User Access

User access in NetX is managed via user levels, user groups, and permissions for folders and attributes. NetX supports several options for user account creation.

5 things to know about NetX users

Best practices

Keep it simple.
Add users to groups > add assets to folders > create permissions that link groups to folders. Even though you can add permissions to individual assets or users, we don't recommend it. 

Group users by access, not actions.
Create user groups based on the folders that different users need access to. Don't group users by the actions they need to perform — that's where user levels come into play. Groups can contain users with a myriad of user levels.

Expiration instead of deletion.
The user expiration date is helpful when creating temporary user accounts or when user access needs to be revoked. Expired accounts are automatically suspended instead of deleting the account entirely. This ensures statistical information relating to the deleted user is retained in the system.

Make it easy for users to sign up.
Flexible options for self-registered user accounts give you control over a user's initial access. New users can be allowed access to all content, a limited selection of content, or not allowed in at all until approved. If your organization already authenticates with single sign-on, consider an SSO integration for internal users to access NetX. 

Get everyone up and running at once.
If you're not using self-registration or SSO, Admins can easily import user data via .csv file to batch create new user accounts and pre-assign user levels and groups. NetX can automatically email new users and prompt them to set a password to log in to the system.

How-to articles

Tips and tricks

End-users can manage their personal settings and profile information from the User Profile menu. They can also access Help and Contact links from this menu.

Use the filter box to quickly find information. In the systems area, the list of Users can be filtered by user name, email, or user level. You can also filter the Groups and Permissions lists to save time.

Set up a generic service user account that's maintained by your administrators. This account is not in use by any specific employee and will never be deleted or suspended. We recommend using a service account for: creating permanent share links, embed codes, upload request links, and shared user attribute sets; for use with API or Hootsuite integrations; and when importing files via NetX I/O.

If using attribute-based Restrictions, configure the custom attribute and associated vocabulary first, then set up your Restrictions from the Groups window. To avoid unauthorized changes to the values, limit user access to the relevant attribute fields either by user-level or by user group with Attribute Permissions.

When a folder permission is created or altered, all assets in the system will be reindexed. Plan to execute configuration changes in off-peak hours since a full reindex may impact performance.

Manage new user passwords and email notifications via data file import. To set passwords on behalf of users and prevent the new user set-up email from going out, add a "Password" column and enter passwords for each user. If the "Password" column is omitted or left blank when new user accounts are imported using a data file, NetX will instantly send an email to prompt new users to set their own password.

To bulk send a password prompt email to existing users, export user data, then add a "Password" column leaving the values blank. Reimporting this data file will update existing users and trigger the password reset email. NetX Admins can also trigger password prompts to individual users by checking the "Autogenerate password" box in the User Account window.

Up next...

Learn about Workflows and Settings.