Understand how document access works

Learn more about document access and how it works in Huma

Who can access a document in Huma?

Documents in Huma can be shared with the following:

• Everyone
• Specific individuals
• Specific groups
• A targeted role:
  • "Admins" of a group = Users with roles granting document access within the group

Levels of document access

Huma provides three levels of document access:

1. No Access: Users cannot view or interact with the document.
2. Only See: Users can view the document but cannot make changes.
3. See and Edit: Users can view and make changes to the document.

Example: How document access works

Scenario:
An employment contract for Ewa is shared with:

• Ewa, Kari (HR) and 'Admins of Team X'

Access permissions:

• Ewa: Can only view the document.
• Kari (HR): Can view and edit the document.
• Admins of Team X: Can view and edit the document.

Note: Members of Team X who are not administrators cannot access the document, as it hasn’t been shared with them.

Does the 'regarding' person automatically have access to the document?

No, a person tagged as 'regarding' does not automatically gain access. Access must be granted explicitly.

Why can’t administrators access all documents?

To protect sensitive information, document access is controlled. Administrators can access documents only if they are:

• Shared directly with them.
• Shared with their group (e.g., team, location, or organization).
• Shared with group administrators, where they also have document permissions.

Note: When a document is shared with a team, location, or organization, it can be explicitly shared with administrators of that group.

How to add a document administrator

To assign a document administrator:

1. Navigate to System Settings.
2. Select Roles and go to User Roles.
3. Edit an existing role or create a new one.
4. Scroll to the Documents section and select Full Access.
5. Click Grants to specify users for this role.
6. Assign the role to specific teams, locations, or companies.

What documents can an administrator access?

Example: If a document is shared with administrators of the "HR" team, all individuals with the administrator role in "HR" will have see and edit access to the document.

Handling document access when someone leaves the company

When someone with see and edit access to many documents leaves the company:

• They can share the documents directly with others.
• They can share the documents with a team they are part of or where they have document permissions.

Tip: Always share important documents with supervisors or 'organization' or 'group admin' to ensure continuity of access.

Changing access for multiple documents

You can update access for multiple documents simultaneously by:

1. Selecting the documents.
2. Using the action bar at the bottom of the screen to update their access.

Transferring documents where you are the sole editor

If you are the only one with edit access to certain documents, transfer access by:

1. Go to "Documents".
2. Click the three dots in the top-right corner and select "extend access."
3. Review the details and confirm that you want to extend access to all your documents.
4. Click 'Extend access'.

Important notes:

• This action will extend access to include document administrators within the organization.
• Access can also be updated individually for each document if needed.