Managing Permissions in Quixli

Permissions control what each person can do with your shared content. Getting permissions right is critical — too restrictive, and collaborators can't do their work; too permissive, and you risk unintended changes to important documents. Quixli provides a straightforward permission model with four levels that cover the full spectrum from read-only viewing to full administrative control.

This guide explains each permission level in detail, shows you how to manage permissions for existing shares, and offers best practices for keeping your content secure.

Permission Levels

Quixli uses four permission levels, each building on the previous one:

View

The most restrictive level. Recipients with View permission can:

• Read all content in the page or collection

• Navigate between pages in a shared collection

• Copy text from the document

• Export the content to PDF or other formats (unless you've disabled downloads)

They cannot edit, comment, share, or change any settings. Use View for published documentation, finalized reports, and any content that shouldn't be modified.

Comment

Everything in View, plus the ability to:

• Leave comments on specific text selections

• Reply to existing comment threads

• Add emoji reactions to comments

• Mention other collaborators with @name in comments

Use Comment permission for review workflows where you want feedback without giving editing access — such as design reviews, draft approvals, or client feedback rounds.

Edit

Everything in Comment, plus the ability to:

• Modify page content (text, images, tables, etc.)

• Create new pages within shared collections

• Reorder pages in a collection

• Delete pages they created (but not pages created by others)

Use Edit permission for active co-authoring — when multiple people need to contribute to the same document or collection.

Admin

Full control over the page or collection, including:

• Everything in Edit

• Change sharing settings and invite new people

• Modify permission levels for existing collaborators

• Remove other people's access

• Delete any page, including those created by others

• Change collection settings (name, icon, visibility)

Reserve Admin permission for trusted collaborators who need to manage the document's lifecycle — such as project leads or documentation owners.

Use Admin Sparingly

Admin users can change sharing settings, which means they can grant access to others or even revoke your own access (unless you're the owner). Only grant Admin to people you fully trust with the document.

How to Manage Permissions

You can view and change permissions for any shared page or collection:

1. Open the Share panel: Click the "Share" button on the page or collection

2. View the access list: The panel shows every person and team with access, along with their current permission level

3. Change a permission: Click the permission dropdown next to any person's name and select a new level. The change takes effect immediately

4. Remove access: Click the "X" or "Remove" button next to any person's name to revoke their access entirely

5. Set default permission: At the bottom of the share panel, you can set the default permission level for new shares. This applies to future email and user shares

Permission Inheritance

Understanding how permissions flow through your content structure is important:

• Collection → Pages: When you share a collection, all pages inside inherit the collection's permission level. You cannot set different permissions for individual pages within a shared collection

• Folder → Pages: Similarly, sharing a folder shares all pages within it at the same permission level

• Higher permission wins: If a user has access to a page through multiple paths (direct share + collection share), the higher permission level applies

Best Practices

• Start with the minimum permission needed: Default to View and only grant higher levels when explicitly needed. You can always upgrade later

• Review permissions regularly: As team members change roles or leave projects, update their permissions accordingly. A monthly review prevents permission creep

• Use teams for group access: Instead of sharing with individuals one by one, create a team and share with the team. When people join or leave the team, permissions update automatically

• Document permission decisions: For critical documents, keep a record of who has what access and why. This is especially important for compliance-sensitive content

Frequently Asked Questions

Can I set permissions per page within a collection?

No. Collection sharing applies a uniform permission level to all pages. If you need different permissions for different pages, share those pages individually using page-level sharing rather than including them in the collection.

What happens when I downgrade someone's permission?

The change is immediate. If someone is currently editing the page and you downgrade them to View, their edits up to that moment are saved, but they'll lose the ability to make further changes. They don't need to refresh — the editor interface updates in real-time.

Can page viewers see who else has access?

No. Only users with Admin permission can see the full access list. View, Comment, and Edit users can see other active collaborators (presence indicators) but not the complete list of people with access.