NetDocuments security can be very simple or very complex. All levels of access are based around the following values of

V = Views

E = Edit

S = Share

A = Administer

Key Concepts

  • All Rights are accumulative - ie if a person has V rights then is added a group that as VESA rights then they have VESA rights
  • No Access - When No Access is apply this over rules all other levels of access. No Means No. (Access)

Whilst those levels may be obvious the following table details the access levels each provide.



Access Description



A user can:

  • View the contents of a document, folder, saved search, discussion, workspace etc. in a cabinet or ShareSpace either in the application or in the Preview Pane/Viewer. 
  • View the History of a document.
  • View the Access List of a document.
  • Add documents to a cabinet.

 The user with V-only rights cannot:

  • Edit a document or document’s profile.
  • Place items into a folder.


An External User who only has View rights to a document cannot make a copy of a document (using the NetDocuments Move/Copy function), or
 email a copy of a document from NetDocuments.


(The external user can use the Email Link option to send a link to others who have access to the document, unless the cabinet flag to not allow this has been set by the Cabinet Administrator).



A user can:

  • Modify the contents of documents in a Cabinet or ShareSpace.
  • Create or modify versions of a document.
  • Edit a document's profile including renaming the document.
  • Add new documents (not subfolders) into a folder.
  • Remove (unfile) documents from a folder.


A user cannot:

  • Rename a folder.
  • Create a subfolder. 
  • An External user has to have Edit AND Share to view the History of a ShareSpace or a document. 




A user can:

  • Share a document in a Cabinet with other users of the Cabinet. This means that with Share rights you can add other users to the ACL up to but not exceeding your own access. 
  • Share a ShareSpace with other users (inside or outside of the cabinet).
  • A user has to have Edit and Share rights to a folder to create a subfolder.  


A user cannot:

  • Remove anyone from the ACL or modify existing users' access including any that they have added. 

An External user with Edit and Share rights can see the History of a document or ShareSpace.

An External User needs Share rights to see the Access List.




A user can:

  • Delete a document or a ShareSpace.
  • Delete a version of a document.
  • Force the check-in of a document.
  • Add people to an ACL.
  • Change the rights of users already in an ACL.
  • Remove other users from an ACL.
  • Rename a folder.


No Access


A user cannot see a document, ShareSpace, folder, etc. when their name is listed as "No Access" in the access list.  So one user may see several documents in a folder while another user may see only one or no documents in a specific folder depending on the rights.