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Setting user rights in a Cognidox security profile 

Assign users and rights within a security profile

After creating a security profile in Cognidox, the next step is to define who can do what. This article explains how to assign owners, user groups, and specific rights within a profile—ensuring each user has exactly the level of access they need.

 

Assigning Profile Owners

Owners of a security profile can manage the security settings for documents using that profile.
By default, the creator is added as an owner—but this can (and often should) be changed.

For example:

  • Remove yourself if you're only setting up the profile.

  • Add a relevant stakeholder (e.g. HR Manager) who is responsible for the documents.

Click Set Owners to save your changes.

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Adding Users and Groups

Under the next portlet, you’ll see lists of:

  • User accounts

  • User groups

  • Virtual groups (e.g., <Document Creator>)

You can assign:

  • Specific user groups (e.g. “HR Team”)

  • Virtual groups like <Document Creator> to define rights for whoever uploads a document

After selection, click Set Users and Groups to save.

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Understanding Document Rights

Each user or group can be granted or denied specific actions, such as:

  • Add Version – Upload drafts or issue versions

  • Add Issue Version – Upload only issue versions

  • Alter Document Properties – Edit document metadata

  • Approve Document – Approve document versions

  • View Draft / View Old Approved Versions

  • View Review History – See review records

  • View Document – View PDF, web view, or document holder

  • View Master Version – Download the original/master file

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How Rights Toggles Work

Each right has a toggle switch:

  • Grey (default) – No explicit setting; follows system defaults

  • Green – Right is explicitly granted

  • Red – Right is explicitly denied

⚠️ Important: Granting a right to a user or group removes it from others unless they’re also added and granted that right explicitly.

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Use Case: HR Document Access

Imagine an HR department with sub-categories for each employee:

  • The HR Manager should have full access.

  • The HR Team should be able to view current versions and review history.

  • The Document Creator (employee) should be able to upload and view their own documents, but not approvethem.

After setting these rights:

  • Add a comment to record the change in the audit trail.

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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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