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Using security profiles

Apply security profiles in Cognidox

Once you’ve created a security profile and configured user rights, the next step is applying it to documents and categories. This article shows how to apply security profiles in Cognidox, how inheritance works, and how to manage access across document hierarchies.

 

  

Applying Profiles to Categories

To apply a security profile to a category:

  1. Navigate to the category in the folder structure.

  2. Click Security to open the settings.

  3. Under the Security Profiles tab, select your profile from the list.

This assigns the selected profile to the category, ensuring that any new documents created there will follow the security rules defined in the profile.

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Understanding Inheritance Options

When applying a profile, you can choose:

  • Inherit from parent – Use the security settings of the parent category.

  • Pass to sub-categories – Extend the current category’s settings to any sub-categories.

  • Apply profile to this category only – No inheritance in either direction.

These options give you flexibility in how broadly the profile's rules are applied across the document hierarchy.

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Using Multiple Profiles

If your Cognidox system is configured to allow multiple profiles:

  • You can apply more than one security profile to a category.

  • New documents can inherit all profiles or let users manually choose which profile to apply.

This is useful when different documents in the same category need different access levels.

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What Happens to Existing Documents?

When applying a new profile, you’ll be prompted to choose how it affects existing documents:

  • Apply to all existing documents

  • Replace any previous profiles

  • Do nothing (only new documents will be affected)

Make this decision carefully to avoid disrupting access to existing files.

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Category Indicators and Insights

After applying a profile:

  • A padlock icon will appear next to the category.

  • Clicking the icon shows a summary of the active security settings.

This visual cue helps quickly identify categories with restricted access.

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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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