Documentation Publishing Rights
Role-based publishing controls who can publish — add an approval step before content goes live.
How it works
Publishing permissions are managed at the workspace level by a Workspace Admin, via the Documentation publishing roles setting. There are two modes:
- Workspace editors and admins (default) — Editors and Admins can publish.
- Just admins — only Admins can publish. Editors can still edit and configure docs, but not publish.
Default behavior
By default, Workspace editors and admins is selected:
- Admins can publish
- Editors can publish
- Both can continue editing and maintaining docs as usual
Configure publishing roles (Admin only)
- Go to Workspace Admin Settings.
- Locate Documentation publishing roles.
- Select Workspace editors and admins (default) or Just admins.
Permissions by role
Admins (always)
Admins have full access — view, access the editor, edit, update configuration, and publish — and retain all capabilities even when publishing is restricted.
Editors
When “Workspace editors and admins” is selected: Editors can view, access the editor, edit, update configuration, and publish.
When “Just admins” is selected: Editors can view, access the editor, edit, and update configuration — but cannot publish (an Admin must publish instead).
When to use Admin-only publishing
Choose Just admins when you need an approval/review step before docs go live, governance for public-facing documentation, or consistent tone, quality, and compliance controls.
FAQ
Can an Editor request an Admin to publish?
Can an Editor request an Admin to publish?
Not yet — we're improving this flow and plan to release enhancements soon.
Can Editors still work normally if publishing is admin-restricted?
Can Editors still work normally if publishing is admin-restricted?
Yes. Editors can still write, edit, and update documentation configuration — only publishing is restricted.
Does this hide documentation from Editors?
Does this hide documentation from Editors?
No. Editors can still view and access documentation as usual.
Does it apply to all docs in the workspace?
Does it apply to all docs in the workspace?
Yes. Documentation publishing roles is a workspace-level setting affecting publishing across the entire workspace.
What happens if an Editor tries to publish when only Admins can?
What happens if an Editor tries to publish when only Admins can?
The action is blocked — the Publish button is disabled, and the Editor sees a notification to contact an Admin to publish.
Can I allow publishing for specific Editors only?
Can I allow publishing for specific Editors only?
Not currently — the setting supports role-based control only (Admins only, or Admins + Editors).
Will changing this affect already-published docs?
Will changing this affect already-published docs?
No. It only controls who can publish going forward; it doesn't modify existing published docs.
On this page
- Documentation Publishing Rights