User Account Types and Roles


There are a variety of user accounts and roles in NetDocuments. 

User Accounts

Internal Users

These users are members of your firm. They are automatically members of the Internal Users Group. Your firm is billed based on the number of Internal User accounts you purchase. These users are only added by a Repository Administrator. 

These users may also be assigned as administrators, and may have some administrative functions delegated to them. These may be external users in another repository. 

External Users

These are people outside your firm (auditors, outside counsel, etc) to whom you give access to a workspace or a set of folders for an extended period of time. These users are also added to the repository by an Administrator. These may be internal users in another repository.

These users can NOT be administrators and generally have a reduced feature set. For example, cabinet administrators can allow/disallow them to create documents and folders in a cabinet, and to use Email Link.

ShareSpace User

These are also people outside your firm (such as a client). They are "guests" to your firm, and have access to a handful of documents over a short period of time via a ShareSpace.

They are users created by an Internal User when added to a ShareSpace. Each Internal User can create their own list of ShareSpace Contacts with whom they share documents with. ShareSpace Contacts are not added to your firm's repository by an Administrator, so they are often referred to as "non-repository users". These ShareSpace users can only have access to ShareSpaces (they cannot access folders or workspaces). However, both Internal and External users may also have access to a ShareSpace. 

ShareSpaces are designed for ad hoc and secure document sharing. There are no subscription fees for any ShareSpace guest users who are granted access to a ShareSpace. ShareSpaces can be created, filed in folders within your Cabinet and can be created at anytime by users without requiring administrative help. ShareSpace guest users only see the contents of the ShareSpace to which they have access and do not see your organization's Cabinet structure.

User Access Rights

Users can also be given "A" (Administer) access to specific documents, folders, or workspaces. This means they have full rights for that item, but are not necessarily Administrators to the cabinet or repository. Learn more about User Access Levels.


Some users can hold certain roles or be given rights to perform certain functions. 

Repository Administrator

Any Internal User can be defined as an Administrator. There are two types of Repository Administrators:

Full Admin - generally referred to as a Repository Administrator, this type of user has full access to all repository functions. They may or may not also be a cabinet administrator. Also, this type of "Admin" access is not to be confused with "A" access on a workspace, folder, or document. 

One or more Repository Administrators can be designated. NetDocuments recommends having at least two Repository Administrators. 

Member Admin - this type of Admin can only see the Add and Remove Users and Groups page. They can manage the repository's internal and external users and groups. They do not have access to any other repository-level administrative function. 

A repository administrator may or may not also be a cabinet administrator. 

A repository administrator can delegate some administrative functions to other Internal users: 

  • Create new cabinets - members of a user group can be given rights to create new cabinets in the repository.
  • Upload lookup tables - members of a user group can be given rights to upload lookup tables. These users will see the Upload Lookup Tables page. 
  • Manage devices - members of a user group can be given rights to manage devices that are connected to the repository. They cannot change any of the device management configuration settings. 


Cabinet Administrator

Any Internal User can be defined as a Cabinet Administrator. These users have access to the cabinet administration page, and can change any cabinet-level setting. Learn More about Cabinet Administrators

One or more Cabinet Administrators can be designated. NetDocuments recommends having at least two cabinet administrators. A cabinet administrator may or may not also be a repository administrator.

Repository administrators can delegate certain rights to cabinet administrators: 

  • Add external users - cabinet administrators can create external users and groups. This allows external users to be managed at the cabinet level rather than the repository level. 
  • Disable cabinet - a cabinet administrator can disabled a cabinet, or flag it as inactive. This means administrators can still see the cabinet to make changes to it, but end-users will not be able to see that it exists. 


Note also, there is a difference between being an Administrator versus having Administer access to a workspace, folder, or document. However, cabinet administrators have VSA access to everything in their cabinet.