Understanding Permissions
Understanding Permissions
Permissions in LeanScaper AI control who can access what. You set permissions on individual pieces of content, and groups make it easy to manage access at scale.
How Permissions Work
Permissions are set at the content level, not the user level. When you create a LeanDoc, upload a file, or configure a custom agent, you decide who can access it.
Your options:
Everyone - All team members in your company can access it
Specific roles - Only people with certain built-in roles (Employee, Finance Admin, Admin)
Specific groups - Only people in certain groups you've created
Individuals - Specific people by name (coming soon)
This works similar to sharing in Google Docs. You control access on each item, and groups let you manage access for multiple people at once.
Where You Set Permissions
Permissions are set within each feature:
LeanDocs
When creating or editing a LeanDoc, set who can access it
Files
When uploading or managing a file, set who can access it
Custom Agents
When creating or configuring an agent, set who can use it
LeanBoards
Board visibility settings (coming soon: more granular control)
When you share content with a group, everyone in that group can access it. Add someone to the group later, and they automatically get access. Remove someone from the group, and they lose access.
Permissions and Lana
Here's something important: permissions affect what Lana knows when talking to different people.
If a LeanDoc is shared only with the Finance Admin group, Lana won't reference that document's content when talking to someone who isn't a Finance Admin. The AI respects the same access boundaries as the rest of the system.
This means you can safely store sensitive information in LeanDocs and files. Share your employee handbook with everyone. Share your financial projections only with leadership. Each person's Lana experience reflects only the content they're allowed to see.
LeanScaper OS: This is how you scale your business knowledge without giving everyone access to everything. Sensitive processes stay protected while standard operating procedures reach your whole team.
Current Capabilities
Permissions in LeanScaper AI are straightforward right now:
All-or-nothing access - If someone has access, they can view and edit. There's no "view only" option yet.
Groups and roles for sharing - You can share with groups or roles
AI-aware - Lana respects permission boundaries
Coming in Q2: View vs. edit permissions, more granular controls, and expanded permission options across more features.
Best Practices
Start simple. You don't need to create a complex permission structure on day one. Start with broad access and tighten it as needed.
Create groups based on access needs, not just org chart. "People who need to see financial data" might be a more useful group than "Accounting Department" if your ops manager also needs financial visibility.
Use groups to organize access. It's easier to manage "Crew Leads" than to remember who should have access to the crew leader playbook. When you add someone to a group, they get access to everything shared with that group.
Think about what Lana will know. When you share a LeanDoc with a group, everyone in that group gets that knowledge through Lana. That's usually what you want, but keep it in mind for sensitive content.
Related Pages
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