Here are the faqs

What browsers work with CogniDox?

Day to day CogniDox usage and administration is performed using a web browser. CogniDox supports the following clients:

  • Google Chrome 20+
  • IE 8+
  • Mozilla Firefox 18+
  • Safari 6+

What types of documents can I upload?

You can configure it to accept any digital file format. That includes Office suites for word processing, presentations, diagrams, spreadsheets, PDFs, etc. It is also used to store software binaries, CAD drawings, Gerbers, Schematics, Videos, HTML, XML, other multimedia, and more.



What options are there for evaluating?

If you would like to try out Cognidox products, you can use the contact form to request any of the following:

Demo Server account
We create a demo account for you on our cloud-based Demo server. We need your full name and a business email address to create the account. This allows us to login as either an administrator or a user to try out the different features. You will see examples of document uploaded by other users. The main benefit of this option is that it is fast and easy to evaluate, but you should not use it to upload anything that is company-confidential. It’s also not so good for a group evaluation.

Private Cloud demo
We set up a 30-day virtual private cloud trial for you and your colleagues at the data centre nearest to you. No other company has access to the demo. You can create categories, set up as many users as you like, and import documents. This allows you to try out document operations on real company documents, but you do need to invest some time setting up the system first.

Virtual Machine demo
We create an account that allows you to download and install a CogniDox virtual appliance on your desktop or server. This is exactly like the cloud demo option except it is installed on-premise. We provide full installation instructions, and a range of virtual appliance hypervisors (VMware, VirtualBox, or Xen) are supported.

XtraNet demo
We will set up a screen-sharing call and invite you to a demo of how an internal CogniDox system can be used to publish documents to an external XtraNet web portal.

What operating systems do you support?

The host server OS used by CogniDox is Linux – CentOS 5.x/6.x and RedHat EL 5.x/6.x are preferred. We provide both 32bit and 64bit packages from our Yum repository. It can be installed as a native Linux application or a Virtual Machine (VM) image on e.g. Windows Server 2008 SP2.

CogniDox can run in Linux guest mode under the following virtualisation platforms:

  • VMware ESXi
  • VirtualBox
  • Hyper-V
  • KVM

User access is from a web browser, so any OS from any device is fine.

The Microsoft Office Add-in software is compatible with all current versions of Microsoft Windows, including Windows 8. It works on both 32bit and 64bit versions of Windows. It is not available for MacOS or Linux.

What’s included in your pricing?

The license fee includes installation, configuration and one day of end user training. It includes access to our support server for technical queries and updates.

For a perpetual license, support is included for the first year. In second and subsequent years support & maintenance is 20% of the original license fee.

How do I contact Technical Support?

For CDOX, XtraNet, and CogniDox on-premise, either login to our support server or send an email to Every customer has an unlimited number of contacts with login accounts for the support server. If you work for one of our customers, just ask to be added.

The open source projects have their own pages and it is usually better to check those first to see if your question has already been asked.

What are the system requirements?

The sizing requirement for any CogniDox server is dependent upon the number of users, frequency of usage and size of data going into the system.

For a basic standalone system, our recommendation is a Xeon E5-2430 2.20GHz, 4Gb of RAM and RAID 1 for the disk subsystem for simplest reliability and set-up. This is a good baseline for any unit within a CogniDox cluster.

In any CogniDox cluster, you will want to optimize the subsystems in this order:

  • Disk I/O
  • Memory
  • CPU
  • Network

Do you provide customized solutions and services?

Yes. When companies need a specific project or want to extend CogniDox with a feature, they can call on us to write their code or provide consultancy. We maintain that code for them, and ensure it is compatible with future upgrades.

We endeavour to keep our costs highly competitive. As a ballpark, off-site code development services cost £50 per hour, with discounts available for longer projects.

Apart from bespoke development we can also assist with extra training, information architectures, taxonomies, workflows and many other areas involving document management processes.

We work with a worldwide partner network to ensure our clients receive the services and customized solutions they need. Our competencies in applications such as SugarCRM,, Joomla, Drupal, WordPress, OTRS, MySQL, jQuery UI, Lucene/Solr, Piwik and many others makes us a strong partner for solving any business problem you may have.

What search engine technology is used?

We support Apache Lucene/Solr, Swish-e, and Xapian. Solr is the default / recommendation.

Does CogniDox support email notification?

As part of it’s normal operation, CogniDox will send out emails to users within an organisation.

Every customer’s particular email setup is unique, so  it is important that the Linux system on which CogniDox is installed is properly configured to route mail correctly.

This may involve configuring an appropriate outbound mail gateway, adding the CogniDox host to allowed mail servers and updating DKIM or SPF records. Specifically:

  1. Configure the CogniDox server mail transport agent to relay mail directly using an authenticated SMTP connection
  2. Ensure that the mail delivery route CogniDox uses to deliver mail is through one of the gateways listed in your SPF record
  3. Use DKIM signing of emails generated on the CogniDox server by configuring your DNS and the mail transport agent on the CogniDox server

Administrators installing CogniDox should ensure they have tested mail is successfully delivered from the CogniDox system.

Can we import our existing documents?

There is an option available to import documents as part of the Manage this Category function. The quick method is simply to import a zip of the documents you want, then use the staging page to set document titles, document type, and other meta-data. The next level of effort involves importing a spreadsheet file along with the documents as part of the zip. The benefit of this are that you can be more specific e.g. this file is draft A, this one is draft B, for the same document part. There is also less interaction because the specification is in the spreadsheet.

If you want to import a very large number of documents, it may be better to contact us to discuss a short project for importing by scripted methods.

What is the quickest way to create our category structure?

The quickest way to create a new category structure is to use the System Importer plug-in (you can find it in the Manage CogniDox pages under Settings & Configuration). This plug-in provides the ability to rapidly import category structures, document types and file types from Excel spreadsheets.

Can we use specific names for document types?

The document types your company uses e.g. Purchase Order, Requirements Document, Contract Agreement, etc., become 2-letter types such as PO, RD, CA. The naming of document types is highly configurable to your requirements.

Use the Document Type Management Tool to add and modify document types in CogniDox. This tool allows you to control what types of files are added for documents, what types appear in the default type list and the list of allowable filename extensions.

How are users authenticated?

CogniDox can manage its own users, or, they can be regularly loaded from external user data sources such as an LDAP directory or Active Directory server.

Four user source plug-ins are provided:

  • Active Directory User Source – used to extract users from an Active Directory by polling for an XML file of user details
  • LDAP User Source – used to extract users directly from an LDAP server
  • Static User Source – used to provide CogniDox-only users
  • Unix User Source – used to extract users from Unix administrative databases

User sources do not control authentication to CogniDox. All access to CogniDox requires that the user request be authenticated. For access through a web browser, authentication is controlled by the Apache web server. CogniDox itself does not perform any authentication, but relies on Apache passing the REMOTE_USER from the Apache authentication phase to the CogniDox application. The REMOTE_USER value passed from Apache is used by CogniDox to determine the user’s rights.

The example CogniDox Apache configuration file contains a simple Apache password file authentication configuration. Alternative authentication mechanisms are described in the following documents, available on the Cognidox support site.

  • VI-401543-TC – CogniDox mod_auth_ntlm_winbind/Active Directory Authentication
  • VI-401534-TC – CogniDox LDAP/Active Directory Authentication
  • VI-401225-TC – CogniDox Kerberos Active Directory Authentication


What types of user role do you support?

Out of the box, CogniDox provides 7 types of user role ranging from Guest User with basic document read-only rights to the CogniDox Administrator with access to over 150 specific rights.


These roles can be configured so that rights are granted or removed. Some roles can be removed altogether if not required.

Why do you license based on users and not per-server?

We believe it is fairer. The number of users is a good measure for the value that the user company receives. It also correlates with the level of support that a company usually requires.

It also encourages good practice – companies are encouraged to set up extra servers for training or testing. They are not inhibited by license cost from building more high-availability server configurations.

Can you explain how the Extranet functionality is delivered?

The Extranet works by using a separate server running one of our supported extranet platforms with a sub-set of some of the CogniDox database tables. Data (files and DB table dumps) are pushed from CogniDox on a regular basis (e.g. hourly) and loaded into a local DB on the Extranet. In the basic set-up, there is no connection from the Extranet to CogniDox, and the services can operate in isolation (i.e. if CogniDox is down, the extranet is  not affected).

The Extranet platforms we support are:

  • Drupal 6.x, 7.x
  • Joomla 1.5, 2.5, 3.x
  • OTRS 2.x
  • WordPress 3.x, 4.x

The choice of platform is driven by the functionality you need on the extranet (e.g. OTRS provides customer support ticketing, while Joomla and Drupal are CMSs with many additional functional modules available).

Access to pushed content is controlled from within CogniDox. Within CogniDox, it is possible to create licensees (customers) and licensee contacts (individual users in customers). Documents are only downloadable by licensee contacts when the document is published and approved and licensed for a customer. A document that does not meet this rule is not pushed to the extranet.

You have control over what is pushed (master or PDF) on both a per-file, and on a per-document type basis.

Usually, CogniDox will push the files via rsync over SSH to the extranet server, but you can implement an FTP based push if need be. The Extranet needs to be able to run cron jobs as the web server user in order to load the uploaded files into its local database.