Affinity Consulting Blog

There are many ways to configure access rights in NetDocuments. A user's access to a particular document or folder will depend on which combination of features are applied. This document describes the levels of access that an individual or group can have for documents and folders, the basic levels of security access, referred to as VESA.

Basic Levels of Access

View: A user can View the contents of a document, folder, Saved Search, ShareSpace, etc. either in the application or with the Viewer. The user cannot Edit the document or the Profile. A user who only has View rights to a folder cannot place items into that folder. An External User who has View only rights to a document cannot make a Copy of a document, or Email a copy of a document from NetDocuments (the external user can use the Email Link option to send a link to others who have access to the document unless the Cabinet flag to not allow this has been set by the Cabinet Administrator).

Edit: A user can modify the contents of documents in a Cabinet or ShareSpace. A user can create or modify versions of a document. A user can edit a document's profile including renaming the document or item. A user has to have Edit AND Share to view the History of a ShareSpace. A user can add new documents (but not subfolders) into a folder.

Share: A user can share a document in a Cabinet with other users of the Cabinet. This means that with Share rights you can add other users but cannot remove existing users' access and you cannot give any user more rights than you have. A user can share a ShareSpace with other users (inside or outside of the cabinet). A user has to have Edit and Share rights to a folder to create a subfolder. An External user with Edit and Share rights can see the History of a document. An External User who does NOT have S rights, cannot see the Access List.

Administer: A user can delete a document or a ShareSpace. A user can delete a version of a document. A user can force the check in of a document. A user can remove other users from the Access List of a document or a ShareSpace, change the rights of users already in the Access List and add people to the Access List with full rights (VESA). A user can rename a folder.

No Access: A user cannot see a document or ShareSpace, or folder, etc. when their name is listed as "No Access" in the access list. So one user may see several documents in a folder while another user may see only one or no documents in a specific folder depending on the rights.

No Access Means NO ACCESS

When "No Access" is applied to a user or group, the document is completely invisible to the user(s).

NOTE: A user will have VESA access to all documents they import, in addition to the cabinet default access.

Understanding the basic levels of security will help you determine how best to secure your documents.

Let us know if you're interested - we can show you a demo and give you a project estimate to implement this great add-on to NetDocuments, contact This email address is being protected from spambots. You need JavaScript enabled to view it..

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