One of the most common support questions we receive at Optiable: you’ve just added a new user to NetDocuments, but they can’t see certain cabinets. The user logs in, and the cabinet is missing.
The good news? This is almost always an easy fix once you understand what’s happening.
The Root Cause: Missing Group Membership
NetDocuments uses Groups to control access to cabinets. Individual users don’t get direct cabinet access—they inherit it through Group membership.
Here’s the typical scenario:
- Admin creates a new user account
- User logs in but can’t see certain cabinets
- Admin realizes the user wasn’t added to the right Group(s)
Bottom line: If a new user can’t see a cabinet, they haven’t been added to the Group that has access to that cabinet.
Optiable’s Best Practice: One Group Per Cabinet
When we set up NetDocuments, we create a dedicated Group for each cabinet. This makes managing access straightforward and eliminates confusion.
For example, if you have Client, Admin, and Forms cabinets, we create:
- Cabinet – Client – Full Access→ Full Access to the Client’s cabinet
- Cabinet – Admin – Full Access → Full Access to the Admin Cabinet
- Cabinet – Forms – View Access → View only access ot the forms cabinet
Why this works:
- Crystal-clear permissions – Anyone can instantly understand what each Group controls
- Simple troubleshooting – Can’t see the Client cabinet? Add them to the Client Group
- Easy onboarding – No complex hierarchies to learn
- Precise control – Users join only the Groups they need
For instance, an attorney might be in the Client, Forms, and Admin Group, while an administrative assistant is only in the Client and Forms group.
How to Fix It: 3 Simple Steps
Step 1: Identify the Right Group
- Go to the NetDocuments Admin Console
- Navigate to the cabinet that the user can’t see
- Check which Group(s) have access to this cabinet
Step 2: Add the User to the Group
- Go to Users and Groups → Groups
- Open the correct Group
- Click Edit Group or Add Members
- Select the new user and Save
Step 3: Verify Access
- Have the user refresh their browser or log out/in
- Confirm that the cabinet now appears
The cabinet should appear immediately. If not, wait a few minutes for permissions to sync.
Quick Troubleshooting Tips
- Multiple Group requirements: Some cabinets require membership in multiple Groups. Check the cabinet’s security settings.
- Repository access: Users must have repository-level access to view any cabinets. Verify this first if they can’t see anything.
Conclusion
Cabinet visibility issues are common but easy to fix—just add the user to the appropriate Group. By implementing a clear structure, such as our one-Group-per-cabinet approach, you can prevent these issues and ensure new users have the right access from day one.
Need Help with NetDocuments?
Optiable has completed over 540 NetDocuments implementations. Whether you’re dealing with access issues, planning a migration, or optimizing your configuration, we’re here to help.