Managing access and collaborating on a record
Use this task to request and grant access, collaborate through comments, and track a record's history from the record detail panel. It covers metadata-only visibility, owner approval decisions, tagging participants in comments, and reviewing the Activity Log.
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.
Open the discoverable record.
Select Request Access.
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.
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.
Open the record detail panel and select the Collaborators tab.
In the Add collaborator section, search for a user or user-group.
In the Role dropdown, select the role to assign: Respondent, Alt. Respondent, Viewer, or Reviewer. The available choices depend on your own role.
Select Add.
In the confirmation dialog, optionally enter a message for the participant.
Select Assign.
Note
Non-Diligent One users cannot be added as a Viewer or Reviewer.
You can also assign a respondent through the distribution settings in the create flow. For details, see Creating and sending an evidence request.
Changing a participant's role
Use the role dropdown on an existing participant row to change their role.
Important
The owner can change or revoke a Respondent, Reviewer, or Viewer. The respondent can change or revoke the Alternate Respondent.
On the participant row, select the role dropdown.
Select the new role: Respondent, Alt. Respondent, Viewer, or Reviewer.
Warning
Only one role per user is allowed for an Evidence Record, except for the Viewer role. For an assigned role, you must revoke existing user access and then add new user to that role.
Revoking access from a participant
Remove a participant from the record by revoking their access.
On the participant row, select the role dropdown.
Select Revoke access.
Confirm the revocation.
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
Open Comments.
Type @ and select a participant.
Enter your message and select Send.
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
证据中心 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
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.
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 证据中心.
