The Secured Users and Groups panel displays a list of all Users who have been granted access to one or more databases. The icon to the left indicates either a User () or a Group of users (). The icon to the right indicates either a Windows user () or a Square 9 User ().


Limit Length of Names

Limit the length of the groups you wish to secure in GlobalSearch to 50 characters. GlobalSearch does not support group names of longer than 50 characters.


  1. To secure a user or group, from the GlobalSearch toolbar, go to the User & Group Administration interface using one of the following methods:

    1. In the Administration menu, select User Management.

    2. In the Administration menu, in the vertical Administration menu, select Users & Security and click Go.

  2. Select one or more users or groups from the list in the Unsecured Users and Groups section.

  3. Grant access to at least one database.

  4. In the Confirm Changes panel, click Apply Security. The selected user or group will be moved to the list in the Secured Users and Groups section.
    Remember to deselect users after you apply your settings, otherwise you might accidentally change their security settings the next time you click Apply Security.

The Unsecured Users and Groups section displays a list of all Windows users and groups and all Square 9 Users that are available to grant access to one or more databases.  Only when a user has no database permissions do they appear here.

To return a secured user or group permissions to unsecured:

  1. Select one or more users or groups from the list in the Secured Users and Groups section.

  2. Click Select None or click on individual permissions and rescind all permissions from the Database Permissions section.

  3. In the Confirm Changes panel, click Apply Security.

The Unsecured Users and Groups section will update real time as Square 9 users are created.  To see newly added Active Directory users, you will need to refresh the browser.

Manage Square 9 User Administration

In addition to Windows Active Directory users and groups, in the GlobalSearch web client you can create Users and Groups that are internal.  These are users that are local to the application, requiring no Windows credentials or Windows authentication. Internal users and groups are leverage by cloud customers without and integration with 3rd party auth providers, by cloud or on premise customers who find it easier to allow the GlobalSearch administrator to manage accounts and access without involving IT, or for granting external users with no server or Active Directory account (such as vendors or customers) access to documents in GlobalSearch.


Active Directory Users versus Square 9 Users

Active Directory User or Group

Square 9 User

Created and deleted in Windows

Created and deleted in GlobalSearch web client

Can create users and create groups or users

Can only create users

Can change email and password in Windows

Can change email and password in the web client

Can set database access in the desktop or web client

Set database access in the web client

Can set database security in the desktop or web client

Can set database security in the desktop or web client

Can set Inbox security in the desktop or web client

Can set Inbox security in the desktop or web client

Can set Archive security in the desktop or web client

Can set Archive security in the desktop or web client

Can set Search security in the desktop or web client

Can set Search security in the desktop or web client