Access requests and who can see what

Decide which documents are public, which need an access request, and who approves requests.

Quick summary

• Every resource on your Trust Centre is either public or behind an access request.
• Any admin can approve a request, and access expires after 2 months by default.
• Each admin sets their own access request alerts, so add a shared email address or Slack channel.

Set it up

1. Set a resource to public or behind a request

   In the Content tab, set each resource to public or to access request. If you have more than one view, set it per view too.

2. Find the request

   Requests land in the Access tab, with the requester’s details and what they’ve asked for.

   

   Incoming access requests, with who asked and what for.

3. Grant access

   Granting access emails them a link to the resource.

   

   Granting access, where you set what they get and how long for.

   Approving a request is Admin only. You can pre-approve people in bulk, or send a one-off unlocked link.

4. Choose an expiry

   Access expires after 2 months by default, so you can see who’s still using your documents. You can change the length or set no expiry, but compliance documents change and people move on.

5. Check who gets notified

   Every admin is notified of new requests by default and sets their own preference in Personal notification settings. So requests aren’t missed when someone’s on leave, add a shared email address or subscribe a Slack channel for the whole team.

What we recommend

• Send the folder link, not the file: it always resolves to the current version.
• Use unlocked links sparingly, for a single named share. Access requests give you the audit trail.

Related articles

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