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.

In this article Ask your team Extra help
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 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, or delete assets 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 the system, 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.
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 for different types of users (internal vs external). Portals can even 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 group assets together in a folder.

Group users by access, not actions.
Create user groups based on the folders or types of assets 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 allow you to control a user's initial access and when automated emails 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. Bonus — NetX will automatically notify new users that they can set their password and 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. 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; when connecting to NetX I/O; and for Hootsuite or Public API integrations.

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.

Prevent system emails from going to No Access users. In certain configurations, automated emails may still go out to No Access users. To avoid this, in the Edit User window, click More Info, and scroll down to uncheck the Receive Email option. You can bulk edit the Receive Email option via .csv by changing the value to No.

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.

BEFORE YOUR NEXT ONBOARDING MEETING

  • 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.


BEFORE YOU IMPORT ASSETS
Review your permissions strategy with your Onboarding Specialist and read about File and Data Ingest.

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