Document access rights

​

What document access rights control

Document access rights decide what each user group can do with documents of a given document type — view them, create them, modify keywords, delete, print, mail, manage revisions, and more. They are the layer that governs day-to-day work with documents, granted per document type and per user group. You manage them under Admin settings → Documents → Access rights (open Admin settings from your profile menu at the bottom-left of the sidebar). Edit them two ways:

• By document type — pick a type and set every group’s privileges on it.
• By group — pick a user group and see, across all document types, what it can do.
• Group privileges — pick a user group and set its global document privileges, its general privileges, and the document types it is scoped to.

​

The privileges

Privileges are grouped into three categories. Grant only what each group needs.

​

Documents

Delete is the right behind deleting documents in Nobly Insight, one at a time or several at once from search results. A security keyword rule can still refuse the Delete operation for a particular document. A deleted document no longer appears in searches, is recorded as deleted in its history, and moves to the archive trashcan. Nobly Insight cannot restore it from there: an administrator can only purge it permanently. Grant Delete only to groups that should remove documents outside the retention process.

​

Keywords

​

Revisions & versions

​

Granting access

1. Open Admin settings → Documents → Access rights and choose the by document type or by group view.
2. Select the document type (or group) to edit.
3. Tick the privileges each group should have. Changes are held as a draft.
4. Save to apply, or Discard to revert.

​

Bulk grant

To give a group a common set of privileges across many document types at once, use Bulk grant. Pick a privilege set — for example a read-only or contributor preset — and apply it to several types in one action, instead of editing each type individually.

​

General privileges

A few privileges belong to the user group itself rather than to a document type. Document types never inherit or override them, so they don’t appear in the access matrix. To grant or revoke one:

1. Open Admin settings → Documents → Access rights and choose the Group privileges view.
2. Select the user group.
3. Under General privileges, tick or clear the privilege. The change is held in the same draft as the group’s other edits.
4. Save to apply, or Discard to revert.

Grant a general privilege to a group of the account that needs it. For a script or workflow, that is the group of the service account the script calls Insight with. To change general privileges you need the Manage user groups permission, plus View document structure to open this screen. Maintaining an autofill set’s values on the Autofill keyword sets screen doesn’t use the Keyword Sets privilege. That screen is governed by the keyword configuration permissions.

​

Where to read next