Managing Your Team
Add and remove project members, assign project roles, and work with external contributors in Document Ocean 360.
Every project in Document Ocean 360 has its own team with role-based access. The right team structure ensures documents flow through the correct review chains and that sensitive project data stays protected.
/projects/:projectId/team Adding a Team Member
Only users with the Project Admin role can manage the project team.
Open the Team page
Navigate to your project and click Team in the sidebar. You'll see the current member list with their roles and status.
Click Add Member
Click the Add Member button in the top-right corner. A dialog will appear with a search field.
Search for the user
Type the person's name or email. If they belong to your organization, they'll appear in the dropdown. If not, you can invite them as an external contributor by entering their email address.
Assign a project role
Select the appropriate role from the dropdown. Each role has different permissions — see the role reference below.
Optionally assign a discipline
If your project uses discipline-based access, assign the member to one or more disciplines (e.g., Civil, Mechanical, Electrical).
Confirm and send invitation
Click Add. The user will receive an email notification and the project will appear in their sidebar immediately (or upon accepting the invitation for external contributors).
Project Roles Reference
Document Ocean 360 provides six project-level roles \u2014 separate from organization roles. Each role is scoped to a single project \u2014 a user can be a Project Admin on one project and a Viewer on another.
Two separate role systems
Project roles control what a user can do within a specific project (upload, review, approve, manage). Organization roles control platform-level access (billing, settings, team invites). See Team Management for org role details.
Removing a Team Member
To remove a member, open the Team page, find the user in the list, and click the Remove button (trash icon). You’ll be asked to confirm. Removing a member:
- Revokes their access to the project immediately.
- Does not delete their past actions — comments, reviews, and uploads remain in the audit log attributed to their name.
- Does not affect their organization account or access to other projects.
Active Workflow Assignments
If the member you’re removing has active workflow assignments (e.g., pending reviews), you’ll be prompted to reassign those tasks before removal. Unassigned reviews will block the workflow.
Working with External Contributors
The External Contributor role is designed for clients, subcontractors, and third-party reviewers who need limited access to specific documents without seeing the full project.
External Contributor Access
External Contributors do not need an organization account. They receive an email invitation with a secure link. Upon accepting, they create a personal account (or sign in if they already have one) and gain access only to the documents explicitly shared with them. Their access is fully audited and can be revoked at any time.
External Contributors can be granted selective permissions at the time of invitation:
- View only — can view and download shared documents.
- View + Review — can also submit review comments on assigned documents.
- View + Upload — can upload documents into designated areas (commonly used for vendor submissions).
Changing a Member’s Role
To change a member’s role, click their name on the Team page and select a new role from the dropdown. The change takes effect immediately. Role changes are logged in the project audit trail.