Welcome to Scribe! As a System Administrator, you play a critical role in setting up and managing your organization's Scribe Enterprise account. This guide walks you through the key setup steps to get your organization up and running.
Have more questions or prefer to learn live? Register here to secure your spot for our system admin onboarding session!
What You Can Set Up
As a System Admin, you can complete these one-time configuration steps depending on your organization's needs:
- Understand your roles and permissions
- Set up your team structure and invite users
- Configure Single Sign-On (SSO)
- Set sharing permissions and visibility controls
- Configure Smart Privacy Screen (auto-redaction)
- Apply branding and team settings
Understanding Roles and Permissions
Scribe Enterprise includes four roles. Each role determines what a user can access and manage within your organization.
| Role | What They Can Do | License Type |
|---|---|---|
| System Admin | Manages teams, users, and roles at the org level. Controls organization-wide settings including SSO, redaction, and sharing permissions. | Standard |
| Team Admin | Invites users at the team level. Manages team-specific settings and documents. | Standard |
| Creator | Creates and edits Scribes and Pages. | Standard |
| Viewer | Views shared documents, leverages the Guide Me feature, and provides admins with utilization insights. | Limited |
Key details about licensing:
- System Admin, Team Admin, and Creator roles each consume one Standard license.
- Viewer roles consume a Limited license.
- If a user belongs to multiple teams with different roles, they only use one Standard license, as long as they hold an Admin or Creator role in at least one team.
- You can view your purchased vs. used licenses in Organization Settings > Team Management.
Note for Base subscribers: The Base subscription only includes the Creator license type, so any user invited to your team will consume a license. Viewer roles are available on Core, Hub, and Grid modules. Contact success@scribehow.com to learn more.
Managing System Admins
To add or remove System Admins, users must already be team members before they can be promoted to System Admin. We recommend having at least two system admins per organization for security reasons.
Add or Remove System Admins:
Setting Up Your Team Structure
As a System Admin, you can view and manage your entire Enterprise team from the Organization Settings panel.
Create and remove teams, invite users, and manage their license type:
Organizing Your Workspace on Enterprise Base
On the Base plan, you have a single team. Use folders and tags to group Scribes by department, process, or team.
Manage your Base team
If sensitive content shouldn't be visible to everyone, or if you need different individuals responsible for reviewing and validating content, consider upgrading to the Core or Grid module for multi-team support. Contact success@scribehow.com to discuss your options.
Configuring Single Sign-On (SSO)
SSO enables your team to securely access Scribe using their existing corporate credentials, streamlining the login experience and enhancing security.
SSO Best Practices
- Use named IDP options (e.g., Microsoft Entra, Okta) rather than generic SAML whenever possible. Named IDPs come with pre-configured settings that handle configuration differences automatically.
- Authorize broad user groups in your IDP (e.g., "All Employees") rather than individual users. This prevents access errors for new employees on their first login and reduces IT maintenance.
- For multi-domain organizations, ensure the User Principal Name (UPN) matches user email addresses for correct provisioning and authentication.
- SSO setup is entirely self-service; no Scribe support is needed.
- Enabling SSO does not disrupt existing user access.
- After setup, set your Login Method to "SSO Only" if you want to prevent email/password fallback.
- Configure Session Timeout to match your organization's policy (default is 30 days).
SCIM provisioning (automated user provisioning/de-provisioning) is available on the Enterprise Grid module. Contact success@scribehow.com if you're interested in learning more.
Configuring Share Permissions and Visibility
Default and maximum share permissions help ensure compliance with your organization's security requirements. You control how broadly Scribes can be accessed, both inside and outside your organization.
Permission Levels
| Level | Who Can View | Best For |
|---|---|---|
| Not Shared | Only the Scribe owner | Drafts and works in progress |
| Shared with Team | Members of the workspace where the Scribe is saved (requires sign-in and a license) | Internal documentation with an extra layer of security |
| Anyone with the Link | Anyone with the hyperlink, including people outside the company | Publishing to wikis or sharing with unlicensed users |
Creators can always make a Scribe less permissive than the default, but they can never exceed the maximum.
Recommended configuration: Set the default to "Shared with Team" and the maximum to "Shared with Organization" for a balanced approach to security and accessibility.
How to change Scribe default and maximum sharing permissions for Enterprise accounts:
Configuring Smart Privacy Screen
Smart Privacy Screen (SPS) automatically redacts sensitive information from screenshots captured while recording Scribes. This is a powerful, organization-wide security feature.
Important: SPS settings are global (apply to all users), redaction is permanent, and changes only take effect on newly created Scribes. Only System Admins can adjust auto-redaction settings.
SPS allows you to:
- Redact common types of sensitive information by selecting from a predefined list
- Select country-specific data categories
- Add custom terms that should never or always be redacted
- Add custom types of information using RE2 syntax
- Adjust redaction strength to prioritize visibility, privacy, or both
Applying Branding to Organization Settings
Branding Controls centralize your organization’s branding—logo, colors, and fonts—so every Scribe and Page stays consistent automatically.
Without it, each Creator controls styling individually, resulting in fragmented and inconsistent branding.
Removing "Made with Scribe" Branding
Enterprise plans allow you to toggle off the Scribe branding that appears on viewers, exports (PDF, HTML, Markdown), and embedded Scribes.
What's Next?
Congratulations, your organization is set up and ready to go! Here are your recommended next steps:
- Invite your users using any of the methods described above.
- Share the Getting Started guide with new users so they can learn how to create their first Scribe.
- Encourage creators to attend a live webinar for tips and best practices.
- Reach out to us at success@scribehow.com and let us know how things are going!
Helpful Resources
| Resource | Link |
|---|---|
| Team Roles & Management (Enterprise) | View article |
| SSO and SCIM Setup | View article |
| Managing Permissions Settings | View article |
| Multi-Team Management | View article |
| Adding and Managing Licenses | View article |
| Smart Privacy Screen | View article |
| Customize Account Branding | View article |
| Enterprise Academy (all resources) | View category |