Confidentiality and user access to references

Permission levels overview

Level 1 & 2: Roles at group level

These roles define global access within a Hublyd group.

Important

• The Owner has all rights everywhere

• Group Admins inherit admin rights on libraries by default

Level 3: Roles at library (reference group) level

Each reference library has its own roles, independent from other libraries.

By default:

• Group Owners and Group Admins are Library Admins

• Other users must be explicitly invited to a library

What each role can do

Library Admin

Library Admins have full control over the reference library.

They can:

• View all references, including confidential ones

• Create, edit, duplicate, and delete any reference

• Mark references as confidential

• Import references (CSV / Excel)

• Validate references submitted via public links

• Manage library members and their roles

• Create and modify columns (schema)

• Access statistics and analytics

Editor

Editors are active contributors to the library.

They can:

• View all non-confidential references

• View confidential references (if permitted by library access)

• Create new references

• Edit references they created

• Duplicate references

• Upload files and images

• Generate AI content for references

• Submit references via public workflows

Restrictions:

• ❌ Cannot delete references created by others

• ❌ Cannot manage users or library settings

Viewer

Viewers have read-focused access.

They can:

• View references

• Use table and map views

• Search and filter references

• Generate presentations from references

Limitations:

• ❌ Cannot create references

• ❌ Cannot edit references created by others

• ❌ Cannot import, delete, or duplicate references

• ❌ Cannot access admin features

Special case:

• A Viewer can edit only the references they personally submitted (for example via a public link), if allowed by the workflow.

Security level of the references

References can be marked as confidential.

You can also define the security level of the reference.

• Use Confidential for strictly internal references. Confidential references are not shared or used outside Hublyd.

• Use Restricted for references that can be used in head-to-head contexts only, such as presentations or meetings. Restricted references should not be used for public communication, including social media or public marketing content.

• Use Public for references that can be used and promoted freely. Public references may be used for presentations, meetings, marketing, sales, and other external uses as needed.

Public links and validation

When references are collected via public submission links:

1. The external user fills in a secure form

2. The reference is created with Pending status

3. The reference does not appear in the library yet

4. A Library Admin or authorized Editor reviews and validates it

5. Once validated, the reference becomes part of the library

This ensures:

• Data quality

• Confidentiality

• Full control over what enters your reference database

Invitations and access management

Only Library Admins can:

• Invite users to a reference library

• Assign or change library roles (admin / editor / viewer)

• Remove users from a library

Important rules:

• A Library Admin cannot remove another Library Admin

• Only a Group Admin or Owner can remove a Library Admin who is also a Group Admin

Why this matters

This permission model allows you to:

• Safely collaborate across teams

• Collect data from external users without risk

• Protect sensitive references

• Scale your reference libraries with confidence