Managing access and collaborating on a record

Use this task to request and grant access, collaborate through conversation, and track a record's history. It covers metadata-only visibility, owner approval decisions, tagging participants in Comments, and reviewing the Activity Log.

Requesting access as a non-owner

Users without read access can request access from the owner. A metadata-only view appears when a record is discoverable but not readable for that user.

  1. Open the discoverable record.

  2. Select Request Access.

  3. Submit the request and wait for the decision notification.

Approving or declining access as an owner

Owners make access decisions from the Access Request tab after reviewing the requester identity, record context, and business need.

Owner decision User outcome
Approve access The requester receives read-only access and a notification. Download depends on record and label restrictions.
Decline access The requester receives a decline notification. The owner can include an optional comment explaining the decision.

Warning

Copying a record link does not grant permission to another user. Internal users must be the correct signed-in user with access, and non-Diligent One users must pass the assigned-email and one-time passcode (OTP) checks.

Collaborating with Comments

Use the Comments tab to clarify requests, tag participants, and keep communication tied to the record. It supports both human collaboration and AI interaction in one place.

Human and AI conversation

  • Messages with an @ tag notify the tagged participant and route attention to a specific message.

  • Messages without an @ tag post as a comment to everyone on the record. To ask the AI assistant, tag the @Evidence Agent in your message.

Note

Comments is a single shared stream, with no private or one-to-one threads. AI replies post to the shared stream and are visible to all record participants. AI validation also runs on comments you add when you accept, reject, delegate, or revoke a record, and the results appear in Comments.

Tagging other users

  1. Open Comments.

  2. Type @ and select a participant.

  3. Enter your message and select Send.

  4. Review the badge indicators in list views.

Tagged internal users receive notifications and can open the thread after signing in. Tagged non-Diligent One users receive a link and must complete the assigned-email and OTP validation.

Warning

Tag only users who should have record access. Tagging does not override access controls.

Tracking record history

Evidence Hub keeps two separate logs. The record activity log tracks events on a single Evidence Record, and the application activity log tracks app-level governance and configuration events.

Record activity log

The record activity log records who changed what and when in a single Evidence Record. It captures workflow, access, and configuration events.

  • Draft saves, send actions, and submissions

  • Delegation and revocation events

  • Accept and reject decisions

  • Access request decisions and archive actions

  • File uploads and removals

  • Due date changes

  • Label and category changes

  • AI validation summaries

Filtering and reviewing the record activity log

To view the activity log, open an Evidence Record and then select Activity Log.

Note

Export functionality for activity log entries is currently unavailable.

Tip

Use the record activity log to confirm that a submission, decision, or access change was captured before you follow up with a participant.

Application activity log

The application activity log captures app-level governance and configuration events, such as label and category changes, admin privilege changes, and permanent record deletions. Evidence Admins review this log from the Settings dropdown. For more details, see Administering Evidence Hub.