In this article
Introduction
Access and edit status types
Assigning access to a document
Editing or removing access
Sharing permissions with others
Viewing content you have access to
Requesting access
1. Introduction
Document level permissions let you control who can see and work on individual documents in Amplifi.
You can assign access to individuals, teams, or your whole organisation. This gives you full control over sensitive or in-progress content.
There are two layers to document permissions. One controls who can access a document. The other controls what they can do once they have access.
The "Share access" button, available from within the document editor
2. Access and edit status types
Access status
Access status controls who can see a document and its data.
Access status | Definition |
Owner | The user who uploaded the document |
User | An individual within your organisation |
Team | A group of users who have been assigned access |
Organisation | Every user in your organisation |
Edit status
Edit status controls what a user can do once they have access.
Edit status | Definition |
Viewer | Can view the document in the editor. Can view document data in dashboards |
Commenter | Can view the document, add comments, and view data in dashboards |
Editor | Full editing access. Can view all data in dashboards. Can change permissions and share with others |
🔎 Only the Owner has full control over permissions by default. Editors can also change permissions and share the document with others.
3. Assigning access to a document
You can assign access to a document from three places in Amplifi:
During the upload process
From the content management page
From within the document editor
The steps are the same in each location.
From content management, select the three dot menu on a document, then "Manage access"
From the upload flow, select "Share Access" before or after your documents finish uploading
Select the permissions or sharing icon.
Search for the individual, team, or select "Organisation" to share with everyone.
Choose the edit status you want to assign: Viewer, Commenter, or Editor.
Select Confirm to save the permission.
Searching for a user or team from the Share panel
🔎 You can also type an email address directly to invite someone who doesn't have access yet. You can add several at once before confirming.
Multiple people added by email address, each set to "Can view"
Once confirmed, the team or person appears under "Teams with access" or "People with access", with their role shown
🔎 You can assign access to multiple individuals, teams, or a mix of both, in the same action.
General access
Alongside inviting specific people or teams, you can also set general access for the whole document.
General access | Definition |
Restricted | Only people who have been individually given access can view the document |
Organisation | Anyone within your organisation can access the document |
General access set to "Restricted"
General access set to "Organisation"
4. Editing or removing access
You can update or remove someone's access at any time.
Open the document's permissions panel.
Find the user or team in the list.
Change their edit status using the dropdown, or select remove to take away their access entirely.
Select Confirm to save your changes.
The role dropdown, showing Editor, Viewer, Commenter, Remove access, and Transfer ownership
⛔️ Removing a team's access removes it for every member of that team. Individual access assigned separately is not affected.
This same dropdown is also where you'd transfer ownership of the document to someone else. See our Transferring Document Ownership article for that process.
5. Sharing permissions with others
If you have Viewer, Commenter, or Editor access to a document, you can also share it with other people in your organisation.
Your access level | Can you share the document? | What access do they get? |
Viewer | Yes | Viewer only |
Commenter | Yes | Viewer only |
Editor | Yes | Viewer, Commenter, or Editor |
🔎 Only Editors can decide what level of access to grant someone else. Viewers and Commenters can only share view-only access.
6. Viewing content you have access to
The content management page shows you every document you have access to, not just documents you own.
Documents you have been given access to will show alongside documents you own.
The owner's name is shown against each document, so you always know who to contact about access changes.
7. Requesting access
If you don't have access to a document, you can request it from the owner or an editor.
Select "Request access" on a document you don't currently have permission to view.
The document owner, or anyone with Editor access, will be notified of your request.
They can approve or decline the request.
If approved, you'll be given access and notified. If declined, you'll remain without access.
🔎 Requesting access doesn't guarantee you'll receive it. The owner decides what level of access to grant, if any.
A toast confirming a user's request for access has been accepted