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Security profiles in action

How security profiles work in practice; how to test and confirm your security settings in Cognidox

Now that you’ve created and applied a security profile, how can you confirm it’s working correctly? This article walks through a practical example showing the effects of a security profile on different users—demonstrating how Cognidox enforces document access restrictions.

 

Scenario Overview

We’ll continue with the example of the HR department, where each employee has their own sub-category for uploading personal documents (like certifications). The profile ensures:

  • HR Managers have full access

  • HR Team members can view and track documents

  • Employees can access and upload their own files

  • Other users are blocked from accessing documents that don’t belong to them

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How Access Differs by Role

Let’s walk through what different users experience:

  • HR Manager – Can browse the full category structure, access all employee folders, and manage document settings.

  • HR Team Member – Cannot see any content until specifically granted access. Even within a shared department, permissions must be explicitly assigned.

  • Regular Employee – Can only access their own folder, where they can upload and view documents.

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Uploading Documents as an Employee

An employee can:

  • Log in

  • Navigate to their designated folder

  • Upload documents (drafts or issues)

  • See their own documents and revision history

They cannot view folders or documents belonging to other employees—even if they know the part number or direct URL.

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Confirming Security Settings

When a different employee attempts to:

  • Access another’s folder – They are blocked.

  • Search for a known document – It doesn’t appear in results.

  • Manually enter the document URL – Access is denied.

The system also provides a list of document owners, so access requests can be directed appropriately.

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Benefits of Fine-Grained Control

This example highlights how Cognidox security profiles:

  • Ensure confidentiality for sensitive documents

  • Empower teams to control their own access policies

  • Reduce the risk of unintentional data exposure

  • Enable seamless collaboration with well-defined boundaries

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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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