Implement Document Level Visibility Controls

Documentation Manager

Onboarding Document Access Levels

What’s new?

Administrators and users with Document Management Privileges can now manage document visibility at both the agency level and the document level when used with the “Is Personal Data” setting, offering enhanced control to support compliance and minimize risk. This functionality has been extended to include the ATS and federal documents, supporting the formats PDF, PDF with WebForm, and Video with WebForm.

  • Agency-Level Visibility Settings:Configure role-based visibility rules for documents, including agency-level documents, under General Settings. Roles include Admin, Compliance Representative, HR Manager, and HR Associate. Visibility options include:

    • Unredacted

    • Redacted

    • Unredacted during certificationDocument-Level Visibility Settings:Fine-tune visibility for individual documents via the Advanced tab in Document Management. The new configuration allows permissions to be set at the document level for PDF, PDF with WebForm, and Video with WebForm formats. Options include:

    • Inherit from agency (default)

    • Redacted

    • Unredacted

    • Unredacted during certification

Document-level settings override agency-level rules for precise control.

Critical Note: This feature works in conjunction with the Is Personal Data checkbox on the Field Configuration page. If fields you want redacted are not defined as personal data, they will not be masked. For more details, see the Document Privacy with 'Is Personal Data' Configuration.

Why does it matter?

These features improve compliance, reduce risks of exposure, and offer flexibility by allowing organizations to customize visibility for sensitive documents across the ATS, federal documentation, and onboarding processes.

This is part of the OB365 R2024.12 release. Click here for release calendar details.