20 articles
Sharing and Access Control
Sharing, permissions, users, departments, roles, visibility, and audit access patterns.
Start with these sharing and access control guides
Use these articles to learn the core concepts, complete common tasks, and troubleshoot the most frequent questions in this DeskDox area.
Articles in this section
Access Control Overview
DeskDox access control is the set of user, role, department, permission, folder, document, and audit controls that decide what a signed-in person can see or do.
2 min readDepartments Overview
A department is an organizational grouping such as a branch, team, or unit. DeskDox uses departments to organize users and to support access decisions.
1 min readRoles Overview
A role is a named access profile that can be assigned to users. DeskDox uses roles to grant administrative capabilities, workflow administration, lifecycle management, do
1 min readWorkflow User Side Overview
Understand where assigned workflow work appears, why workflow tasks differ between users, and how workflow connects to documents.
3 min readAssign Roles to Users
Open `/app/admin/users`, create a user or edit an existing user, then use the `Roles` checkboxes. You can assign multiple roles to one user when the checkboxes are availa
1 min readAssign Users to Departments
Open `/app/admin/users`, create or edit a user, then choose the department from the `Department` dropdown. The browser-confirmed UI makes department mandatory for normal
1 min readCreate or Edit a User
Open `/app/admin/users` and use `Create user` when it is visible. DeskDox includes that user creation is restricted to users with the required system administration or us
2 min readDepartments List and Actions
Open `/app/admin/departments` to view and manage departments. DeskDox includes search, active/inactive filtering, sorting, pagination, and admin-only access.
1 min readRoles List and Actions
Open `/app/admin/roles` to view the role catalog. The list shows role name, description, assigned user count, and whether the role is custom, system, or protected.
1 min readShare a Document
Use internal sharing to give another DeskDox user access to a document without moving the document to another folder.
1 min readRole Permission Matrix
Open a role from `/app/admin/roles`, then use `/app/admin/roles/:id` to review and update permissions. The user list includes the permission matrix and DeskDox uses assig
1 min readAccess Control Audit Log
Open `/app/admin/system/settings/audit` to review the security audit log when your account has permission. The user list includes the route and screenshot.
1 min readDepartment SLA Dashboard
Use `/app/admin/workflows/departments` to monitor department-level workflow throughput and SLA breach performance.
1 min readManage Public Links
Use a public or secure link when a document must be viewed outside normal internal DeskDox user access.
2 min readPermission-Based Visibility
DeskDox hides or disables menus, buttons, tabs, and row actions when your account lacks the required role, permission, department scope, folder access, document permissio
1 min readSignature Requests User Guide
Find signature requests assigned to you and understand how signatures can relate to workflow tasks.
2 min readUnderstanding Activity and Audit for Sharing
Task guidance for tracking document sharing and access changes in the Activity and Audit logs.
2 min readUnderstanding Document Permissions
Task guidance for understanding how document permissions are structured and displayed.
3 min readUser Status, Password, and Access Actions
User access actions are admin-only. On `/app/admin/users`, the user list includes row actions for `Deactivate` and `Reset Password`; DeskDox also supports active status u
2 min readView Document Activity and Audit Trail
Use the Activity and Audit tabs to review document history, including views, downloads, workflow events, permission changes, sharing events, and other compliance-relevant
1 min read