Recommended permissions

Find out how to lock down published spaces to protect approved content, and how to configure draft spaces for collaboration and privacy.

Protect your published content, empower your draft creators, and stay in control

Setting up the right permissions is key to making your publishing workflows in Capable both safe and efficient. A good permission structure ensures:

• ✅ Approved content is protected and trusted

• ✅ Only the right users can create and collaborate in drafts

• ✅ Audiences can access published content without accidentally editing it

This guide outlines recommended permission settings for both draft spaces and published spaces, based on typical team use cases.

📘 Published Spaces: Lock Down for Trust

Recommended Rule: No one should be editing content directly in the published space.

Once content has been reviewed and approved, it becomes a single source of truth. Allowing edits directly in the published space bypasses your approval workflow, and can lead to:

• Inaccurate or out-of-date information

• Untraceable changes

• Broken trust with users or stakeholders

✅ What to Set:

• Grant View (read-only) access to anyone who needs to consume the content

• Deny Edit/Delete/Update permissions to all contributors

• Optionally allow anonymous access if this space is a public help center or external documentation site

• Restrict space admin rights to a small number of trusted owners

🔒 Example Use Cases:

💡 All edits should happen in the draft space. If updates are needed, edit the draft and republish.

📝 Draft Spaces: Enable Collaboration, Hide from Others

Draft spaces are your team’s working area. Here, content is created, discussed, and revised—possibly many times—before it’s published.

These spaces should be private, and only accessible to people who are actively contributing or reviewing content.

✅ What to Set:

• Grant full edit (Add/Edit/Delete/Comment) permissions to:

  • Authors

  • Editors

  • Approvers (if they’ll be leaving inline feedback)

• Hide the space from users who are not directly involved

• Optionally restrict view access to keep drafts completely private

🧪 Example Scenarios:

⚙️ Note: For staged workflows (e.g. Product → Legal → Marketing), each stage can have its own draft space with a unique permission set.

🔁 Summary: Permission Guidelines

🧠 Pro Tips

• 🛠 Use Confluence's space permission settings to enforce these rules

• 🔒 Lock down published spaces at the page and space level

• 👁 Use Confluence’s anonymous access settings for public-facing docs

• 🧾 For compliance workflows, combine permissions with Capable’s approval logs and publish history to maintain traceability