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Creating and Managing User Groups in Cognidox

How to create and manage user groups in Cognidox 

User groups in Cognidox help you organize users and manage document access efficiently. This article explains the two types of user groups, how they differ, and how to create a group for use in your security profiles and workflows.

 

What Are User Groups?

User groups are collections of users that can be used to:

  • Assign document access rights in security profiles

  • Manage workflow and review processes

  • Control visibility of documents and categories

They simplify permissions management by applying rules to a group rather than individual users.

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Role Groups vs. User Groups

Cognidox defines two types of groups:

Type Purpose
Role Groups Control access to Cognidox features and tools (e.g., Admin, Power User)
User Groups Control access to documents and categories
 

While role groups govern system functionality, user groups are used for document security.

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Creating a New User Group

To create a user group:

  1. Go to the Users, Groups and Security section from the Cognidox management panel.

  2. Click Group Management → Create User Group.

  3. Fill in the group details:

    • Name and Description

    • Group Email Address (optional—for review/approval notifications)

  4. Choose whether it’s a Limited Access Group (covered in the next article).

  5. Select the users to include in the group:

    • You can select them manually or upload a file.

  6. Choose Group Managers—typically team leads who can add/remove users.

Click Create Group to finish.

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Assigning Users and Managers

  • Managers can modify group membership.

  • Users inherit access granted to the group in any assigned security profiles.

  • Groups can be reused across profiles, reducing setup complexity.

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Practical Uses of User Groups

  • Assign security profiles to entire departments (e.g. HR, Finance, QA)

  • Use shared group emails for review notifications

  • Manage access quickly when onboarding new team members

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Further information

Other knowledge base articles

Online help pages

There are plenty of help pages on this topic – just search for "security". Here are some examples:

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