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Managing licensees

Set up licensees and contacts to manage who can access your Extranet documents

To publish documents to the Extranet, you’ll first need to create licensees. A licensee is an organization or team (not an individual) that will receive access to published documents. Creating licensees requires specific user roles, so check the online help or contact support if you’re unsure.

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Adding a licensee

From the Cognidox dashboard:

  1. Click View information about licensees in the action bar.

  2. In the Licensee Information portlet, click Add Licensee.

  3. Enter the required information:

    • Name (mandatory)

    • Logo (optional)

    • Status and Tier 1 Status: These are metadata fields not used by the Extranet.

    • Expires: Set a date to automatically deactivate all contacts under this licensee (if enabled in Workflow Options).

    • Address: Metadata for internal reference.

    • Support Contact and Account Manager: Assign Cognidox users as points of contact.

  4. Click Add Licensee to save.

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Adding Licensee contacts

To add individual users (called licensee contacts):

  • Go to the Contacts tab of the licensee’s page.

  • Click Add Contact and fill in the required fields:

    • Login must be unique and will have a prefix based on the licensee.

    • Email must also be unique per contact.

    • Active Terms: Must be checked to allow access.

    • Email Notifications: Enable if the user should get alerts when documents are updated.

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