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Introduction to the Cognidox Extranet

How to share documents securely with external users

The Cognidox Extranet enables you to securely share approved documents with external users — such as partners, clients, or public stakeholders — without giving them access to your internal Cognidox environment.

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What Is the Extranet?

The Extranet is a separate, secure server designed for publishing selected documents from your main Cognidox system to users outside your organisation.

It is ideal for:

  • Sharing documents with external partners or licensees

  • Providing public access to approved content

  • Maintaining strict security separation from internal systems

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Why Use It?

  • Security by Separation: Only approved documents explicitly published to the Extranet are available to external users.

  • No Need for Broad Access: External users don’t require access to the main Cognidox platform.

  • Trusted Infrastructure: The Extranet runs on Drupal, benefiting from regular industry-standard security updates — including those trusted by the UK government.

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How It Works

The integration between Cognidox and the Extranet is driven by:

  • Licensees: User groups set up to represent external organisations.

  • Licenses: Permissions that link specific licensees to specific documents.

By creating these links, you control who can access what on the Extranet.

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Built-In Safeguards

Cognidox includes several safeguards to prevent accidental publication:

  • Only approved documents can be published to the Extranet by default.

  • A checklist system helps enforce your publishing policy.

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Supporting Features

The Extranet can be enhanced with optional features:

  • Document holders: Bundle documents into a single, logical package

  • License agreements: Ensure access is tied to terms

  • Web archives: Provide a snapshot of reference documents

  • Document feedback: Collect comments or questions from licensees

  • Beta access: Limit early-access documents to trusted partners

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Need Help?

If you're unsure whether your current process is compatible or you want to verify setup options, reach out to us at support@cognidox.com.

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Further information

Online help pages:

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