Complete enterprise search. Strictly controlled access.
Help your teams find what they need while keeping confidential information protected. Lookeen Server uses the permissions in your connected systems to show each person the search results they are allowed to access.
Make information easier to find. Not easier to access.
A central search should help people work, not give them extra access. Lookeen Server uses your existing access rules to keep restricted files, emails and documents out of unauthorized users' results.
The right result for the right person
Lookeen identifies the user and checks the permissions that apply to them. Department folders, confidential mail and restricted projects stay restricted.
Keep your existing permissions
Manage access in the systems you already use. Lookeen uses those users, groups and permissions rather than asking you to maintain a separate set of content access rules.
One search, individual results
Give your teams one place to search company knowledge. Each person gets results filtered by their own access rights, even when everyone uses the same central index.
Your access rules, in everyday use
From team folders to personal and shared mailboxes, the principle stays the same: making content searchable does not change who can access it.
Access rights
You decide who can sign in and search. Lookeen uses the permissions on your files and folders, together with users and groups from systems such as Active Directory, to determine which results each person can see.
Personal mailboxes
Employees can find emails and attachments in their own mailbox alongside other work documents. Mailbox permissions determine who can see those messages in search.
Shared mailboxes
Let authorized team members search shared mailboxes without exposing them to everyone. Lookeen follows the mailbox and folder permissions already set in your mail system.
How it works
Three steps from a connected source to a result list that only shows what someone may see.
- Connect your data: Lookeen Server creates a central search index from your connected systems, including the content's access permissions.
- Search as yourself: Lookeen identifies the signed-in user and filters results using their permissions.
- Keep access up to date: Changes in your connected systems are reflected when Lookeen refreshes the relevant permissions. The update schedule determines how quickly changes appear in search.
Security that fits your infrastructure
Keep your search infrastructure under your control. Run Lookeen Server on-premises or in your private environment, and choose separately whether AI processing stays local or uses a cloud provider.
Your index stays with you
Lookeen Server runs in your environment. The central index and configuration live on infrastructure you control, and indexed content is not sent to Lookeen GmbH for search.
Secure access to search
Control who can sign in, which users and groups can search, and how they connect to the server. Access to the search does not grant access to all indexed content.
Local AI support
Run Lookeen AI with an on-premises model to keep AI processing and document content on your premises. Optional cloud AI sends the content needed for the request to your chosen provider. Administrators decide which models users can use; search permissions apply with either option.
Lookeen Desktop or Lookeen Server?
Choose Lookeen Desktop for searching your own computer, mailbox and files. Choose Lookeen Server when teams need a central search that respects each person's access rights. Sharing a Desktop index is not a substitute for Server's per-user access controls.
| Access model | Lookeen Desktop | Lookeen Server |
|---|---|---|
| Index | On each workstation | Central, on a server you control |
| Permissions | Personal data and local access | Permissions from connected source systems, applied per user |
| Best for | Individual users and smaller installations | Teams, shared data, VDI and enterprise-wide search |
Controlling Lookeen Desktop with Group Policies
Use Group Policy to deploy Lookeen Desktop and manage licenses, indexing and settings across Windows workstations. It controls the Desktop configuration, not each person's access to content in a shared Server index. See the Group Policy (GPO) guide.
Frequently asked questions
How Lookeen respects access rights from Active Directory and Microsoft 365.
Can a user find something they are not allowed to open?
Lookeen Server filters results using the user's indexed access permissions. It does not grant additional access. Permission changes take effect in search when the relevant access information is refreshed; opening the original item remains subject to the source system's current permissions.
Does Lookeen Server use Active Directory groups?
Yes. Lookeen can use Active Directory users and groups together with the permissions on your content to determine which results each person can see. Active Directory is one example; the access model depends on the connected system.
Does this also work with Microsoft 365?
Yes. Lookeen reaches Microsoft 365 through Microsoft Graph and uses the permissions associated with the Microsoft 365 identity. Exchange Online, Online Archives, shared mailboxes and OneDrive can be indexed with access control preserved.
What happens when permissions change?
Keep managing permissions in the original system. Lookeen applies changes to search results when it refreshes the relevant access information, according to your configured update schedule. Changes are not necessarily immediate.
Is Group Policy required for permission-aware search?
No. Group Policy helps administrators deploy and configure Lookeen Desktop. Lookeen Server manages central search with per-user access controls independently of those Desktop policies.
Give every employee the search results they need — and no more
Tell us what your teams need to search and how you manage access today. We will help you plan a search setup that fits your organization.