Roles, Permissions & Security

Roles, Permissions & Security 

Roles, Permissions & Security

 

What roles exist in CAD ROOMS?

CAD ROOMS has two layers of roles:
  • Workspace roles:
    • Owner
    • Admin
    • Member
  • Project roles:
    • Admin
    • Collaborator
    • Viewer
  • External - Guests (file-level):
      • Guests are created automatically only when you share a file with someone outside your workspace. Guests don't consume seats and can access only the files shared with them.

How do permissions work at workspace vs project level?

  • Workspace permissions control:
    • Who belongs to the workspace
    • Who can create projects
    • Who can manage billing and members
    • Default access scope across projects
  • Project permissions control:
    • What someone can do inside a specific project
    • File actions (upload, contribute, check in/out, replace, delete)
    • ECO access (Business Plan)
    • Project member roles (Admin / Collaborator / Viewer)
So: Workspace role = global authority, Project role = per-project capability.

What can Admins vs Members vs Viewers do?

  • Workspace Owner / Admin
    • Manage workspace settings and billing
    • Invite/remove workspace members
    • Create projects
    • Access all projects in the workspace
    • Automatically become Project Admins in every project
  • Workspace Member
    • Can access only projects they're added to
    • Cannot manage workspace members or billing
    • Cannot create projects (unless project permissions allow)
  • Project Viewer (project-level role)
    • Read-only access inside that project
    • Can view project files and activity
    • Cannot upload, contribute, check in/out, replace, delete, or release files
    • Cannot create or manage ECOs
(Project Collaborators sit between Admins and Viewers: they can upload, contribute, and edit files, but don't manage project settings or members unless given Admin.)

Do Workspace Admins automatically become Project Admins?

Yes. Workspace Owners and Workspace Admins are automatically added to every project as Project Admins.
Workspace Members must be added to projects manually and assigned a project role.

Where is my data stored? Is it safe?

Your data is stored securely in CAD ROOMS' cloud infrastructure. We use industry-standard security practices to protect files in transit and at rest, and access is controlled through workspace and project permissions. If your organization requires a specific hosting region or additional compliance details, our team can provide that on request.

Who owns the Intellectual Property (IP) of the uploaded files?

You do. CAD ROOMS does not claim ownership of your CAD files, drawings, or related data. All IP remains with you and your organization. We only process your files to provide the platform's features (viewing, versioning, sharing, ECOs, etc.).

Are my design drawings secure on CAD ROOMS?

Yes. Drawings and CAD files are protected by role-based access control, secure sharing, and full traceability of changes. Only users you authorize can view or interact with your content, and every contribution or release is logged for accountability.

How does CAD ROOMS manage user access and control who can interact with designs?

Access is managed through Access Controls and role-based permissions. This allows the team to define roles and fine-tuned permissions to manage access with precision and control who can view, comment, edit, create or approve designs. These access controls support agile workflows or the check-in/check-out methods. New members are managed by following the guide on **Adding Members & Assigning Roles** and requires **Understanding Roles and Permissions**.

Does CAD ROOMS support single sign-on (SSO)?

Yes. Authentication features Single Sign-On (SSO), which gives teams strong, seamless, and centralized access control.

How do workspace and project permissions differ?

Workspace roles (Admin, Member) set global access. Within a workspace, project permissions determine who can contribute or view specific projects. A user may be an Admin in one workspace and a Viewer in another.

How is accountability and compliance ensured?

Accountability and compliance are ensured through detailed logging:
  • Audit Logs track every action for compliance, accountability, and peace of mind.
  • The Audit Trail is a living record of every action, ensuring transparency and accountability.

Are there options for data residency or custom hosting?

Yes. For industries with strict IP or compliance requirements, CAD ROOMS offers Custom Hosting & Security.

Is my data private from other workspaces?

Yes. Workspaces are fully isolated.
Projects, files, members, and activity in one workspace are not visible to any other workspace unless you explicitly share a file out.