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The User & Group Administration interface is where permissions are set for users and groups or users by members of the ssAdmin group. The interface allows you to select single or multiple users and/or groups of users, and to select single or multiple security components to configure.


  1. To access the User & Group Administration interface,fromthe GlobalSearch toolbar, select Administration, and then do one of the following:

    1. Select Users Management.
    2. In the vertical Administration menu, select Users & Security and click Go.

  2. To launch a guided tour of the features, do one of the following:

    1. Launch User & Group Administration in GlobalSearch for the first time and the tour automatically begins.
    2. Click the Information (I) icon, which appears on the GlobalSearch toolbar when in User & Group Administration.

  3. Click Next at each screen to continue the tour or click Skip to skip it.


User & Group Administration Help


Use the Security Components panel to set permissions for GlobalSearch components. You can select a single component. When it is selected, it turns grey and a checkmark appears to indicate selection.

To launch use GlobalSearch, users must have database access permissions to at least one database, even if they will never be working in a database. Users must also be assigned as a secured user or as a member of at least one secured group. Any user or group with security to any database displays in the Secured Users & Groups list. 

Permissions Status Indicators


  • Check Mark – Indicates that all selected users/group have the same permission set on all selected components.
  • Blank – Indicates that all selected users or groups have no permission on any selected components.
  • Dash – Indicates that selected users or groups have permission settings in conflict, where it impossible to indicate a consistent state. If you click Apply Security for a permission which is an inconsistent state, permission will be removed. Resolve the conflicted settings and then apply security changes again. Reasons for this include:
    • A selected user has different permissions on multiple selected components.
    • Multiple selected users have different permissions on a selected component.
    • Multiple selected users have different permissions on multiple selected components.


titleSet Security by Group

Set security by user or by group, but by group is strongly recommend. This makes security maintenance easier. For example, if you set permissions for Bette Smith based on her job as AP Division Manager, what happens when she gets promoted to Vice President? If you had created a group called “AP Division Manager” you could start with one group member (Bette) and when she goes to a different position, just replace Bette with Juan as the group member, without having to reconfigure all of the security settings.

titlePlaceholder Database

If your implementation can support multiple databases, consider having one database be the “GlobalSearch Access” database, to be assigned for users that will not be working within a “real” database. For example, if someone will be scanning to Inboxes in GlobalSearch and have no need to work within a database in which documents are stored, you would grant them access to the “Software Access Database.” This database would have no documents, not even any Archives, so users that have no need for database access other than to get into the software, granting access to this placeholder databased does the trick.

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