Automation Hub: help with visibility and roles

Help Automation Hub
1

Hello!
I need help clarifying the default visibility of the Documentation tab in Automation Hub.

I was told that new users should NOT see any documentation by default. However, the Automation Profile page in the docs says the Documentation tab “can be accessed by all users,” and the Collaborator Roles matrix only restricts editing documentation to collaborators.

Is assigning specific categories the only way to restrict what a new user can see?

2

Hi @Stephanie-r ,
Yes, assigning users to specific categories is typically the primary way to restrict what new users can view in Automation Hub. Documentation visibility follows the visibility of the idea itself, while edit permissions are governed by collaborator roles.

Review:

  • User role permissions
  • Category permissions
  • Idea visibility settings

These settings together determine what a new user can access, while collaborator roles mainly control modification rights.

Thanks

4

I created a new user in Automation Hub with the default role (Standard User). No category/business area was selected (so the scope is the default “All Categories”) and the user is not a collaborator on any idea or automation. What do I need to configure in Automation Hub so a new user cannot see the documentations?

5

Hi @Stephanie-r

Based on the current UiPath Automation Hub documentation, there does not appear to be a separate setting that hides the Documentation tab from a Standard User.

I don’t see a documented configuration in the current Automation Hub permission model that accomplishes that independently. Category access controls which automation profiles the user can access; it does not appear to provide a separate documentation-only visibility control. The role matrix also confirms that Standard Users have the permission to view ideas based on their assigned categories.

6

Documentation visibility follows the idea/category access model. There is no separate setting to globally hide the Documentation tab for a Standard User. To restrict documentation visibility, you must limit the user’s category access so they cannot access the underlying ideas.

7

I will give it a try. Thank you!

8

Hi @Stephanie-r,

Basically, new users get the Standard User role by default. “View an idea” is enabled for Standard User, scoped by assigned categories. The default category is “All Categories,” which doesn’t restrict access. The Documentation tab can be accessed by all users. Only adding documents requires editing rights.

So, to restrict the access there are few options which you can try out.

  1. Category scoping: Assigning a category delimitates the permissions and accesses granted by that role to the ideas and components submitted in that certain category. A user scoped this way can’t open ideas outside their categories, and therefore can’t see those ideas’ documentation.
    Automation Hub - Assigning Categories to Roles and Collaborator Roles
  2. Embedded links: Use Embed Link to point at documents in systems like SharePoint, which can help limit access to certain documentation. The card stays visible, but the file’s own permissions control who can open it.
    Automation Hub - Documentation
  3. Disabling File Upload: The Account Owner can disable file uploads to profile pages, but the option to embed documentation links remains available regardless of how the File Upload is set up. This limits what gets stored, not who sees it.
    Automation Hub - Updating the Settings

Cheers!

9

Hi @Stephanie-r

From my understanding, the Documentation tab itself is available to users by default, but what they can actually view may depend on the permissions/categories assigned to them.

So if the requirement is that a new user should not be able to see any documentation, I would first check the user’s role and category access rather than the Documentation tab itself. Assigning specific categories could be one way to control the visibility, but I would also verify whether there is any role/permission setting that controls documentation access at a higher level.

I think this is worth confirming because the documentation says the tab can be accessed by all users, while the collaborator permissions mainly seem to control who can edit the documentation.