Did You Know?
While role permissions allow certain users to view and edit documents and files, Spitfire also provides a way to mark documents and their attached files as “Confidential” so that only specific users can access them. When the Confidential option is selected, only users to whom the document has been routed can open the document. The Confidential flag therefore effectively cancels the generic PAGE | Document Access permissions. By default, when you make a document confidential, all file attachments on the document are also marked confidential at the same time.
The Confidential Checkbox:
The Confidential checkbox does not appear by default in Power UX. If your site has determined that certain Doc types can be made confidential, the System Admin needs to make the Confidential checkbox visible on the side panel through the gear icon and then save the setting.
The Confidential checkbox appears by default on the Route Detail tab in Classic UI.
How It Works:
- For example, if you grant Betty permission to read all Issue documents, but the Project Manager marks an Issue document as confidential and routes it to several individuals, but not Betty, then Betty will NOT be able to open the confidential Issue document. However, all users on the route WILL be able to open the document.
- Files on the confidential document can only be viewed/opened by the people on the route (with two exceptions; see below). To continue our example, Betty would not be able to look at the attached files, even from the Catalog or project Files part.
- Additionally, only the creator of the document is allowed to add people to the route. All other editing of the document follows the standard collaborator rules.
Additional Comments:
- A user with the LIST | Can Read All Files (R) capability can view confidential files, even if not on the route.
- A user with the SYS | Global Access (S) capability can access confidential documents, even if not on the route.