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Creating security profiles in Cognidox

Controlling document access with security profiles

Security profiles in Cognidox provide fine-grained control over who can view, edit, and approve documents. In this article, we walk through the process of creating a security profile using a practical use case, highlighting how to configure permissions for different teams and roles.

 

What Are Security Profiles?

A security profile defines the access rules for documents. It groups users or user groups and specifies what each group can do—such as uploading, reviewing, or approving documents. Profiles can be applied to documents or categories and help ensure sensitive content is shared only with the right people.

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Use Case: Finance Document Access

In this scenario:

  • Fiona, head of Finance, needs exclusive approval rights.

  • Her team should be able to upload and edit documents.

  • Senior Management needs read-only access to the latest approved versions.

  • All other users should be restricted from accessing the documents.

Security profiles are ideal for this situation because we want to control document content access—not hide the documents completely (which would require a Private Workspace).

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Step-by-Step: Creating a Security Profile

  1. Navigate to the Security Profiles Page:

    • From the home page:
      Action Sidebar → Manage Cognidox → Users, Groups and Security → Manage Security Profiles

  2. Create a New Profile:

    • Enter a name and description (make it meaningful for others).

    • Set a priority (to determine display order).

    • Optional: Define a custom watermark for documents.

    • Add managers for the profile—these users can modify its access rules.

  3. Save the Profile:

    • Click Add Security Profile to create it.

    • A confirmation message will appear once the profile is successfully created.

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Best Practices for Profile Setup

  • Always include a clear description to help users understand the profile’s purpose.

  • Assign at least one manager to maintain and update the profile.

  • Consider setting default profiles on categories to streamline access control for new documents.

  • Use specific names (e.g., “Finance – Internal Only”) to reduce ambiguity.

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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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