Understanding the new updates to roles and permissions (June 2025)

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 custom role can be created 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.

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Best Practices

For guidance on how to replicate the Author and Expert permissions from prior to the update, see: Best Practices: Creating Author and Expert roles with Custom Roles

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.

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Note

You can continue using these roles as originally defined or adjust their permissions to better fit your current structure.