Managing document visibility

Learn how to make documents hidden or visible to only certain members of the organization, ensuring that the correct viewers have access to specific materials when the book is published.

Managing visibility of a single document

  1. To set view permissions for a document, select the More options icon to the far right of the document's row.

  2. Select User access.

  3. In the User access window, select the text in the Customize access field, which is initially set to Use default committee access. If permissions have previously been changed for this document, the current option appears in the field.

  4. If only certain users should be able to view the document, select Show document to selected users. To block certain users from viewing the document, select Hide document from selected users.

  5. Once one of the above options is activated, empty checkboxes appear next to each user name. Enable the checkbox for each user to whom you would like to apply the selected viewing permission.

  6. To save your changes and close this window, select Update.

Managing visibility of multiple documents

You can also select multiple documents at once and then bulk manage view permissions for these documents.

Note

You cannot select documents that have existing restrictions, such as those used in custom or signature approvals.

  1. In the Build book tab, use the checkboxes to select the documents that you want to manage visibility for.

    The number of documents selected is displayed in the top menu bar.

  2. Select Manage user access to open the User access panel.

  3. You can search for users using the Search bar in the panel.

  4. Select the document access that you want for these users:

    1. If you choose Default committee access for all users, document access will be granted to every member of the committee. Therefore, this option can only be applied to all users.

    2. If you choose to either Show the documents to selected users or Hide the documents from select users, then you can select the individual users who can, or cannot, view the selected documents.

  5. The Current access column displays a user’s current permissions for the selected documents. The Future access column displays the permission that will take effect after you select the corresponding checkbox for that user and save the changes. The icons in the Future access column update dynamically depending on the type of document access you choose (for example, default committee access for all users, show to selected users, or hide from selected users).

  6. Select Save to save your changes.

    Any conflicts are displayed with icons and explanatory tooltip messages to help understand and resolve them.