Access Profile Permissions - Archiving

🎯 Objective

In this article, you will learn how to configure permissions within the Archiving section in netLex. You will understand how your access profile and folder sharing work together to manage the structural organization of the environment, such as creating folders and defining naming prefixes, as well as discover the functionalities available for custom profiles.

This article contains the sections:

• Understanding how your access works
• Custom Profiles: The key to personalization
• Details of the Archiving section items

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

🔍 Understanding 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 folder permissions on its own.

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.

This interaction follows the Prevalence Rule:

• If the folder access level is lower than the profile level, the more restrictive folder access prevails.
• If the folder access level 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 Archiving section is only possible in Custom 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, contact your system administrator for more information.

📑 Details of the Archiving section items

Check what each functionality allows when enabled in a profile:

• Create folder: Allows the user to create new folders and subfolders.
• Update folder: Authorizes the modification of existing folders.
• Delete folder: Enables the deletion of folders from the platform.
• Share folder: Grants the user permission to invite other users, profiles, or teams to access a folder where they have Owner access.
• Advanced sharing: Allows managing specific access levels and detailed sharing restrictions. To manage these levels, the user must have Owner access to the folder.
• Read prefix: Allows viewing the configured document naming prefixes.
• Create prefix: Authorizes the creation of new prefix rules to standardize generated documents.
• Update prefix: Allows modifying existing prefix rules.
• Delete prefix: Enables the removal of prefixes from the system.