • The role assigned to a member on a given section, is implied for all descendant sections.
  • Tasks always belong to one section. Tasks can be moved between sections, but can't exist in two sections at once.
  • Members always belong to one section and have a single role.
  • For simplicity, members of a workspace can only be assigned a single role per section workspace. If a member is a section admin, he/she can't have less permissions (viewer/contributor) for another section. Member roles are assigned hierarchically, so if you wish for a member to have oversight over multiple L2 to L5 sections, he/she must be assigend to a higher section that covers these multiple sections in the same hierarchy, in other words, a member can't be given a role on an L2 section and another L2 section with a different L1 parent.
sectionrolesaccesspermissionsscopinglevel
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