Access Profile Permissions - Chat

🎯 Objective

In this article, you will learn how to configure permissions for the Chat section in netLex. You will understand how to manage internal and external communication in documents, controlling who users can mention and notify through customized profiles.

This article contains the sections:

• Understand how your access works
• Customized Profiles: The key to personalization
• Details of Chat section items
• From/To: Access Profile vs. Folders

⚠️ Warning: The availability of this functionality is being carried out gradually. Therefore, if it is not yet available in your environment, don't worry: it will be automatically updated soon!

🔍 Understand how your access works

Communication within the netLex platform is directly linked to double security validation. For a user to be able to use the chat and mention tools, their Access Profile must allow the action, and the folder shared with them must also provide for this level of interaction.

The Prevalence Rule ensures that company guidelines are respected:

• 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 important to emphasize that detailed configuration of who a user can mention in the Chat is only possible through Customized Profiles.

Predefined profiles (Viewer, User, Power User, and Admin) have fixed settings that cannot be changed. 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 Chat section items

The Chat section consists of permissions that control the visibility and notification of people during document collaboration:

• Tag contacts: Allows the user to mention (using "@") external contacts in the document chat. This facilitates direct communication with clients or suppliers.
   

• Tag internal users: Authorizes the user to mention other company employees who have a netLex account. When tagged, these users receive notifications, speeding up the internal workflow.

  Learn more by reading Document Chat.
   

📊 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:

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 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 the Folder settings for the Chat functionality:

Group (Profile)	Item (Access Profile)	Group (Folder)	Item (Folder)
Chat	Tag contacts	Chat	Tag contacts
Chat	Tag internal users	Chat	Tag internal users