Access Profile Permissions - Documents – netLex | Help Center

🎯 Objective

In this article, you will learn how to configure the permissions for the Document section in netLex. You will understand how your access profile and folder sharing work together to ensure data security, in addition to getting a detailed look at each feature that can be enabled in custom profiles.

This article contains the sections:

Understand how your access works
Custom Profiles: The key to personalization
Detailing the items in the Document section
Mapping: Access Profile vs. Folders

⚠️ Notice: The release of this feature is being carried out gradually. Therefore, if it is not yet available in your environment, do not worry: it will be automatically updated soon!

🔍 Understand how your access works

The Access Profile determines the maximum limit of actions a user can perform on the platform. However, it is not sufficient to grant permissions in folders by itself.

Effective access release happens through the combination of the access profile and folder sharing. Permissions are organized according to the guidelines described in the article: Folder Sharing.

Prevalence Rule:

If folder access is lower than the profile, the most restrictive access from the folder prevails.
If folder access is higher than your profile, your profile's limit will be maintained.

🛠️ Custom Profiles: The key to personalization

It is essential to highlight that the detailed configuration of each technical checkbox in the documents section is only possible in Custom Profiles.

Predefined profiles (Viewer, User, Power User, and Admin) have fixed and immutable settings. If your company needs a specific combination of permissions that does not fit the standard models, contact your system administrator for more information.

📑 Detailing the items in the Document section

Check what each functionality allows when enabled in a profile:

Read all documents: Ensures that the user can see all documents in the folders shared with them, not just those they created.
Create document: Authorizes the creation of new documents based on available templates. If not selected, the user will not be able to create documents using the models in the folder shared with them.
Restore document version: Allows restoring previous versions of the document. When a document has been edited, you can access the history tab on the right side. From there, you can click on the three dots of a previous version and select the restore option.
Delete document: Allows deleting documents and restoring deleted documents.
Rename document: Authorizes changing document names.
Store compared version: Allows saving and accessing compared versions of documents. If not selected, the user will not be able to compare documents or save the comparison as a version.
Edit questionnaire: Allows including and editing answers in document questionnaires. If not selected, the user will also be unable to invite reviewers via questionnaire.
Comment on document: Allows adding comments to documents via the Editor. If not selected, the user will not be able to add comments or invite reviewers to "Comment".
Suggest changes: Allows making editing suggestions without changing the content directly. If this option is not selected, the user will not be able to invite reviewers to "Suggest changes".
Edit document: Allows editing content directly in the editor. If not selected, the user will not be able to edit directly via the Editor nor approve/reject reviews made via "Suggest changes".
Word Desktop: Enables document editing via Microsoft Word Desktop. If not selected, the user will not be able to edit via Word Desktop nor approve/reject reviews made via "Word Desktop".
Read templates: Allows viewing the templates. This permission is necessary for drafting documents based on templates in the folder.
Create review: Allows sending the document to be reviewed by internal or external people. The user also needs one or more Editing permissions to use this feature.
Share attachments in review: Allows access to the attachments tab when sending for review. Depends on the Create Review and Read Attachments permissions.
Advanced review settings: Allows access to the “Advanced” tab when sending for review, which includes: Allow main document download, Send PDF copy by email, Send automatic reminders, and Email language. Depends on the Create Review permission.
Create notes: Enables adding notes directly to the document by clicking on the history.
Share documents via email: Allows sharing the document as an attachment via email.

📊 Mapping: Access Profile vs. Folders

For a user to perform actions linked to folder items, the system performs a dual validation. This means the desired permission must be enabled in both places simultaneously:

In the Access Profile: Defines what the user can do on the platform in general.
In the Folder Settings: Defines what the user is permitted to do specifically in that folder.

If the permission is checked in only one of these locations, the user will not be able to perform the action. netLex will always adopt the most restrictive setting between the two.

To facilitate configuration, the table below shows the correlation between the items listed in the Access Profile and how they appear in the Folder settings.

Group (Profile)	Item (Access Profile)	Group (Folder)	Item (Folder)
Document	Read all documents	Document	Read all
Document	Create document	Document	Create
Document	Restore document version	Document	Restore version
Document	Delete document	Document	Delete
Document	Rename document	Document	Rename
Document	Store compared version	Document	Store compared version
Document	Edit questionnaire	Editing	Questionnaire
Document	Comment on document	Editing	Comment
Document	Suggest changes	Editing	Suggest changes
Document	Edit document	Editing	Direct Editing
Document	Word desktop	Editing	Word Desktop
Document	Read templates	Templates	Read
Document	Create review	Review	Create
Document	Share attachments in review	Review	Share attachments
Document	Advanced review settings	Review	Advanced settings
Document	Create notes	Other resources	Create notes
Document	Share documents via email	Other resources	Share attachments