As the department head, it’s your responsibility to stay in control of your office’s records and ensure that everyone is using your team’s document management system responsibly. Document management software is a highly useful tool but if used improperly without oversight, it could result in damage to the business. That’s why Rubex by eFileCabinet is built with powerful admin controls that allow you to govern your employees’ access to documents easily.

As Admin, you have several features and tools that allow you to control the flow of documents within the system. You’ll be able to designate the amount of access that certain users have as well as the security policies that allow them to log into the system. You also have access to a comprehensive audit log, that lets you see everything that happens within the system. 

Users and Groups

The admin is able to control who sees what and who has access to which parts of the system. The User and Groups menu allows you to view and customize all user accounts. In an individual user’s settings, you can change their display name, their security policy, and what licenses are attached to their account. The custom permissions setting allows you to alter which cabinet, drawers, and folders they have access to. 

However, you don’t have to set security and permissions for every individual user. Save time by creating a group where you can assign users to. Each group has its own security and permission settings that apply to all users in the group. For example, you can create an accountant group of all the users in the accounting department, which only gives them access to all the cabinets and drawers that are relevant to them, leaving out access to the HR department’s folders. 

You are also able to create unlimited guest user licenses and create individual security policies and permission settings for them. Guest licenses come with limited access to Rubex’s features, used mostly for guests to upload or download designated files. 

Security Policies 

Rubex allows you to customize several security policies, giving you control over how users log into the system. These policies can apply to individual users, guests, groups, or everyone who logs into the system. These policies include dictating password requirements. 

Many security breaches occur because a user’s password isn’t complex enough, so you require users to create a password that’s has a minimum amount of characters and must include both upper and lower case letters, numbers, and special characters. You can also set how frequently users must reset their password.

Other login requirements you can apply include only allowing access during specific times. You can choose to only allow access during business hours or only on certain days. You can limit the location users can log in from with an IP address requirement. Users will only be able to log in from authorized IP addresses, so you can prevent users from logging in from anywhere other than your office, or you can use this tool to require remote users to use a specific VPN in order to use the system.

Finally, you can require users to use two-factor authentication in order to log into Rubex. This is accomplished with the use of a mobile authenticator application or an email token sent to the user’s email. This login setup will require a second, randomly generated code, that will be sent to the registered application or the user’s email. This feature is best used to prevent unauthorized access through methods like phishing. This means that even if an outside party obtains a user password, they would still need access to the user’s phone or email in order to log into the system.

Audit Logs

As Admin, you can see all that goes on within your company’s Rubex through the use of the Audit Logs. The log is a comprehensive history of all user actions within the system. You can see what specific users do within the system, what documents they interacted with, the date and time they did it, what IP address they accessed it from, and what client they used. 

You can sort through the log with several filters, allowing you to organize the logs by the user, time, actions, and more. Generate the Audit Logs in spreadsheet form for easy reporting and sharing.

Rubex gives power to those with Admin access so you can secure your business’s documents and protect your data from malicious parties. If you’re interested in learning more about Rubex, fill out the form below to view a free demo.