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 is not published, only staff and the requester will have access to that document. To learn more about setting visibility settings, review the Request Visibility article for more information.
This document covers everything you need to learn how to release and retract files.
Visibility Options
There are three 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 then 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 + Staff: 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.
Change the Visibility of Documents on 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.
Sign in to your account
Navigate to All Requests
Open the request
Select the Documents tab
Hover over the document and click the Change document visibility icon (eye)
Click the checkboxes next to the applicable documents to update multiple files at once and select the Change document visibility icon (eye) at the top of the section
Select a visibility option from the drop-down menu
(Optional) Include a message to the requester. This message will appear as an external message on the timeline and will come as a separate notification in the requester's inbox.
Note:
This field is only available for the Requester + staff or Public visibility options.
Click the Save button
View the document's released entry on the Timeline (If you selected to send it to the requester)
Change the Visibility of a Document or Link Outside of a Request
Sign in to your account
Select the Documents header
Select the document in the list
Note:
Use the Filters to narrow the search
Click the Change Visibility icon (eye) in the upper-right corner
Select the visibility option from the drop-down menu
Click the Save button
