Understanding the new updates to roles and permissions (June 2025)
This article explains recent updates to Guru’s permissions system, including the introduction of custom roles, a new workspace-level role called Creator, and the transition of Expert and Author from system roles to customizable ones. These changes give Admins more flexibility and control over user permissions across different parts of the workspace.
Understanding new custom roles
Custom roles let teams set permissions with greater precision, enabling Admins to:
- Define specific permissions for actions like viewing, editing, or managing content.
- Assign those permissions to individual Collections, folders, Pages, Cards, Sources, and Knowledge Agents.
This allows teams to control access in a way that aligns with their structure and workflows.
Differentiating workspace vs. object-level roles
Guru now clearly separates workspace-level roles from object-level roles:
Workspace-level roles
Apply to the entire workspace.
- Examples: Admin, Creator
- Permissions: Define what users can do across the whole platform.
Object-level roles
Apply to specific content items or areas.
- Examples: Owner, Viewer
- Permissions: Control access to individual Collections, Pages etc.
Using the Creator role
Guru has introduced a new Creator role as a system-defined workspace role.
Users with the Creator role can:
- Create new content (Collections, Pages, Sources, Knowledge Agents).
- Cannot edit or manage existing content unless given explicit ownership.
Removing Expert and Author as system roles
Guru has deprecated Expert and Author as default system roles.
For new teams:
- Expert and Author roles are no longer included by default.
- A new customizable Editor role is provided for content editing responsibilities.
For existing teams:
- Expert and Author will remain visible, now labeled as custom roles.
- Teams can update or repurpose these roles as needed.
Identifying roles that are now custom
The following roles have transitioned from system-defined to custom:
Expert
- Previously managed verification workflows and subject matter expertise.
- Now editable to meet your team’s needs.
Author
- Previously handled content creation and editing.
- Now fully customizable for team-specific usage.
Note
You can continue using these roles as originally defined or adjust their permissions to better fit your current structure.
Want a closer look at some key Guru features and best practices?
Check out our events page for demos, workshops, new release roundups, Getting Started bootcamp, guest panelists and more! For upcoming live events and a series of past recordings: Click here to register
Updated about 8 hours ago