Role management

Overview

Every person in your organization is either an Organization admin or a Member, and some also hold the Knowledge manager role. Their role decides which features they can use in Noxtua. For example, only admins can recover deleted projects.

Law firms and legal departments need this for two reasons. Confidential matter data must be recovered or managed only by people trusted with it. And a clear, documented split between admins and members makes your internal access reviews and audits simpler.

Default: everyone invited to your organization gets standard access. They can chat, research, and work on their own projects.

Roles never broaden what a person can see. Every member's projects, chats, and files remain private to them, regardless of role. The one exception is project recovery, described under Options explained.

Who can change it

The Organization admin and Member roles are assigned in Noxtua account management. The third role, Knowledge manager, is added on top of either one, in the app under Settings › Admin › User management. Only an organization admin can assign roles, and nobody can change their own Knowledge manager role.

Options explained

Each role has a set of permissions. Some apply to one person; others apply to your entire organization.

• Recover deleted projects. Opens Settings › Admin › Deleted projects. The holder can recover any project in your organization whose retention period has expired, up to its final deletion date. This is the only permission that applies to other people's projects, so give it only to people trusted with all matter data.

• Model selection. Settings › Admin › Model selection chooses the model Noxtua works with: Minerva Agent or Athena Agent.

• Share skills with the organization. A knowledge manager can share skills with everyone in your organization, and edit, unshare, or delete skills already shared there. The role adds only this; the person keeps everything else from their admin or member role. The admin role alone doesn't include it, so an admin who shares skills also needs the Knowledge manager role.

How to set it up

Navigation path: Noxtua account management › your organization › Users › Role. To check the result in Noxtua: Settings › Admin.

Assign a role

1. Open Noxtua account management and select your organization.

2. Find the person under Users and open their details.

3. Choose the role: Organization admin or Member.

4. Save. The change takes effect within 5 minutes.

5. Ask the person to reload Noxtua, then open Settings. An admin now sees an Admin group in the settings sidebar, with Organizations, Model selection, User management, Workspace, Data retention, and Deleted projects. A member sees only General and Model selection.

Recover a deleted project (admin)

1. Go to Settings › Admin › Deleted projects. The list shows each project, what it holds (chats, files, matrices), and the date it is recoverable until.

2. Click Recover next to the project.

3. Confirm in the Recover project? dialog.

4. You see: Project recovered. It's kept until [date], and longer each time it's opened.

Choose the organization's model (admin)

1. Go to Settings › Admin › Model selection.

2. Open Details on a model to compare hosting, data handling, and usage.

3. Select the model. You see: [Model] is now the model for everyone in [organization].

Make someone a Knowledge manager (admin)

1. Go to Settings › Admin › User management.

2. Turn on Knowledge manager next to the person. The change takes effect within 5 minutes.

You can't change your own Knowledge manager role. You will need to ask another admin to do it.

Effect on users

• What they see. When someone gains or loses the admin role, the Admin pages in Settings appear or disappear. A Knowledge manager can also share skills with the whole organization and manage the skills shared there. Apart from that, chats, projects, and skills work the same for every role.

• Notifications. Noxtua doesn’t notify anyone when a role changes. Let the person know and ask them to reload.

• Timing. A new or removed permission takes effect within 5 minutes. The person does not need to sign out.

• Existing data. A role change moves, deletes, or shares nothing. Each person keeps their own projects and chats, which remain private.

• Recovered projects. When an admin recovers a project, it returns to its owner and becomes visible again to everyone who had access. Its retention clock restarts.

• Removing access. To stop someone using Noxtua at once, disable their account rather than only changing their role. Their session then ends within about 5 minutes of continued use.

Warning

Some deletions cannot be undone, even by an admin.

• A project someone deletes themselves is gone at once. It never appears under Deleted projects.

• A standalone chat whose retention period runs out is deleted for good. Only projects get a recovery window.

• A project under Deleted projects is purged on its deletion date. After that, no role can bring it back.

Before removing an admin role, make sure at least one other person still holds it. Otherwise, nobody in your organization can recover projects until a new admin is assigned.

FAQ

Can a member recover their own deleted project? No. Recovery is an admin permission. Members ask an admin, who recovers it from Settings › Admin › Deleted projects.

Does giving someone the admin role let them read everyone's chats? No. Admins see only their own chats and projects. The recovery list shows projects pending deletion, and recovering one returns it to its owner.

I changed a role, but nothing changed for the person. Why? Changes take up to 5 minutes to arrive. Ask them to reload Noxtua. If the Admin group still doesn't appear, check that the role was saved in account management.

Can I give one person a single admin permission without the full admin role? Roles are defined by Noxtua. Contact your Noxtua account team if your organization needs a different combination.

Does Model selection apply to everyone right away? Today the choice is saved in the browser where it was made. Other people, and the same admin on another device, keep their own choice for now.

What happens to a removed admin's own projects? Nothing. Their projects, chats, and files stay with them; only the Admin pages disappear.

Is there a log of role changes? Role and configuration changes are recorded in Noxtua account management. Noxtua also keeps a record of every project restore and purge, without titles or file names.