Foxit DMS User Roles, Permissions and Groups

This article explains user roles, permissions, and user groups in Foxit DMS, including how roles are assigned, what each role can do, and how to create and manage user groups.

User Roles

Foxit DMS uses roles to determine the level of access and control available to each user. Roles can be assigned based on user responsibilities within the organization.

Foxit DMS supports the following roles: Account Owner, Super Admin, and User.

Account Owner

The Account Owner is the primary administrator of the organization and has the highest level of access in Foxit DMS. This role is responsible for managing the organization’s subscription and billing, as well as the overall DMS environment.

Each organization has a single Account Owner.

Super Admin

The Super Admin is an administrative role with permissions to manage users, settings, and organization-wide data.

Within Foxit DMS, Super Admins have the same level of access as the Account Owner, except they do not manage subscription, billing, or account lifecycle actions.

User

The User role is designed for standard users who work with documents in Foxit DMS. Users can create, manage, and share files and folders, and access content shared with them.

Users do not have access to organization-level settings, user management, or reports.

Assigning User Roles

Administrators (Account Owner or Super Admin) can assign or update user roles in Foxit DMS.

To assign a role to a user:

1. Go to Settings.

1. Open User Management.

1. Select Role and Storage.

1. In the Role column, locate the user.

1. Choose the desired role (Super Admin or User).

Changes take effect immediately. Role changes apply across the organization and affect access to features and settings.

Permissions by Role

Foxit DMS uses role-based permissions to define what actions users can perform within the application.

The table below provides a high-level overview of permissions available for each role in Foxit DMS.

* Access to shared item is controlled separately through sharing permissions (Viewer or Editor access)

User Groups

Foxit DMS allows you to create groups of internal users within your organization, called User Groups. These groups simplify user management by enabling actions to be applied to multiple users at once, such as managing access for teams or departments.

For example, instead of sharing a file with individual users, you can share it with a group (such as an HR Department group), and all members of that group will automatically receive access.

Note:

• A user can be part of multiple groups.

• Groups can only include users within the same organization.

Creating a User Group

Only administrators (Account Owner or Super Admin) can create user groups in Foxit DMS. Once created, groups can be used by all users across the organization (for example, when sharing files and folders).

To create a group:

1. Go to Settings in Foxit DMS.

1. Open User Management.

1. Select the Groups tab.

1. Click + Create Group.

1. Enter a Group Name.

1. Select users to add as members.

1. Click Create Group.

Once a group is created and users are added, the group will appear in the Groups column on the Users tab.

Assigning Users to a Group

Administrators can add users to a group during group creation or update group membership later.

To assign users to a group:

1. Go to Settings.

1. Open User Management.

1. In the Users tab, locate the user.

1. Click Assign Groups in the Actions column.

1. Select the desired group(s).

1. Click Assign Group.

Changes take effect immediately, and the user becomes part of the selected group. The assigned group will appear in the Groups column on the Users tab.