Access Profile Permissions - Data Management

🎯 Objective

In this article, you will learn how to configure the permissions for the Data Management section in netLex. You will understand how your access profile and folder sharing work together to manage attributes, key information, and analytics dashboards, as well as get detailed knowledge of each feature available for custom profiles.

This article contains the following sections:

• Understand how your accesses work
• Custom Profiles: The key to personalization
• Details of the items in the Data Management section
• Mapping: Access Profile vs. Folders

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

🔍 Understand how your accesses work

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

The effective granting of access happens 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 access, the more restrictive folder access prevails.
• If the folder access is higher than your profile, your profile limit will be maintained.
   

🛠️ Custom Profiles: The key to personalization

It is important to highlight that the detailed configuration of each technical checkbox in the Data Management section is only possible in Custom Profiles.

The predefined profiles (Viewer, User, Power User, and Admin) have fixed and immutable configurations 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 the items in the Data Management section

Check what each feature allows you to do when enabled in a profile:

• Read properties: Allows the user to view the properties registered in the documents.
   
• Create, Edit, and Delete properties: Grants full management power over document properties. This permission is necessary for document creation via management questionnaire and smart document.
   
• Create metadata: Authorizes the creation of metadata, which are key information configured to appear highlighted in documents (used in Classic documents).
   
• Edit metadata: Allows changing the filling of existing metadata.
   
• Delete metadata: Enables deletion of metadata from the system.
   
• Read intelligence charts: Allows viewing the Intel charts.
   
• Create intelligence charts: Authorizes the user to generate new charts within Intelligence.
   

📊 Mapping: Access Profile vs. Folders

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

1. In the Access Profile: Defines what the user can do within the platform in general.
2. 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 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 the Folder settings for the Data Management section:
 

Group (Profile)	Item (Access Profile)	Group (Folder)	Item (Folder)
Data Management	Read properties	-	-
Data Management	Create, Edit, and Delete properties	-	-
Data Management	Create metadata	Metadata	Create
Data Management	Edit metadata	Metadata	Edit
Data Management	Delete metadata	Metadata	Delete
Data Management	Read intelligence charts	-	-
Data Management	Create intelligence charts	-	-