Articles on: Knowledge Base

Managing internal vs team-specific visibility


This article explains how to control who can view your documents, folders, and pages within BlueDocs, allowing you to manage visibility for your entire organization or specific teams.


Understanding Document Visibility


BlueDocs offers flexible visibility options to ensure that the right people have access to the information they need. You can choose from the following visibility settings:


  • All users in organization: This setting makes the content accessible to every user within your BlueDocs organization.
  • Specific roles: Restrict access to users with specific roles within your organization (Admin, Manager, Editor, Viewer).
  • Specific job titles: Limit visibility to users with particular job titles.
  • Specific departments: Control access based on the departments users belong to.


Where to Manage Visibility


You can control visibility for three types of content in BlueDocs:


Documents

  • When creating or editing a document, look for the "Document Visibility" section
  • Available for all document types: SOPs, Knowledge Base Articles, Training Documents, Policies, and Custom Document Types


Folders

  • Click the settings menu (three dots) next to any folder
  • Select "Manage Folder Visibility" from the dropdown menu


Pages

  • When creating or editing a page, look for the "Document Visibility" section


How to Set Up Visibility Controls


  1. Access Visibility Settings:
  • For documents/pages: Look for the "Document Visibility" section when creating or editing
  • For folders: Click the folder settings menu and select "Manage Folder Visibility"


  1. Choose Your Visibility Option:
  • Select "All users in organization" for company-wide access
  • Select "Specific roles," "Specific job titles," or "Specific departments" for restricted access


  1. Configure Specific Settings (if applicable):
  • If you selected "Specific roles," choose from Admin, Manager, Editor, or Viewer roles
  • If you selected "Specific job titles," select from job titles used in your organization
  • If you selected "Specific departments," choose from departments in your organization


  1. Save Changes: Click "Save Changes" to apply your visibility settings


Permission Requirements


  • Document Owners and Organization Admins can manage document visibility
  • Folder Creators and Organization Admins can manage folder visibility
  • Page Creators and Organization Admins can manage page visibility


How Visibility Works


  • Organization Admins can always see all content, regardless of visibility settings
  • All Users in Organization: Content is visible to everyone in your BlueDocs workspace
  • Specific Restrictions: Only users matching the selected criteria can view the content
  • Multiple Criteria: If a user matches any of the selected roles, job titles, or departments, they will have access


Important Considerations


  • Default Setting: New content is set to "All users in organization" by default
  • Inheritance: Visibility settings are applied individually to each document, folder, or page
  • User Profile Requirements: For job title and department filtering to work, users must have these fields populated in their profiles
  • Real-time Updates: Changes to visibility settings take effect immediately


Best Practices


  1. Use Departments and Job Titles: These provide more granular control than roles alone
  2. Regular Reviews: Periodically audit your visibility settings to ensure they align with current organizational needs
  3. Consistent Naming: Ensure job titles and department names are consistent across user profiles
  4. Test Access: After setting restrictions, verify that the correct users can access the content
  5. Document Your Approach: Maintain consistency in how you apply visibility settings across similar content


Troubleshooting


Users Can't See Content They Should Access:

  • Verify the user's role, job title, and department in their profile
  • Check if the visibility settings include their specific criteria
  • Confirm the user is a member of your organization


Users Can See Content They Shouldn't:

  • Review the visibility settings for overlapping permissions
  • Check if the user has admin privileges (admins can see all content)
  • Verify that the correct restrictions are applied


Visibility Options Not Showing:

  • Ensure you have permission to manage visibility (content owner or admin)
  • Check that you're accessing the feature from the correct location (edit mode for documents/pages, settings menu for folders)



  • Public Sharing: Different from internal visibility, this makes content accessible outside your organization
  • Document Assignment: You can assign documents to specific users regardless of visibility settings
  • User Management: Managed in Settings > Users to control roles, job titles, and departments


By using BlueDocs' visibility controls effectively, you can ensure sensitive information stays within the right teams while maintaining transparency and accessibility for general organizational content.




This knowledge base article provides BlueDocs users with a comprehensive guide to managing internal vs team-specific visibility. The visibility system supports four types (all users, specific roles, job titles, and departments), works across documents/folders/pages, and includes proper permission controls for content owners and admins.

Updated on: 07/07/2025

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