Limited access groups
Discover how to use Limited Access Groups in Cognidox
When collaborating with external users—such as suppliers, contractors, or clients—you need to ensure they only see the content intended for them. Limited Access Groups in Cognidox offer a secure way to grant access without exposing your wider document structure. This article explains how they work and how to set them up.
What Are Limited Access Groups?
A Limited Access Group is a special kind of user group in Cognidox designed for third-party users. Unlike regular groups:
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Members have no access by default
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Access is only granted when explicitly configured via security profiles or private workspaces
How They Differ from Regular Groups
| Feature | Regular Groups | Limited Access Groups |
|---|---|---|
| Default Access | Broad (unless restricted) | None (must be explicitly granted) |
| Ideal Use Case | Internal teams | External collaborators |
| Access to System Features | Same as any other user | Can still be an admin or reviewer |
| Visibility of Categories | Can browse | Can’t see anything not assigned |
When to Use Limited Access Groups
Use these groups when working with:
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Partners or clients
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Suppliers or contractors
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Auditors or temporary consultants
They’re perfect for providing controlled, compartmentalized access without risking visibility into your internal document tree.
Creating a Limited Access Group
To create one:
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Go to Users, Groups and Security → Group Management
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Click Create User Group
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Enter the name, description, and optional group email
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Enable the "Limited Access" checkbox
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Add users manually or via a spreadsheet upload
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Assign group managers to maintain the list
Once created, you can associate the group with a security profile or add it to a private workspace to give access to specific content.
Important Considerations
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Limited Access restricts document visibility, not feature access.
For example, a user can be both a Limited Access Group member and a Cognidox Administrator. -
Access still depends on what the group is linked to—being in the group doesn’t guarantee access until the profiles or workspaces are in place.
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Limited access users may not be able to browse to documents—you may need to guide them with direct links or use intuitive category layouts.
Further information
Other knowledge base articles
- Creating security profiles: the first of four articles on security profiles and user rights.
- Creating and managing user groups
- Private workspaces
- Limited access partners
Online help pages
There are plenty of help pages on this topic – just search for "security". Here are some examples: