Permissions for individual users made easier

Enhanced feature for those who use Next® for sensitive documents and want to manage individual users' access to these documents.

Next® comes with a rock-solid built-in permission control on all objects - documents, tasks, and configuration elements.

Basic permissions are defined using User groups, and Document types. Staff in Human Resources have access to Payroll and Employment contracts. Department Managers have access to Staff Plans etc. 

Enhanced permission management is often implemented using the optional Dynamic Permission Control, where you can assign permissions based on metadata. People in Sales West have access to Invoices, if Region is West. And people in Sales East, equally have access to Invoices, if and only if the Region is East. 

Managing permissions using User groups allows you define your setup based on roles (either geographically or organizational) instead of individuals. In the long run this means better overview and less maintenance.

However, sometimes you need individual permissions. Benedict, and only Benedict is to have access to this document. Not because Benedict is Head of Department, but because Benedict is Benedict.

Anywhere, where you previously specified a user group, you may now also specify individual users.

Specify individual users along side with groups

Use groups whenever possible. Even if the group only contains one person.

Even if you only have one Data Protection Officer, it is best practise to define this role as a group, and assign Benedict Wade to this role. When David at a later point in time takes over the role from Benedict, you only have one place to update. If instead you have specified individual permission to Benedict, you need to update permissions on all documents and other objects. 

For the techies

Permissions are logged to each object in Next®.

Changes you make in your permission definitions only have effect for new objects, unless you recreate permissions.

When you add or remove users from a user group it takes immediate effect, also for existing objects. 

Additional information

Please refer to the online product guide for additional information on this feature, once it is released.

Commercial terms and conditions

This new feature is available, at no additional cost, to users with an active service plan and a license for Next®. Any consultancy assistance will be invoiced.


Despite our best efforts, we may be forced to change both content and expected delivery of future product updates without notice.  



Permissions for individual users made easier


Enhanced feature



Release time:

April 2020

Affected products:

Next® Approve
Next® Contracts
Next® Enterprise Archive
Next® ExCustody
Next® Invoices
Next® Mailroom
Next® Processes





Responsible product manager:

Kim Hellum




Kim Hellum