Managing team document visibility

The document visibility management feature enables you to decide whether or not you want to grant your team members access to certain documents (i.e. make the documents visible to them). This feature enables your administrators to generate documents in advance, and for you to review the documents before the members of your team can see them in their documents.

Granting or revoking access to a single document for a team member

To grant or revoke access to a single document for an individual team member, proceed as follows:

1. Locate, in the list of team documents, the document to which you want to grant or revoke access:

   • You can search for the document by its name (see Searching and sorting lists in the application)

   • You can filter the list of documents by status (see Filtering the list of team documents)

   • You can filter the list of document by hierarchy level (see Filtering the list of team documents)

   Keep in mind that you can only grant/revoke access to documents whose initial status is Review Access, Access Granted or Access Revoked, respectively.

2. Click the button corresponding to the action that you want to perform in the button bar below the list of documents:

   • If the current status of the document is Review Access or Access Revoked: click Grant Access to All. A success message is displayed and the status of the document is switched to Access Granted.

   • If the current status of the document is Access Granted: click Revoke Access to All. A success message is displayed and the status of the document is switched to Access Revoked.

The following figures illustrate the bulk action buttons, depending on the initial status of the document, Review Access and Access Revoked, or Access Granted, respectively:

Granting access in bulk

Revoking access in bulk

Granting or revoking access to team documents in bulk

The document visibility feature enables you to grant or revoke access to selected documents in bulk from the Inbox component. This is particularly useful if you want to make documents available to the members of your team, but have previously reviewed the documents individually.

To grant/revoke access to documents in bulk in Team Documents, proceed as follows:

This is an attention message.

The grant/revoke access in bulk feature is sensitive to the filtering options applied on the list of documents. Only the that appear in the list will be affected by the action.

1. Click the document in the list to display the document action panel.

2. In the Document Access section of the panel, click the button corresponding to the action to be performed:

   • If the current status of the document is Review Access or Access Revoked: click Grant Access. A success message is displayed and the status of the document is switched to Access Granted.

   • If the current status of the document is Access Granted: click Revoke Access. A success message is displayed and the status of the document is switched to Access Revoked.