🎯 Objective
In this article, you will learn how to configure permissions for the Download, Upload, and attachments section in netLex. You will understand how your access profile and folder sharing work together to manage the entry and exit of external and complementary files, in addition to knowing in detail each feature that can be enabled in customized profiles.
This article contains the sections:
- Understand how your access works
- Customized Profiles: The key to personalization
- Details of Download, Upload, and attachments section items
- From/To: Access Profile vs. Folders
🔍 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 enough to grant permissions in folders by itself.
The effective release of access occurs through the combination of the access profile and folder sharing. Permissions are organized according to the guidelines described in the article: Sharing Folders.
This interaction follows the Prevalence Rule:
- If the folder access is lower than the profile, the folder's more restricted access prevails.
- If the folder access is higher than your profile, your profile's limit will be maintained.
🛠️ Customized Profiles: The key to personalization
It is fundamental to highlight that the detailed configuration of each technical checkbox in the Download, Upload, and attachments section is only possible in Customized Profiles.
Predefined profiles (Viewer, User, Power User, and Admin) have fixed and immutable settings to ensure standardization and compliance with the contracted plan. If your company needs a specific combination of permissions that does not fit the standard models, please contact the system administrator for more information.
📑 Details of Download, Upload, and attachments section items
Check what each feature allows when enabled in a profile:
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Download DOCX: Allows the user to extract the document from the platform in editable Microsoft Word format.
-
Download PDF: Authorizes the download of the document in PDF format (read-only).
Learn more by reading Document download.
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Upload documents: Allows the inclusion of files created outside netLex directly into a folder on the platform.
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Upload external documents: Enables the insertion of an external version for an existing document in netLex, replacing the main draft and breaking the link with the original questionnaire.
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Read attachments: Ensures the viewing of complementary files linked to a document.
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Create attachment: Authorizes the user to add new files to the attachments tab of a document.
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Delete attachments: Allows the permanent removal of files from the document's attachment list.
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Highlight attachments: Allows marking specific attachments so they stand out in the view.
Learn more by reading Linked attachments.
📊 From/To: Access Profile vs. Folders
For a user to be able to perform the actions linked to folder items, the system performs a double validation. This means that the desired permission must be enabled in both places simultaneously:
- In the Access Profile: Defines what the user can do within the platform in general.
- In the Folder Settings: Defines what the user is allowed to do specifically in that folder.
If the permission is checked in only one of these places, the user will not be able to perform the action. netLex will always adopt the most restrictive configuration 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 Folder settings:
| Group (Profile) | Item (Access Profile) | Group (Folder) | Item (Folder) |
|---|---|---|---|
| Download, Upload, and Attachments | Download DOCX | Downloads | Download DOCX |
| Download, Upload, and Attachments | Download PDF | Downloads | Download PDF |
| Download, Upload, and Attachments | Upload documents | External Documents | Upload documents |
| Download, Upload, and Attachments | Upload external documents | External Documents | Upload external version to document |
| Download, Upload, and Attachments | Read attachments | Attachments | Read |
| Download, Upload, and Attachments | Create attachment | Attachments | Create |
| Download, Upload, and Attachments | Delete attachments | Attachments | Delete |
| Download, Upload, and Attachments | Highlight attachments | Attachments | Highlight |
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