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.
Adding project members and setting permissions
Projects let your team collaborate on a proposal by controlling who can view, edit, or manage each piece of work. This article explains the project roles available and walks through adding members and assigning permissions.
Project roles
Every person added to a project is assigned one of four roles, which determines what they can see and do:
| Role | Capabilities |
|---|---|
| Viewer | View all documents in the project. |
| Contributor | Everything a viewer can do, plus: write on documents in the project and update project scope details. |
| Reviewer | Review proposal content without needing full platform access. Can add comments (linked to specific text or general), run review criteria, and mark their review as complete. Reviewers are typically assigned to specific documents rather than the whole project. |
| Admin | Everything a contributor can do, plus: manage member permissions for the project, add new members, and delete the project. The user who creates a project automatically becomes an admin. |
Note: Only admins can add new members to a project.
How roles relate to license types
Separately from project roles, every user has an organization-level license type (editor, document manager, license manager, and/or reviewer), which controls their overall platform access. This matters when assigning project roles:
- Users with an editor, document manager, and/or license manager license can be assigned to a project as admin, contributor, viewer, or reviewer.
- Users with a reviewer-only license can only be assigned to a project as a reviewer — they can't be given admin, contributor, or viewer access.
If a teammate doesn't have the license type needed for the role you want to give them, ask your organization's license manager to update their license first.
How to add project members
- From your project, click the three-dot menu, then select Manage Members.
- Start typing the email address of the person you want to add in the search bar, then click Add once you find them.
- Choose their role — Admin, Contributor, Viewer, or Reviewer — from the role dropdown.
- Click Confirm to save your changes.
Repeat this for each teammate you want to add. You can add and configure multiple members in the same session before confirming.
Changing or removing a member's role
To update someone's access level after they've been added, open Manage Members from the same three-dot menu, change their role in the dropdown, and click Confirm.
Good to know
- Project and knowledge hub library permissions are separate. Adding someone to a project does not automatically give them access to any library — library access is managed independently in the Knowledge Hub. If your team needs both, add members to each separately.
- Project creators are tracked internally. If you need to find out who originally created a project, contact support@autogenai.com.
- Roles apply per-project. A person can be an admin on one project and a viewer or reviewer on another.