This article explains how licenses, roles, and library permissions work together in AutogenAI, so admins and users understand what each user in your organization can access and do.
There are three layers to be aware of:
- License type: Determines which roles a user can be assigned, and whether they use a paid seat.
- Platform role(s): Determine what a user can do across the product (write content, review, manage the document library, manage users/licenses).
- Library permissions: A separate, more granular layer that controls access within individual document libraries in the Knowledge Hub.
1. License types
Every user is assigned exactly one license type. The license determines which platform role(s) the user is eligible for.
| License | Who it's for | Uses a paid seat? |
|---|---|---|
| Full | People doing the writing/editing work — can be assigned any of the platform roles below | Yes |
| Reviewer | People who only need to review and comment on documents (SMEs, legal, compliance) | Yes |
| Organization Manager | Typically an IT administrator responsible for configuring SSO/SCIM | No |
Cost per Reviewer license is lower than a Full license, and Reviewer licenses can be added to existing contracts. Talk to your Customer Success contact about adjusting your license mix.
2. Platform roles
A user can be assigned one or more roles, but only the roles their license type permits.
| Role | What it lets you do | Who to grant it to | Requires which license |
|---|---|---|---|
editor | Write and edit proposal content | All Full license users | Full |
document_reviewer | Review documents and add comments (read-only otherwise) | All Reviewer license users | Reviewer |
document_manager | Add, organize, and remove documents in the Knowledge Hub | Anyone managing your in-app document library | Full |
license_manager | Add/remove users and assign licenses and roles outside of SCIM (for SCIM-managed users this view is read-only) | Anyone managing users outside SCIM scope, or anyone who needs to view the full user list | Full |
Every user needs at least one role assigned — a user with no role assigned cannot access the platform.
The Reviewer role in detail
The Reviewer role is a limited-access license type designed for subject-matter experts, legal teams, and compliance officers who need to review proposal content without full platform access. It gives:
- Read-only access to documents they're assigned to review
- The ability to add comments and participate in Gamma Review
- A simplified interface with most editing features hidden
How it works
- Add the reviewer to the Project via Manage Members
- In the Project Outline, click the Reviewer icon next to the response
- Select one or more reviewers from the dropdown
- The original writer stays assigned — reviewers work alongside them
3. Library permissions (Knowledge Hub)
Separately from the platform roles above, each document library has its own permission system with four roles. These control what a user can do within a specific library, and are independent of whether the user is a Document Manager, Admin, Contributor, or Viewer of any other library.
| Role | Capabilities |
|---|---|
| Viewer | View all documents in the library |
| Contributor | Viewer abilities + upload documents |
| Admin | Contributor abilities + add/manage members, rename or delete the library, manage documents |
| Document Manager (account-level) | Required to create new libraries in the first place |
A user must hold the account-level document_manager role to create a new library. Once a library exists, access within it is governed by the Viewer/Contributor/Admin roles assigned per library.
No recycle bin: Deleting a file or folder in a library permanently removes it, with no way to recover it. Users need to re-upload the file if they delete it in error.
4. Managing licenses and roles
- License Manager UI: Users with the
license_managerrole can add/remove users and assign license types and roles from within AutogenAI (Settings → User Provisioning / license management). - SCIM/automatic provisioning: Organizations using SSO can provision and manage users automatically via SCIM (for example, Microsoft Entra), including
licenseType(Full/Reviewer) androles(editor,document_manager,document_reviewer,license_manager) attributes. See the separate SCIM setup guide for configuration steps. - The Organization Manager account (used to configure SCIM) cannot itself be adopted or managed by SCIM, to prevent lockout.