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Use controlled access to a completed conversation

Controlled conversation access is an exceptional path for approved employee rights requests, legal claims, regulatory requirements and internal investigations. It does not give general access to employee conversations.

You need the dedicated controlled-access permission. The employee must also be within your People area of responsibility.

Review a shared record​

  1. Open People, then Employee conversations.
  2. Select Controlled access.
  3. Find the employee. Country starts with your current working country, and you can narrow the list by department.
  4. Select one completed conversation.
  5. Choose the approved purpose, enter the approval or case reference, and explain why this specific record is necessary.
  6. Select Review shared record.

Opening the preview is recorded in the Activity log. The activity record shows the purpose and scope, but not your case reference, explanation or any conversation content.

Download the approved PDF​

Review the complete preview, confirm that the export is limited to the approved shared record, then select Download approved PDF. The download is recorded separately.

The preview and PDF can contain shared preparation, the agreed outcome and follow-up tasks. Private notes are never available through controlled access. Draft or ongoing conversations are not available, and multiple conversations cannot be exported together.

The controlled-access screen follows your chosen Markular language. The downloaded PDF uses the language, date format and time zone kept with the completed conversation, so the durable record remains consistent even if the person downloading it has different preferences. Names and authored conversation content are never translated automatically.

If you cannot find a record​

The employee may be outside your People area of responsibility, the conversation may not be completed, or your role may not include controlled access. Ask your People access administrator to review your responsibility rather than granting broad access to conversation content.