Skip to main content

Control who can open a personnel document

Personnel documents have their own access list. Someone can therefore see course or general documentation without automatically seeing feedback, conversations or other future sensitive HR content on the same person.

Grant access​

  1. Open the person's Documents section.
  2. Open the document's menu and select Manage access.
  3. Choose a named Person or a dynamic Access role.
  4. Choose what the recipient may do:
    • Can view opens and downloads the document.
    • Can edit also permits file changes, but not sharing or deletion.
    • Can manage permits editing, sharing and deletion.
  5. Select Grant access.

An access role is dynamic. The document follows the current people scope of grants that use that role, so a coordinator who takes over an assigned group gains the intended access without being added to every document manually.

Revoke access​

Open Manage access and remove the relevant person or access role. The change takes effect immediately. Removing one entry does not change the owner's access or any other entry.

Transfer ownership​

Only the document owner can make an ordinary ownership transfer.

  1. Open Manage access and select Transfer ownership beside the current owner.
  2. Search for and select an active person in your organisation.
  3. Choose whether the previous owner should keep direct Can view access.
  4. Select Review transfer, read the consequences and confirm.

The new owner can edit, share, delete and transfer the document. If retained access is not selected, the previous owner's direct access is removed. Access they receive through a dynamic access role is not changed by the transfer.

Ownership and leavers​

Transfer important documents before their owner is deactivated. Existing explicit grants continue, but the inactive owner can no longer sign in to manage the document. If ownership was not transferred, a tenant owner can use the controlled ownership-recovery process without receiving permission to read the document content.

Older documents may be labelled Legacy while your organisation migrates them. They continue to use the previous People permission rules until ownership and access have been reviewed.