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.

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Learn how user levels, groups, and permissions are used for access control so you can protect confidential or proprietary assets and data. You'll decide how many user groups you need, which actions users are allowed to perform, and how to create user accounts.

5 things to know about NetX users

NetX offers a two-dimensional approach to access control - user groups and user levels.
Permissions are granted by user groups and actions are controlled by user levels. While a user is assigned a single user level, they can belong to multiple user groups. This combination allows just the right amount of access - not too much, and not too little.
User levels define the actions a user can perform.
The ability to view, download, edit metadata, delete assets, or alter site configurations are examples of actions that are controlled by user level. NetX has seven user levels available, ranging from No Access to Administrator (full access).
Permissions define where (on which assets) those actions can be performed.
Before users can perform actions on assets, they must be added to a group that is granted permission to those assets. Permissions typically link groups of users to folders of assets. User group permissions can also be fine-tuned using custom attribute values.
User groups aren't only for folder permissions.
User groups help facilitate many workflows in NetX, such as: sharing collections, searches, and reviews; requiring approval or justification for certain downloads; receiving email notifications; reporting on system use statistics; controlling view and edit permissions for attribute fields; accessing API custom actions.
Your choice of authentication options.
Create NetX user accounts via manual entry, CSV spreadsheet import, end-user self-registration, SAML based single sign-on (SSO) integration, or Directory Server (LDAP) integration. Different authentication methods can be used simultaneously for different types of users (internal vs external). Portals can be set up for unauthenticated access.

Best practices

Keep it simple.
Add users to groups, add assets to folders, and create permissions that link groups to folders. Even though you can add permissions to individual assets or users, we don't recommend it. Use custom attributes to control access for certain restricted assets when it's not possible to isolate those assets in a separate folder.

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 set to No Access user level 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 and the automated emails that are sent. 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

Users & permissions Authentication User group workflows

Tips and tricks

Manage user passwords and email notifications via data file import. When creating new user accounts via data file import, adding a "Password" column with values for each user will set passwords and prevent the account setup email from being sent. Omitting the "Password" column, or leaving it blank, will send an account set up email to prompt new users to set their own password.

To send a password prompt email to existing users, add the "Password" column—leaving it blank—and import the data file to update existing users.

Set up a generic service user account that's maintained by your administrators. This is an account not in use by a specific employee and that will not be deleted or set to No Access. We recommend using a service account: for creating permanent share links, embed codesupload request links, and shared user attribute sets; for use with API or Hootsuite integrations; and when importing files via NetX I/O.

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. 

View all members of a specific user group from the 'Selected' tab in the group management panel.

If using attribute-based Access Filters, configure the custom attribute and associated vocabulary first, then set up your Access Filters from the Groups window. To avoid unauthorized changes to the Access Filter 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.


  • Meet with your Core Team to develop your permissions strategy.
  • Define groups for folder access and choose which user levels to employ.
  • Review your folder structure - changes may be needed for appropriate access control.
  • Identify any special authentication requirements.
  • Complete the Users Onboarding Worksheet and the Permissions Onboarding Worksheet.
  • Be prepared to discuss with your Onboarding Specialist.

Up next...

Learn about Workflows and Settings.

Review your permissions strategy with your Onboarding Specialist and read about File and Data Ingest.

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