User permissions determine what actions individuals can perform and which parts of the Paperbox application they can access. By managing permissions effectively, you ensure that each team member has the appropriate level of access—supporting both security and operational efficiency.
In this article, we’ll walk you through the available permissions within Paperbox and how to adjust access for a specific user.
Important: Inbox Access Is Always Explicit
Access to inboxes is managed separately through the Inbox Access List.
No permission automatically grants access to inboxes.
This means:
A user must be explicitly added to an inbox to see its data
Administrative permissions do not override inbox access
All operational access is limited to assigned inboxes
If a user is not added to an inbox, they will not see its work, archive, or analytics data.
Available Permissions
Instead of fixed roles, Paperbox allows you to assign specific permissions based on responsibilities.
Below is an overview of the available permissions.
Work
Designed for day-to-day operational activities within the platform.
This permission grants access to:
Inbox worklists (for assigned inboxes)
Archiving own items
Viewing personal analytics
💡 Ideal for team members handling operational workloads.
Archive – Full
Grants access to:
Viewing all archived items across users
Scope:
Limited to inboxes the user has been granted access to.
💡 Best suited for team leads or auditors.
Analytics – Full
Grants access to:
Full analytics dashboards
Team-level and inbox-level insights
Scope:
Limited to assigned inboxes.
💡 Suitable for managers and operations leads.
User Management
Grants access to:
Viewing users
Inviting new users
Removing users
Managing permissions
Does not grant inbox access.
💡 Intended for workspace administrators or HR/IT managers.
Inbox Settings
Grants access to:
Configuring inbox settings
Managing workflows and inbox configuration
Does not grant inbox access.
⚠️ We suggest you only give access if you know what you are doing as underlying functions might behave unexpectedly.
Integrations
Grants access to:
Managing integrations
Configuring API connections
Setting up external system links
Does not grant inbox access.
💡 Intended for IT Services/Team
Managing User Permissions
To update a user’s permissions:
Navigate to your Workspace Settings by clicking your profile picture in the top-right corner.
Select the Users section from the left-hand menu.
Scroll through the list or use the search bar to find a specific user.
Assign or remove permissions as needed.
Manage inbox access separately via the Inbox Access List.
Permissions can be combined, allowing you to tailor access precisely to each user’s responsibilities.
Managing Inbox Access
Inbox access must be configured separately from permissions.
To grant or remove inbox access:
Navigate to your Workspace Settings by clicking your profile picture in the top-right corner.
Select the Users section from the left-hand menu.
Scroll through the list or use the search bar to find a specific user.
Assign or remove inboxes by using the button next to the roles
Without inbox access, a user cannot:
View work items
Access archived documents
See inbox-specific analytics
Additional User Management Actions
From the user overview screen, you can also:
Reset a user's password
Click the key icon next to their name. This will trigger a password reset email, allowing the user to securely set a new password and regain access to their account.
Remove a user
Click the trash bin icon. This will immediately delete the user from the Paperbox workspace and revoke all access.
⚠️ Deleting a user is permanent and cannot be undone. Make sure the user no longer requires access before proceeding.