Sometimes you send documents out that contain sensitive information you may not want others on your team to have access to. To make the document private, simply click on the gear icon and check the Private Document option. You can then proceed through your normal workflow. 

Having said the above, keep in mind that there's instances where even if you make the document private, other users might be able to see it. In order to prevent any future inconveniences we have listed those cases in this article.

First and foremost, you need to get familiar with the setting "Restrict access to other user's data." This option will come in handy later on and can be found under Settings > Security as shown below:

After making sure that option is enabled to your liking, you can review the use cases mentioned previously:

"Restrict access to other user's data." is turned off

User has a "User" role

  • If the user is not on the same team but uses the "users" filter, the document will show up but they will not be able to access it if they click on it. They will get a message saying "Could not find document."

  • If the user is on the same team but uses the "users" filter, the document will show up but they will not be able to access it if they click on it. They will get a message saying "Could not find document."

  • The document, by default, will not show up in any bucket in the Documents tab in any of the above cases.

  • Users will be unable to search for the document in the search bar whether they're on the same team or not.

User has a "Manager" role

  • If the user is not on the same team but uses the "users" filter, the document will show up but they will not be able to access it if they click on it. They will get a message saying "Could not find document."

  • If the user is on the same team but uses the "users" filter, the document will show up but they will not be able to access it if they click on it. They will get a message saying "Could not find document."

  • The document, by default, will not show up in any list in the Documents tab in any of the above cases.

  • Users will be unable to search for the document in the search bar whether they're on the same team or not.

User has an "Admin" role

  • If the user is not on the same team, the document will not show up by default on the list. However, if they use the "users" filter, the document will show up and they will be able to access it if they click on it.

  • If the user is on the same team, the document will not show up by default on the list. However, if they use the "users" filter, the document will show up and they will be able to access it if they click on it.

  • Admins will be able to search for the document in the search bar whether they're on the same team or not.

  • Document will not appear under "Contract management"

"Restrict access to other user's data." is turned on

User has a "User" role

  • If the user is not on the same team, they will not have the option to filter to find the document.

  • If the user is on the same team but uses the "users" filter, the document will show up but they will not be able to access it if they click on it. They will get a message saying "Could not find document."

  • The document, by default, will not show up in any bucket in the Documents tab in any of the two above cases.

  • Users will be unable to search for the document in the search bar whether they're on the same team or not.

  • Document will also not appear under "Contract management"

User has a "Manager" role

  • If the user is not on the same team but uses the "users" filter, the document will show up but they will not be able to access it if they click on it. They will get a message saying "Could not find document."

  • If the user is on the same team but uses the "users" filter, the document will show up but they will not be able to access it if they click on it. They will get a message saying "Could not find document."

  • The document, by default, will not show up in any bucket in the Documents tab in any of the two above cases.

  • Users will be unable to search for the document in the search bar whether they're on the same team or not.

  • Document will also not appear under "Contract management"

User has an "Admin" role

  • If the user is not on the same team, the document will not show up by default on the list. However, if they use the "users" filter, the document will show up and they will be able to access it if they click on it.

  • If the user is on the same team, the document will not show up by default on the list. However, if they use the "users" filter, the document will show up and they will be able to access it if they click on it.

  • Admins will be able to search for the document in the search bar whether they're on the same team or not.

  • Document will not appear under "Contract management"

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