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Using private workspaces in Cognidox

Learn how to create and manage Private Workspaces in Cognidox 

When you need to restrict access at the category level, Private Workspaces in Cognidox offer a powerful way to isolate content for specific users or groups. Whether you're sharing content with external partners or controlling sensitive internal documents, private workspaces provide fine-grained visibility control.

 

What Is a Private Workspace?

A Private Workspace is a top-level category (and optionally, its sub-categories) that restricts visibility to selected users or groups. Unlike security profiles that manage document access, Private Workspaces manage category visibility itself.

Documents within a private workspace are completely hidden from users who aren't explicitly included.

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When to Use a Private Workspace

Private Workspaces are ideal for:

  • External partner folders (e.g. clients, contractors)

  • Internal departments with sensitive data (e.g. HR, Legal, Finance)

  • Multi-partner collaboration, where each partner needs separate, exclusive access

Use a Private Workspace when you need to hide the existence of documents and categories, not just control access to their contents.

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Creating a Private Workspace

  1. Navigate to the top-level category where you want to create the workspace.

  2. Click on Security → Private Workspace tab.

  3. Add a description to help identify the workspace’s purpose.

  4. Select the user groups or limited access groups who should see it.

  5. Add at least two managers—one as a backup to prevent lockout.

  6. Click Update Private Workspaces to save.

Once the top-level workspace is created, you can begin setting up sub-categories within it.

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Assigning Groups and Managers

  • Only users in the listed groups will see the workspace and its sub-categories.

  • Managers can update access settings and maintain control.

  • Assigning limited access groups ensures external users only see what they’re meant to.

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Workspace Inheritance and Structure

Sub-categories inherit visibility from their parent unless overridden. It’s best to:

  • Set up all groups and workspace managers first

  • Create sub-categories after the workspace is active

  • Avoid creating sub-categories visible to “Everyone” by default

This helps prevent exposure of partially configured partner folders.

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Tips to Avoid Lockouts

⚠️ Important: If no users or managers are added during setup:

  • No one can see or access the workspace—including admins.

  • Add at least one backup manager to ensure ongoing access.

  • Test visibility using dummy or test accounts before going live.

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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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