What Is It?

Managing resources across a large legal team can get messy fast. People end up with different versions and it’s hard to know who has access to what. Our enhanced permissions and team sharing features solve this by giving admins control over who can access, create, and share resources. It’s a simple way to promote collaboration, make sure the right people have the right tools, and to help legal teams scale without losing control.

How It Works

User Management

Granular permissions: Admins can assign user roles with specific permission levels in the Word Add-In. See the table below for the full breakdown of permission levels.

✅ All = applies to any resource of this type on the license
✅ Own = only resources they personally created/own
✅ Shared = resources explicitly shared with them (directly, via team, or via license)
❌ = not permitted

Go to Spellbook settings icon > Users

2. Select the user you'd like to change controls on, and in the drop down, select their role.

Team Management

Team creation and management: Admins can create teams on their license to reflect their organizational structure. Users can be added to multiple teams
- Currently, users in teams inherit their user role from the license level
Search and bulk operations: Admins can search for users or teams on their license and perform bulk actions such as adding or removing users from teams or changing roles for multiple users simultaneously.

1. In the Spellbook icon, click on 'Teams.'

2. You can create a new team or edit an existing one.

3. Within a team, you can manage your users.

Resource Management

Flexible resource sharing: Users can keep Spellbook resources private, share them with specific teams, or make them available across the entire organization
- We do not currently offer the ability to share resources with individual users
Resource coverage: All resource types are included: Playbooks, Clause Libraries, Saved Chat Prompts, and Saved Custom Review Prompts. These can be shared with specific teams or the entire organization.
- For the Library, sharing is only supported at the Folder level, not for individual clauses.

Here’s how Library resource sharing works:

Role	View shared Library Folders	Create Folders	Share Folder	Sync or rename Folders
Admin	✔︎	✔︎	✔︎	✔︎
Editor	✔︎	✔︎	✔︎	✔︎
Member	✔︎
Consumer	✔︎

Role Based Access Controls

Playbooks, Chat Prompts, and Review Instructions

Action	Admin	Editor	Viewer	Consumer
View shared	✅ All	✅ Shared	✅ Shared	❌
Create new	✅	✅	❌	❌
Edit own	✅	✅	—	—
Edit shared (by another user)	✅ All shared with license	❌	❌	❌
Delete own	✅	✅	—	—
Delete shared (by another user)	❌ (must transfer ownership first)	❌	❌	❌
Share own with team/license	✅	✅	—	—
Share others' resources	✅ (within license)	❌	❌	❌

Note: Only the owner or a license Admin can edit a Playbook / Chat Prompt / Review Instruction. An Editor role does not grant edit access to resources they don't own, even if shared with them.

Document Stores (Library)

Action	Admin	Editor	Viewer
View shared	✅ All	✅ Shared	✅ Shared
Create new	✅	✅	❌
Edit / add-remove files on own	✅	✅	—
Edit / add-remove files on shared	✅ All shared with license	❌	❌
Delete own	✅	✅	—
Delete shared	✅ (via edit escalation)	❌	❌
Sync (connector refresh)	✅ Own only	✅ Own only	—

Note: Only Admins get edit/delete escalation on shared Document Stores. Editors can create and manage their own stores but cannot modify stores another user shared with them.

Benchmarks, Users, and Teams (license-wide admin actions)

Action	Admin	Editor	Viewer	Consumer
View benchmarks	✅	✅	✅	❌
Create / edit / archive benchmarks	✅	❌	❌	❌
View Users & Teams pages	✅	✅ (read-only)	✅ (read-only)	❌
Invite users (self-serve)	✅	❌ (email-request flow)	❌	❌
Assign / change user roles	✅	❌	❌	❌
Create / edit / delete teams	✅	❌	❌	❌
Add / remove team members	✅	❌	❌	❌
Export license data	✅ (if flag enabled)	❌	❌	❌

Frequently Asked Questions

Q: Can Admins edit or delete resources they don’t own?
A: Yes — but only if those resources have been shared with them.

Q: Can Admins add or remove users themselves?
A: Adding users can be done using the Invite Teammates flow in the Add-In. Removing users currently requires assistance from your Customer Success Manager (CSM) or Support team. Bulk actions within the Add-In are supported, but .csv import or programmatic additions are not yet available.

Q: Can resources be shared with individual users or specific items in a Library?
A: Resources can be shared with teams or across the entire organization, but not individual users. For Clause Libraries, sharing is only supported at the folder level, not individual clauses. Other resources (Playbooks, Prompts, Review Templates) can be shared individually.

Q: Is there an audit trail or admin portal to see all resources and access changes?
A: No — audit logs for role changes or resource sharing are not currently supported. There’s also no dedicated admin portal; all management happens in the Spellbook Add-In under Settings → Administration. Admins cannot see a full list of all resources and who they are shared with.

Q: Can Admins hide or delete Starter Playbooks or Spellbook-provided prompts?
A: No, these resources are enabled by default for all licenses. Contact Support if this causes issues.

Q: What should I know about user migration from the old RBAC system?
A: All users have been migrated automatically to the new role-based system. Users without the new access controls won’t see the updated Users panel until they are part of the system.

This feature is live and ready to use!

If your team needs more control over who can access, create, and share Spellbook resources, you can start taking advantage of it right away.

Reach out to your Customer Success Manager or contact Support at success@spellbook.legal if you have any questions.

Ready to master Spellbook at your own pace? Visit Spellbook Academy.