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Restrict collection and document access

Site administrators can limit who at your site can use a study collection in chat, upload to it, or see individual documents inside it. Use this when a protocol includes sensitive appendices or when only certain roles should work with specific files.

Site administrators always have full visibility across collections at their site.

Open access settings​

  1. In the sidebar, open Collections.
  2. Find the study collection and click Manage on its row.
  3. In the Manage collection dialog, select the Collection Settings tab.

Set collection-level access​

Under Collection access in Collection Settings, choose one of:

  • All site users - anyone at the site can select this collection in chat and work with its documents.
  • Specific users only - check the users who should have access, then click Save access.

Users who are not on the list will not see the collection in chat or in collection lists. Changing collection access applies to the whole study collection unless you set a different rule on individual documents.

Set document-level access​

Some files in a collection may need tighter control than the collection default.

  1. In the same Manage collection dialog, switch to the Documents tab.
  2. Find the document row and click Manage Access.
  3. Choose All site users to inherit the collection rule, or Specific users only to override with a custom list.
  4. Click Save access.

Documents without their own override inherit whatever you configured at the collection level. Hovering Manage Access shows the document's current effective access.

Set access when creating a collection​

When a site administrator creates a new study collection from Collections, the upload flow includes a Collection access step before files are submitted. Choose All site users or Specific users only the same way as above so the new collection is restricted from the start.

Tips​

  • Restrict at the collection level when an entire protocol should be limited to a small team.
  • Use document overrides when one manual or appendix should stay private within an otherwise open collection.
  • After changing access, ask affected users to refresh the app if they still see a collection they should no longer access.