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Restrict collection and document access

Site administrators can limit who can use a study collection. They can also limit who can see a document in the collection. Use this when a protocol has sensitive appendices, or when only some staff must use some files.

Site administrators can always see all collections at their site.

Open access settings​

  1. In the sidebar, click Study Documents.
  2. Make sure the correct study shows at the top of the page.
  3. Click Manage. The Manage collection dialog opens on the Collection Settings tab.

Set collection access​

Under Collection access, choose one option:

  • All site users - all users at the site can use this collection.
  • Specific users only - select the users who get access.

Then click Save access.

Users who are not on the list do not see the collection in chat or in collection lists. The rule applies to all documents in the collection, unless a document has its own rule.

Set document access​

  1. On the Study Documents page, find the document card.
  2. Click the ... menu on the card.
  3. Click Manage access. The Collection Settings tab opens with the access settings for that document.
  4. Choose All site users to use the collection rule. Choose Specific users only to set a different list.
  5. Click Save access.

A document without its own rule uses the collection rule.

Set access when you create a collection​

When a site administrator creates a collection, the dialog has an access step. Choose All site users or Specific users only. The collection is then restricted from the start. See Create a new collection.

Confidential documents​

A confidential document is sealed from site administrators. Only the uploader, the members the uploader adds, and platform administrators can see it or ask about it in chat. Use it for files such as a clinical trial agreement or a budget. This is stronger than document access, because a site administrator can see and change document access.

To upload a confidential document:

  1. On the Study Documents page, click Upload.
  2. Add the files. Who can see this? shows below the file list.
  3. Select Confidential. Only Private Editors and platform administrators see this choice.
  4. Under Members, type a name or an email address and pick each member from the list. Each member must be an active user at your site. You always keep access.
  5. Click Next: Name Files →, then type a document type for each file.
  6. Click Upload.

A confidential document shows a Confidential label on its card. See Roles and permissions.

Change who can see a confidential document​

The uploader, other members, and platform administrators can change the members.

  1. On the Study Documents page, find the card with the Confidential label.
  2. Click the ... menu on the card, then click Manage access.
  3. Select the people who must see the document. Clear the people who must not.
  4. Click Save access.

You always keep access to a confidential document that you change. There is no All site users option, because the document must stay sealed from site administrators.

Tips​

  • Restrict the collection when a small team must use the full protocol.
  • Restrict a document when one manual or appendix must stay private in an open collection.
  • After you change access, tell affected users to refresh the app.