What are the different user roles on the platform?
The platform has two main user roles: Regular Users and Admins. Your role determines what you can see and do. Additionally, some actions are based on whether you are the Owner of an item (like a Deal or a Prompt). Admins generally have the highest level of access and can manage system-wide settings and content created by other users.
What actions can only an Admin perform?
Admins have exclusive access to several key areas of the platform to ensure security and consistent configuration. These actions are Admin-only:
System Settings Management: Only Admins can access the system settings panel. This includes configuring the system's persona, rules, default Deal visibility, and the AI model used for query refinement.
API Key Generation: Only Admins can generate and manage API keys for the platform.
Vault Deal Management: All actions related to "Vault Deals" are restricted to Admins. This includes creating Vault Deals and all document operations within them (uploading, deleting, creating folders, web scraping, and SEC downloads). Regular users can only view Vault Deals they have been given access to.
Firm-Wide Prompt Management: Only Admins can edit, delete, or manage tags for any firm-wide prompts in the Prompt Library.
Viewing All Private Prompts: Admins have a unique "Private" filter in the Prompt Library that allows them to see all private prompts created by any user across the organization.
Promoting Other Users' Prompts: Admins can promote any user's private prompt to make it firm-wide.
Who can manage Deals and Chats?
Management of individual Deals and Chats is shared between Admins and the item's designated Owner.
If you are the Owner of a Deal or Chat, or if you are an Admin, you can:
Delete the Deal or Chat.
Archive or activate a Deal.
Change the visibility between "Private" and "Firm-Wide".
Edit the details, such as the name or description.
For private Deals, manage which users have access.
How do permissions work for the Prompt Library?
Permissions in the Prompt Library are based on whether a prompt is "Private" or "Firm-Wide" and who owns it.
If you own a private prompt: You have full control to edit, delete, add/remove tags, and change its collection. You can also promote it to firm-wide.
For firm-wide prompts: All management actions (edit, delete, tag, change collection, promote/demote) are Admin-only. This ensures that shared prompts are managed centrally.
If you do not own a private prompt: You cannot edit it. However, an Admin can promote it to firm-wide.
Who can manage documents on the platform?
Document management permissions depend on the type of Deal the document is in.
Standard Deals: Any user who has access to a standard (non-vault) Deal can upload, delete, and create folders for documents within that Deal. They can also perform web scraping and SEC downloads.
Vault Deals: All document operations (uploading, deleting, creating folders, web scraping, SEC downloads) in Vault Deals are Admin-only.
Who has control over Playbooks?
Playbooks are managed exclusively by their creators.
If you are the Owner of a Playbook, you are the only one who can edit or delete it.
Admins do not have special permissions to manage Playbooks they do not own.
Can I add multiple owners to a deal?
Yes! You can now have multiple owners for a single deal on ToltIQ. Any existing owner can invite other users to become owners of the deal. This feature allows for shared deal ownership and more flexible collaboration across your team.
How do I invite additional owners to my deal?
If you're currently an owner of a deal, you can invite other users to become owners as well. Here's how:
Navigate to the deal you want to add owners to
Look for the three-dot menu (⋮) in the top right corner of the deal page
Click on the three dots to open the menu options
Select "Control User Access" from the dropdown menu
In the user access settings, you'll be able to invite additional users and designate them as owners
Add the user(s) you want to invite as owners and save your changes
All owners will have the same ability to manage the deal and invite others as owners.
Who can invite owners to a deal?
Any current owner of a deal can invite additional owners. This is no longer limited to just the person who originally created the deal.
Why can't I see the three-dot menu in my deal?
I don't see the three-dot menu (⋮) in the top right corner of the deal. Why?
The three-dot menu is only visible if you are an owner of the deal. If you cannot see the three-dot menu, it means you are a member but not an owner. Only the deal creator or designated owners can see and use this menu. To get owner access, you need to contact a current owner of the deal and ask them to grant you owner permissions through the "Control User Access" option.
How do I add users to my deal?
How can I add team members or users to my deal?
To add users to your deal:
If you are an owner:
Navigate to your deal
Click the three-dot menu (⋮) in the top right corner
Select "Control User Access"
Choose users from the dropdown list
To make someone an owner, check "Make Owner" next to their name
Click "Save"
If you are not an owner:
You cannot add users yourself
Contact the deal owner directly via email or chat
Ask them to add the users for you
Request owner permissions if you need to manage users regularly
What's the difference between owner and member permissions?
What can owners do that members cannot?
Permission levels in ToltIQ:
Owners can:
View and download all documents
Upload new files
See and use the three-dot menu
Add or remove users (including other owners)
Change privacy settings (Private/Firm-Wide)
Delete the entire deal
Edit all deal settings
Members can:
View and download all documents
Upload new files
Create and view Chats and Bulk Queries
Cannot see the three-dot menu
Cannot add or remove users
Cannot change deal settings
Cannot delete the deal
Firm-Wide Access:
All employees automatically have member-level access
No invitation needed
Owners retain all administrative controls
How do I request access to a deal?
How can I get access to a deal I'm not part of?
To request access to a deal:
Identify the deal owner (shown in deal information)
Contact them directly via email, Slack, or ToltIQ chat
Ask to be added as either a member (basic access) or owner (full permissions)
Note: There is no automatic "request access" button. You must contact an owner directly.
How do I make someone else an owner of my deal?
Can I add another owner to help manage my deal?
Yes, you can add multiple owners to a deal:
Click the three-dot menu in the top right corner
Select "Control User Access"
Choose the user you want to add
Check the "Make Owner" checkbox next to their name
Click "Save"
Important: All owners have equal permissions. Any owner can remove any other user, including other owners and even the original creator.
Why is the eye icon grayed out for downloads?
The eye icon for viewing/downloading documents is grayed out. How do I fix this?
A grayed-out eye icon means you don't have permission to download that specific document. To resolve:
Verify you're a member of the deal
Check if the document has additional restrictions
Contact the deal owner to confirm your permissions
If the issue persists, submit a bug report
How do I change a deal from Private to Firm-Wide?
How can I make my private deal visible to everyone in my company?
To change deal privacy settings:
You must be an owner of the deal
Click the three-dot menu in the top right corner
Select "Control User Access"
Find the privacy toggle at the top of the modal
Switch from "Private" to "Firm-Wide"
Click "Save"
Note: Only owners can change privacy settings. Firm-Wide deals are visible to all company employees.
Can multiple people own the same deal?
Can a deal have more than one owner?
Yes, deals can have multiple owners. Each owner has full administrative rights, including the ability to:
Add or remove any users (including other owners)
Delete the entire deal
Change all settings
Best practice: Limit owners to 2-3 trusted team members who need administrative access.
What happens if I'm removed from a deal I created?
I created a deal but now I can't access it. What happened?
If you created a deal but can't access it, another owner has removed you. Any owner can remove any user, including the original creator. To regain access:
Contact one of the current owners
Ask them to add you back as an owner
If you don't know who the current owners are, contact ToltIQ support
How do I know if I'm an owner or member?
How can I check my permission level in a deal?
To check your permission level:
If you see the three-dot menu in the top right corner, you are an owner
If you don't see the three-dot menu, you are a member
Check the deal information panel for a list of current owners
Your role may also be displayed in the deal header
Why can't I delete a deal?
I need to delete a deal but don't see the option. Why?
Only deal owners can delete deals. If you can't delete a deal:
You are a member, not an owner
Check if you can see the three-dot menu (owners only)
If you need the deal deleted, contact a current owner
Owners can delete deals through the three-dot menu options