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Restrict Access to Documents and Folders (Administrators Only)

Alix
Alix
  • Updated

Athennian allows you to restrict access to Documents and Folders within the application, providing enhanced control over sensitive information.

Overview

This feature is available in three key areas:

  • Documents
  • Minute Book
  • People

As an Admin, you can lock specific documents and folders from other teams and users, which is particularly useful for PII (Personally Identifiable Information), confidential financial documents, or any other sensitive data you wish to store securely within Athennian.

Availability: Customers with the Enterprise plan or Custom Access add-on.

Important: Only Administrators have access to this feature.

Manage Document Visibility

By default, anyone with permission to view documents in an entity will have access to all documents within that entity. However, you can change this visibility for individual documents.

To manage the visibility of a document:

  1. Navigate to the Documents section of an entity
  2. Select the desired document
  3. Click Manage Visibility (either from the 1 selected dropdown options or the icon next to the document)

A pop-up will appear with the default setting as Visibility: Anyone with permission to view documents in "this entity".

To restrict access:

  1. Click the dropdown and select Confidential: visible to selected access groups
  2. In the Access Groups dropdown, choose one or more Access Group(s) that should have access to the document
  3. Once your selections are made, click Save

Only the specified User Groups or Users given access to those Access Groups will be able to view the document going forward. The document will display a Confidential tag, visible only to those with appropriate access.

Manage Folder Visibility

When you set visibility permissions on a folder, any documents within that folder will inherit those permissions.

To manage the visibility of a folder:

  1. Navigate to the Documents section of an entity
  2. Locate the desired folder
  3. Click Manage Visibility for folder (either from the 1 selected dropdown options or the icon next to the folder)
  4. Open the Visibility dropdown and select Confidential: visible to selected access groups
  5. Choose the Access Groups that should have access to this folder
  6. Click Save

Only the selected Access Groups will be able to see and access this folder and its contents. If a user uploads a document directly into a restricted folder, the document will automatically inherit the folder's restrictions.

Restrict Access in the Minute Book

You can also restrict access to folders and documents within the Minute Book in the same way you would in the main Documents section.

To manage visibility in the Minute Book:

  1. Go to the Minute Book of the entity
  2. Locate the folder or document you wish to restrict
  3. Click the three dots next to it and select Manage Visibility
  4. Open the Visibility dropdown and select Confidential: visible to selected access groups
  5. Adjust the Access Groups permissions as needed
  6. Click Save

Restrict Access in People

For documents uploaded to an individual's profile in the People section, such as PII or KYC documents, you can also set restricted access.

To manage visibility for documents in People:

  1. Go to the People section and select a person's profile
  2. Navigate to the Documents section
  3. Upload or select the document
  4. Once uploaded, click Manage Visibility
  5. Open the Visibility dropdown and select Confidential: visible to selected access groups
  6. Set the appropriate Access Group permissions
  7. Click Save

This ensures that sensitive documents, such as passport copies or KYC forms, are only visible to authorized personnel.

Admin Control and Access Management

  • Only Administrators can set document and folder permissions.
  • As an Admin, you can view which documents and folders an Access Group has been granted access to through the Access section of their profile.
  • To do this:
    • Navigate to the Access section
    • Select Access Groups and click on the respective Access Group
    • Navigate to the Profiles tab on the left side
    • Click on the Documents and Folders tabs to see a list of restricted documents or folders this Access Group can access
    • You can also remove access from this view by selecting a document or folder and in the Actions dropdown select Remove

Video Instructions

We believe this feature will significantly streamline how you manage confidential information across your teams, whether you are a law firm, private equity client, or corporate entity.