Users and Groups

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Users and Groups

Docsvault has a very mature and fine grained security implementation for access control to part of the repository and system level features. Docsvault uses users and groups to control permissions.



A group is a logical grouping of users. Groups make the assignment of security easier. Group define the security settings for users who perform particular roles - for example, Accountants, Sales Executive, Developers, Authors or  Editors. A Groups consist of one or more users and can control permissions for all its member users.



Group list


Administrators Group

Docsvault comes with Administrators as a system group that cannot be deleted. Any member of the Administrators group has unchallenged access to all parts of Docsvault System.


Read Only Group

This predefined group is applicable for Read-Only license users. By default members of this group have rights to List, Preview and Read. In other words, this type of user can only open and read documents in Docsvault. You can create your own Read-Only type of groups for different sets of Read-Only users.


Everyone Group. This is a built-in group. All users of Docsvault (excluding 'Read Only' group) automatically become members of Everyone group. The Everyone group is useful for applying permission and controlling access to resources that should be accessible by anyone. For example: Giving permission to everyone to initiate a workflow process.


Docsvault comes with some sample groups such as Managers, Scanners, Users and Previewers. The User may be added to a group based on, for example, their job description, their department, their location, and so on. Examples of groups include: 'Managers', 'Research', 'Marketing', 'Accounts', and so on.


You can customize the rights available in these groups or add new groups to combine different sets of rights. In this method, rather than assigning access rights to each user for each document, you can assign rights to a group, which consists of member users with similar roles. This makes it easier for an administrator or any authorized user to change permissions on any file or folder for many people at once.


For example:

Members of "Scanners" group by default will have limited rights of creating a new folder and file only. In other words, the actions these individuals can perform on the data are dependent on the rights assigned to the "Scanners" group for that particular cabinet or folder.




doc_security Security:

A user's rights precedes that of his/her group. So if both the user and his/her group are added to security table of any file or folder, only the users rights will be considered to check his/her security rights and the rights of his/her group will be completely ignored.




Assigning rights to the group





Types of Users

Docsvault operate under following licensing model. There are three types of user licensing available in Docsvault.


Internal Users

Internal user is a standard system user who is an employee of the organization. This may include managers, executives and other staff of the organization. The Internal user has access to Docsvault depending on the rights assign to him/her. This type of user is available in all the editions of Docsvault.


Read-Only Users

A Read-Only user is also a system user but has limited read-only rights. Read-only users, will only be able to read and download files from the repository where they are given access to. They are however part of the Docsvault user system and can view all internal document profiling, document notes and can participate in workflow. Read Only users can login to the system using both the Desktop Client and the Web Client.This type of User license is available in all the editions of Docsvault.


External Users

External users licensing is useful in situations when data needs to be shared outside of your organization with customers, vendors and other business associates. You can share up to 5 different folders (includes all subfolders for each shared folder) with each external user and can assign  read-only, create files and/or create folders rights to each shared folder. External users can login to the system using the same Web login URL as normal users but will see only their shared folders (and their subfolders) without any internal document notes, profiles etc. This type of User license is available in Docsvault Enterprise & Ultimate Editions.



Creating a User

In order to view and work with Docsvault files and folder, a user must be first created. You can add regular standard user and read-only user in Docsvault by one of the following methods.


Adding Users using Docsvault Authentication


Adding Users using Active Directory Authentication


To learn how to create a external user, see Adding External Users.