Teammates & access
Invite teammates to your workspace and assign them tailored privileges. You manage team seats, set per-teammate dashboard views and capabilities, and control exactly which file categories and case-data fields each person and portal client can see.
Document Blueprint uses specific privileges instead of job titles. You set these from the dashboard's Team view. This view sits after Analytics and requires a Pro plan.
The three roles
- Owner: The owner is the account that created the workspace. They control billing, team membership, and the Company and Enterprise settings. The owner bypasses all access restrictions and always sees every category and field. Every workspace has one owner. Every teammate connects their own Gmail or Google Drive from the Account section of the Settings page.
- Teammate: A teammate is anyone else you invite. Each teammate consumes a billing seat. You configure their views and access individually. A teammate with the Workspace admin privilege manages the team, edits templates, and changes workspace settings. They always see every category and field.
- Client: A client is an external person who signs in at
/portal. Clients consume no billing seats. They see only the cases you share with them, the files you expose, and the Forms to fill you assign. The portal requires a Pro plan. Clients do not appear in the Teammates roster.
Managing seats and invites
The Teammates roster shows occupied seats against your plan limit. The owner and workspace admins manage this list. If the roster is empty, it reads No teammates yet. Invite someone to get started.
Clicking Add teammate upgrades your plan or adds a billing seat if your limit is reached.
The app emails a sign-in link. The person accepts the invite by signing in with Google using the invited email address. Pending invites consume a seat and stay in the list until accepted. Click Resend or Cancel on a pending invite. A cancelled invite can no longer be accepted, even from a link opened before you cancelled it. If a resent invite email fails to send, a warning reads Could not send the invite email. Click Resend to try again.
Expand a teammate's card to change their role. The Workspace admin checkbox saves immediately. To free a billing seat without deleting history, click the red Deactivate button. Click Reactivate to restore access. Roster cards display Owner and Inactive badges. The owner's card has no controls.
Setting teammate capabilities
Regular teammates receive specific permissions. Open the Team view, expand a teammate's card, and click Configure Access.
- Workspace Access: Select which workspaces they can open. Leaving this empty grants access to all workspaces. Use the Select All and Deselect All shortcuts for large lists.
- Dashboard Views: Details is always available. Grant access to Map, Calendar, and Analytics.
- Capabilities: Toggle capabilities like Read Cases, Update Cases, Delete Cases, Add Activity, Sensitive Data, and Compose Emails. New teammates start with read and activity.
Restricting case visibility
By default, a teammate sees every case in their allowed workspaces. You can restrict them to specific cases.
Expand the teammate's card, click Configure Access, and tick Only show cases assigned to this teammate. The app hides unassigned cases from search, direct URLs, and the API.
To assign a restricted teammate, open a case, click Case actions, and select Add teammate. The teammate must already be on your team; the case dialog never creates a membership. The form has no visibility picker. The collaborator keeps their workspace baseline, gains Map and Calendar views, and gains access to that case's workspace if their allowed workspaces excluded it.
Restricting file and field visibility
You control which file categories and case-data fields a person sees. The app enforces these rules across all views. Hiding a category drops its files from the Activity feed, hides its dashboard chips, and blocks AI chat tools from reading those documents. The person also cannot download, delete, move, re-tag, re-extract or overwrite a file in a hidden category, cannot undo its upload, and cannot merge a case that holds one.
Set the default rules from the Team view. Only the owner and workspace admins can change them; everyone else sees the checklists without a Save button. Regular teammates see everything until you uncheck items. Clients see nothing until you grant items in the Clients baseline card. The checklist groups items into Categories and Fields. It includes All and None shortcuts and requires you to click Save. A saved checklist inherits future categories automatically if you leave everything checked.
You can change visibility for a specific case. Click the person's avatar in the case identity band and select Edit visibility. This override replaces the workspace baseline. The editor lists the categories present on the case and every workspace field. The popover also includes Remove from case and, for clients, Manage forms.