Tailored Access: Mastering the Permission Model in Your Organization

Managing access to internal documentation and sensitive project data is essential in any research environment. The permission model in Laser AI is designed to give organizations full control over who can view, modify, or manage different elements within the project and on the organisation level. Whether protecting proprietary extraction forms or enabling seamless collaboration with external partners, the permission model adapts to real project needs.

It’s not about restricting access - it’s about giving the right people the right tools, at the right time.

Roles Overview

The permission model operates on two independent levels: organization roles and project roles. Organization roles control access to shared general assets like templates, vocabularies, and project settings. Key roles include Administrator and Owner, who manage users and configurations; Data Manager and Library Manager, responsible for handling references and PDFs uploads; and Member, who only accesses assigned projects. 

Within each project, roles define specific responsibilities, ranging from Manager, with full control over project setup, Researcher, responsible for screening and extraction tasks, or Visitor, with limited or view-only access.

These are the default configurations, designed to meet typical project needs - but they can be customized to fit specific organizational structures. 

Importantly, per-organization and per-project roles are independent of each other. This is, within an organization you can be an Admin and have access to all resources, but in selected projects you will only be a Visitor or Researcher. Conversely, within an organization, you can be a Member while having full control over selected projects as a Manager.

The Value of Flexible Permissions for Your Organization

• Protect Internal Know-How
Developing reusable resources such as extraction forms and controlled vocabularies, as well as establishing working procedures and acquiring valuable know-how, often requires substantial amounts of work, which is later treated as sensitive internal information. By assigning the Visitor role which restricts access at the project level, these assets stay protected from accidental edits or external visibility. Still, the role within a specific project is unaffected, and a Member (at organization level) can have full control over a project as a Manager. 

• Collaborate Without Compromise
Invite external collaborators, consultants, or partners to contribute to specific projects without exposing internal workflows. Assign them as Visitors or Researchers - they can do the work they need within a project without accessing sensitive instructions setups or proprietary methods.

• Streamline Document Handling Across Teams
In organizations running multiple projects, Library Managers centralize document retrieval and reference management. They provide support across the organization while having limited or no access to specific content within a project.

• Adapt Roles to Changing Needs
Project teams evolve. The Project Manager role allows for quick adjustments: promoting team members by extending permissions, adding and removing teammates during ongoing projects, inviting specialists to conduct tasks within specific stages, or limiting access for compliance - all managed at the project level without involving system administrators. 

• Keep It Simple When Needed
For small teams or flat structures, flexibility doesn’t mean added complexity. Set all members as Managers within projects and Administrator within the organization. Everyone gets full access - one team, shared responsibility, no roadblocks.

Unlike many other tools that require assigning individual permissions or tasks per user in each project, Laser AI is based on roles. By assigning a role at the organization or project level, access rights and capabilities are defined automatically. This approach not only keeps team management consistent, but also reduces the time and effort spent configuring each new project.

The permission model offers a flexible, scalable way to manage access to sensitive data, internal documentation, and project workflows. By clearly defining roles at both the organization and project levels, it ensures that the right people have the right access—no more, no less. This balance protects valuable know-how while enabling smooth collaboration across teams and with external partners. Whether your team requires detailed role differentiation or prefers a simple, flat structure, the permission model adapts to meet your needs, safeguarding your work without slowing it down.