Managing access and collaborating on a record

Use this task to request access, collaborate through comments, and track a record's history from the record detail panel. It covers metadata-only visibility, tagging participants in comments, and reviewing the Activity Log. For the Access requests page, see Managing access requests.

Tab visibility by application role

Regardless of their Evidence Record collaborator role (Owner, Respondent, Alternate Respondent, Reviewer, or Viewer), users see tabs in the record detail panel based on their application-level role. Application-level permissions take precedence over collaborator roles when determining tab visibility.

Application role	Visible tabs
Evidence Admin or Evidence Professional	Comments, Activity Log, Details, and Collaborators
Evidence Contributor	Comments only

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 requests page 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 and does not receive access to the record.

Managing participants with the Collaborators tab

Use the Collaborators tab in the record detail panel to view, add, change, or revoke participant access after a record has been created. The owner appears at the top with a fixed Owner label. Other participants display their current role, which can be changed from the role dropdown.

Each Evidence Record supports the following collaborator roles:

Role	Assigned by	User type	Number of roles per record
Owner	The record creator	Diligent One user	One
Respondent	Owner	Diligent One or non-Diligent One user	One
Alternate Respondent	Respondent	Diligent One or non-Diligent One user	One
Reviewer	Owner	Diligent One user only	One
Viewer	Owner	Diligent One users or user-groups only	Multiple

Adding a collaborator

Add a Diligent One user or user-group directly from the Collaborators tab. The roles you can assign depend on your own role.

1. Open the record detail panel and select the Collaborators tab.

2. In the Add collaborator section, search for a user or user-group.

3. In the Role dropdown, select the role to assign: Respondent, Alt. Respondent, Viewer, or Reviewer. The available choices depend on your own role.

4. Select Add.

5. In the confirmation dialog, optionally enter a message for the participant.

6. Select Assign.

Changing a participant's role

Use the role dropdown on an existing participant row to change their role.

1. On the participant row, select the role dropdown.

2. Select the new role: Respondent, Alt. Respondent, Viewer, or Reviewer.

Revoking access from a participant

Remove a participant from the record by revoking their access. Only an Evidence Professional owner or an Evidence Admin with access to the Evidence Record can revoke access granted to an approved requester.

1. On the participant row, select the role dropdown.

2. Select Revoke access.

3. Confirm the revocation.

Revoking access from an approved requester removes the Viewer role and records an Access revoked entry in the activity log.

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.

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.

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 approvals and declines, including the Evidence Record, requester, owner, acting user and role, decision time, decision, and granted access level when applicable

• File uploads and removals

• Due date changes

• Label and category changes

• AI validation summaries

• Jira comment synchronization events (when Jira integration is enabled for the record)

Filtering and reviewing the record activity log

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

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.