Data Discovery & Risk Insights 26.2.0 Help Center

# Roles and permissions: Manage

OpenText Core Data Discovery & Risk Insights includes default roles at the Manage application level and at the individual workspace level. You can edit these default roles to modify permissions or you can create your own roles with the desired permissions. In either case, the access and actions associated with the permissions cannot be changed.

When editing the default roles or creating your own, it is important to understand the permissions and how applying them affects users' capabilities within Manage.

If you have configured custom file protection actions in OpenText Core Data Discovery & Risk Insights, the accompanying custom permissions display beneath the included default permissions. You can add the custom permissions to existing roles, or create new roles under Manage and Workspace Security for the specific use case of the custom action. For more information about custom actions, see File protection.

The Manage permissions grant users specific abilities at the application level.

Manage permissions (application level)

Permission | Description | Limits
--- | --- | ---
Add and remove items from workbook | User can add and remove items from a workbook. | Must have permission at both the application and workspace security levels.
Add items to hold | User can add items to holds. | Must have permission at both the application and workspace security levels.
Apply and remove tags | User can apply and remove static tags from data items within assigned workspaces. |
Approve and reject policies | User can approve or reject actions that require approval prior to being implemented, such as deletion of items from original source. | Must have permission at both the application and workspace security levels.
Close and reopen workspaces | User can close and reopen assigned workspaces. | Must have permission at both the application and workspace security levels.
Create/edit workspaces in Inventory view | User can create workspaces from within the Inventory view and can edit workspaces that were created from within the Inventory view. | Must have additional permission to do anything else related to the workspace. NOTE: This permission is not assigned to any default roles.
Collect data | User can initiate collection. | Must have permission at both the application and workspace security levels.
Delete any workspace | User can delete any closed workspace, including those they have not been assigned to. | Must have additional permissions to do anything else related to the workspace. CAUTION: Due to the broad access of this permission, it is not assigned to any default roles. Be mindful when assigning this permission.
Delete documents | User can delete an item from the original source. | Must have permission at both the application and workspace security levels.
Edit security for all workspaces | User can change the security of any workspace, including those they have not been assigned to. | Must have additional permissions to do anything else related to the workspace. CAUTION: Due to the broad access of this permission, it is not assigned to any default roles. Be mindful when assigning this permission.
Manage categories | User can create, edit, and delete categories. | Must have permission at both the application and workspace security levels.
Manage configuration | User can create, edit, and delete workspace templates. |
Manage data subjects | User can create, edit, and delete data subjects from a workspace. | Must have permission at both the application and workspace security levels.
Manage holds | User can create, edit, and release holds. | Must have permission at both the application and workspace security levels. To add items to a hold, must also assign "Add items to hold" permission.
Manage workbooks | User can create, edit, and delete workbooks. | Must have permission at both the application and workspace security levels. To add or remove items from the workbook, must also assign "Add and remove items from a workbook". To analyze or reanalyze files in a workbook or to remove analysis from files in a workbook, must also assign "Perform file analysis".
Manage workspaces | User can create, edit, and close workspaces. This includes the ability to edit the name and description of Research and legacy datasets within a workspace. | Must also have the specific workspace security level permission required to perform the action. Close workspaces Edit workspace metadata (required to refresh a manual refresh workspace) Edit workspace security If no additional workspace security permission assigned, user can only create workspaces. NOTE: Required to create a workspace from a content list in Analyze. This action includes creating the dataset within the workspace.
OCR documents | User can apply optical character recognition to documents in a workbook. | Must have permission at both the application and workspace security levels.
Perform file analysis | User can analyze and reanalyze files in a workbook as well as remove analysis from files in a workbook. | Must have permission at both the application and workspace security levels.
Perform grammar review | User can designate and clear false positives for grammar rule matches at the data item level. |
Protect documents | User can apply protection to data items in a workbook. | Must have permission at both the application and workspace security levels.
Release holds | User can release holds. | Must have permission at both the application and workspace security levels.
Search and view documents/tables | User can search for and view data items. | Must have permission at both the application and workspace security levels.
Send documents to target | User can send data items to targets within defined destinations. This includes the "Send Masked" file action from a workbook. | Must have permission at both the application and workspace security levels.
Simplified workspaces view | Users view is limited to focus on workspace tasks. The individual workspace overview is omitted as well as the ability to create workspaces. | Must have additional permissions to do anything else related to the workspace. CAUTION: Due to the broad access of this permission, it is not assigned to any default roles. Be mindful when assigning this permission.
View all workspaces | User can see all workspaces, including those they have not been assigned to. | Must have additional permissions to do anything else related to the workspace. CAUTION: Due to the broad access of this permission, it is not assigned to any default roles. Be mindful when assigning this permission.
View "Managed data" on Inventory page | User can view the "Managed data" tab on the Inventory page. | Must also have "Search and view documents/tables" permission. NOTE: This permission is not assigned to any default roles.
View "My data" on Inventory page | User can view the "My data" tab on the Inventory page. | Must also have "Search and view documents/tables" or "Manage workspaces" permission. NOTE: This permission is not assigned to any default roles.
View audit | User can view details for all activity related to a workspace and the workbooks and documents associated with the workspace. | Must have permission at both the application and workspace security levels.
View masked content | User can view masked content without the masking, allowing them to see the original content. Masking is applied to grammar values. When not selected, the user sees either a message that they do not have permission to view the item (item has not had grammar values extracted) or sees the item contents with the identified grammar value masked (item has had grammar values extracted). | CAUTION: Due to the broad access of this permission, it is not assigned to any default roles. Be mindful when assigning this permission.
[custom actions] | User has the permission, in general, to perform the custom action. | Must have permission at both the application and workspace security level. To enable a custom action for a user Assign the custom action permission to a role at the application level (Manage) in Administration. Assign the corresponding custom action workspace security level permission to a role at the Workspace Security level in Administration. Assign the Manage and Workspace Security roles with the custom action to the user in Administration. When creating or editing a workspace in Manage, select the user on the Security page of the wizard and select a functional workspace role.

The Workspace Security permissions grant users the ability to perform specific actions on the workspaces to which they are assigned. For example, you give John Smith permission to add items to holds at the workspace security level. John Smith can only add items to holds for the workspaces he is assigned. In some instances, application level permissions must be combined with individual workspace security permissions.

Workspace Security permissions (individual workspace security level)

Permission | Description | Limits
--- | --- | ---
Add and remove items from workbook | User can add and remove items from a workbook. | Must have permission at both the application and workspace security levels.
Add items to hold | User can add items to holds. | Must have permission at both the application and workspace security levels.
Approve and reject policies | User can approve or reject actions that require approval prior to being implemented, such as deletion of items from original source. | Must have permission at both the application and workspace security levels.
Close and reopen workspaces | User can close and reopen assigned workspaces. | Must also have "Close and reopen workspaces" or "Manage workspaces" application level permission.
Collect data | User can initiate collection. | Must have permission at both the application and workspace security levels.
Delete documents | User can delete an item from the original source. | Must have permission at both the application and workspace security levels.
Download documents | User can download documents |
Edit workspace metadata | User can edit the details of a workspace. This includes the ability to edit the name and description of Research and legacy datasets within a workspace, and to refresh a manual refresh workspace. | Must also have "Manage workspaces" application level permission.
Edit workspace security | User can edit the list of users who have access to a workspace and can assign workspace security level roles to those users. | Must also have "Manage workspaces" application level permission.
Manage categories | User can create, edit, and delete categories. | Must have permission at both the application and workspace security levels.
Manage data requests | User can create, edit, and delete data requests from a workspace. | Must have permission at both the application and workspace security levels.
Manage holds | User can create, edit, and release holds. | Must have permission at both the application and workspace security levels. To add items to a hold, must also assign "Add items to hold" permission.
Manage workbooks | User can create, edit, and delete workbooks. | Must have permission at both the application and workspace security levels. To add or remove items from the workbook, must also assign "Add and remove items from a workbook". To analyze or reanalyze files in a workbook or to remove analysis from files in a workbook, must also assign "Perform file analysis".
OCR documents | User can apply optical character recognition to documents in a workbook. | Must have permission at both the application and workspace security levels.
Perform file analysis | User can analyze and reanalyze files in a workbook as well as remove analysis from files in a workbook. | Must have permission at both the application and workspace security levels.
Preview documents | User can view the content of items. When not selected, document view options that include the content preview pane are not available to the user. | Must also have the "Search and view documents" permission.
Protect documents | User can apply protection to documents in a workbook. | Must have permission at both the application and workspace security levels.
Release holds | User can release holds. | Must have permission at both the application and workspace security levels.
Search and view documents | User can search for and view data items. | Must have permission at both the application and workspace security levels.
Send documents to target | User can send data items to targets within defined destinations. This includes the "Send Masked" file action from a workbook. | Must have permission at both the application and workspace security levels.
View audit | User can view details for all activity related to a workspace and the workbooks and documents associated with the workspace. | Must have permission at both the application and workspace security levels.
View grammar values | User can view the values of identified grammar rules in the content view pane. |
[custom actions] | When assigned to a workbook with a role that includes the permission, user can perform the custom action. | Must have permission at both the application and workspace security level. To enable a custom action for a user Assign the custom action permission to a role at the application level (Manage) in Administration. Assign the corresponding custom action workspace security level permission to a role at the Workspace Security level in Administration. Assign the Manage and Workspace Security roles with the custom action to the user in Administration. When creating or editing a workspace in Manage, select the user on the Security page of the wizard and select a functional workspace role.

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Version 26.2.0 | Last updated April 2026
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