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, 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

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 codes, upload 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.

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Learn about Workflows and Settings.