Choose who can see a document

Not every document is for everyone. Each document has a confidentiality and an access rule, and one set of rules decides who sees it everywhere: in the library, in search, on a record's page, on Today and in share links.

Before you start

• You need the right Upload documents, add versions and links, or to own the document.
• Marking a document Personal needs HR's view right.

Steps

1. Open the document and go to Details.
2. Pick the Confidentiality:
   • Normal: the access rule below decides.
   • Restricted: only the document's owner, the people and roles you name, and the documents admins.
   • Personal: for an ID, visa or medical paper; only people with HR's view right and the employee it is about.
3. Pick Who may see it:
   • Like its linked records: people with See documents who may also open every record it is linked to.
   • Only the people and roles named: the people and roles in the next two fields.
4. In People (user numbers, comma-separated), type the user numbers of the people who may see it.
5. Under Roles, tick Managers or Everyone on the team if a whole role may see it.
6. Select Save. A Restricted or Personal badge then shows next to the title in the library.

Good to know

• The owner of the organisation sees every document, and the document's owner always sees their own.
• A link never widens access. With Like its linked records, someone who may open the customer but not the employee it is also linked to does not see the document.
• Personal means personal. No other right, link or role opens a personal document, it is never shared by link and it never becomes public knowledge (see doc_hidden).
• Hidden documents stay hidden. Kluvan does not confirm that a document exists to someone who may not see it; it is missing from their lists, counts and search.
• Doing is a separate right. Seeing a document lets a person open and download it. Editing, renewing, linking and sharing need Upload documents, add versions and links; approving needs Approve and publish procedures and knowledge.
• Every open is recorded: downloads, previews and share-link visits are kept in the file's log and in the organisation's activity log (see Activity log).
• Related: Share a document by a secure link.