How to Manage User Permissions in Aline
Overview
Every team has members with different roles and responsibilities.
In Aline, permissions are managed through user roles, labels, and groups, allowing you to tailor access for each user or department.
Step 1: Understand User Roles
When adding members to your Aline workspace, you can assign them specific user roles.
Each role determines the level of access the user has to documents and settings.
Role Type | Description |
Admin User | Full access to all documents, settings, and groups. |
Full User / Support User / Viewer | Limited access, only to documents they have been granted permission to view. |
đĄ Tip: Non-admin users can only access documents theyâve been explicitly granted permission to see.
Step 2: Grant Access Using Labels
Aline controls document visibility through labels.
Labels are tags you apply to documents that connect them to the correct user groups.
To assign labels:
Go to your Document Repository.
Select the document you want to manage.
Click the Label icon or dropdown.
Choose the appropriate label (for example, âHR,â âFinance,â or âLegalâ).
When a document is labeled âHR,â only admins or users in the HR group can access it.
Step 3: Create and Manage Groups
Groups make it easy to organize which users can access which labels.
To create a group:
Navigate to Settings â Groups.
Click New Group.
Name your group (e.g., HR, Finance, Legal).
Add members who should belong to that group.
Once your groups are set up:
Any document with the same label (e.g., Finance) will automatically be shared with that group.
You can edit or delete groups anytime in Settings.
Step 4: Sync Folders and Apply Labels Automatically
If you use Drive Sync, you can automate labeling for imported files.
Hereâs how it works:
Sync a folder from Google Drive (e.g., Vendor Contracts).
Assign a label with the same name in Aline (e.g., âVendor Contractsâ).
Any files imported from that Drive folder automatically receive the same label.
This ensures documents are properly organized and permissions remain consistent as your files sync.
Step 5: Troubleshoot Access Issues
If a team member doesnât see a document they should:
Confirm theyâre not an admin user (admin users see everything).
Check that the document has the correct label applied.
Ensure the user is part of the matching group for that label.
â ď¸ If a document isnât labeled or a user isnât part of the corresponding group, they wonât be able to access it.