Changing who can view documents and links

You can control who has access to each document or link in your system. Depending on the contents of the documents and links you may want to restrict them to just internal staff and/or the requester who asked for them, or make them available to the public as a whole. By default, any documents or links that are added are only visible to internal staff. You can choose at any time to release the documents or links to either the requester only or to the public. 

The visibility of documents and links is secondary to the visibility of the requests that they are associated with. Documents on a request will only be visible to people who have access to the request itself. For example, if a document is public but the request itself not published, only staff and the requester will have access to that document. For information about how to set the visibility of a request click here

 

This document covers everything you need to know about how to set the visibility of individual documents and requests. Click on a link below to jump to that section:

For information about adding and managing documents and links click here.

 

Overview of visibility options

There are 3 visibility statuses for documents and links:

  • Public: These documents and links are visible to everybody with access to the request. If the request is public, than anybody who comes to the portal will be able to view the documents and links. If the request is not public, however, any public documents and links on the request will be visible to the requester and all internal staff only.
  • Requester Only: These documents and links are visible to the requester who made the request that the documents and links were added to, and all staff who have access to the request. Which staff have access to the request is determined by the request's visibility 
  • Staff Only: These documents and links are visible to all staff who have access to the request. They are not visible to anybody outside of the organization, including the requester. Which staff have access to the request is determined by the request's visibility (for more information about how to set the visibility of a request click here)

 

How to change the visibility of a single document/link uploaded to a request

You can set the visibility of a document at the time of upload or keep it as Staff Only while it gets reviewed by other users in the system. You can change the visibility in the same modal as the document uploader, or if you do nothing, the document will default to Staff Only until otherwise changed.

Steps for changing the visibility a single document/link uploaded to a request

  1. Sign in to your account and go to the request with the document/link you want to change the visibility of
  2. Locate the document/link in the list in the Documents section
  3. Click the Change Visibility icon () next to the document/link
  4. Select the visibility option you want (for information about the different options click here)
  5. Click SET DOCUMENT VISIBILITY

 


How to change the visibility of all documents/links in a folder

Steps for changing the visibility of all documents/links in a folder

  1. Sign in to your account and go to the request with the documents/links you want to change the visibility of
  2. Locate the folder in the Documents section
  3. Click the Change Visibility icon () next to the folder name
  4. Select the visibility option you want (for information about the different options click here)
  5. Click SAVE

 


How to change the visibility of all documents/links uploaded to a request

Steps for changing the visibility all documents/links uploaded to a request

  1. Sign in to your account and go to the request with the documents/links you want to release
  2. Locate the Documents list
  3. Click the Change Visibility icon () next to the word 'All'
  4. Select the visibility option you want (for information about the different options click here)
  5. Click SET DOCUMENT VISIBILITY

 


How to change the visibility of a document/link outside of a request

Steps for releasing a document/link uploaded outside of a request

  1. Sign into your account
  2. Click the DOCUMENTS link at the top of the screen
  3. Locate the document/link in the index using the Keyword Search and Date Filters
  4. Click on the name of the document/link in the list
  5. Click the Release icon () in the top right
  6. Select the visibility option you want (for information about the different options click here)
  7. Click SET DOCUMENT VISIBILITY

 

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