Confidential document administrator privileges are privileges that allow viewing and managing confidential documents sent and received within a team, to appropriately ensure internal control of a team that a member belongs to.
Contents
Confidential documents are documents that can only be viewed and managed by people related to the document or those with confidential document administrator privileges, to prevent the files from being viewed unintentionally by other members.
With the Business Plan and above, the confidential function can be used to send confidential documents.
Precautions
There must be at least one member in the team granted with the confidential document administrator privileges if your team is subscribed to the Paid plan.
The “Confidential function” for sending confidential documents is available with the Business Plan.
Receiving, viewing and managing confidential documents is possible with plans other than the Business Plan.
1. What are confidential document administrator privileges?
Confidential document administrator privileges are privileges that allow viewing and managing confidential documents sent and received within a team that a member belongs to.
Normally the document administrator is able to view and manage all the documents of members within their own team.However, confidential documents cannot be viewed or managed by the “Document administrator privileges.”
In addition to the sender and recipient, confidential documents can only be viewed and managed by members with “confidential document administrator privileges” within each team.
親展書類の閲覧 | View confidential documents |
その他の書類の閲覧 | View other documents |
送受信者 | Sender/Recipient |
書類管理権限 | Document administrator privileges |
親展書類管理権限 | Confidential document administrator privileges |
書類管理権限 + 親展書類管理権限 | Document administrator privileges + confidential document administrator privileges |
You can check if you have confidential document administrator privileges by checking the Manage Settings Screen. See here for details on how to do this.
Precaution
Users who switched over their account to the Paid plan after December 2, 2020 will automatically have confidential document administrator privileges granted to the administrator listed on their contract application form.
Teams already subscribed to the Paid plan will automatically have confidential document administrator privileges granted to one member of the team.
2. Granting confidential document administrator privileges to members
Team administrators can grant “confidential document administrator privileges” to members. The following two methods can be used to grant privileges.
Grant privileges when adding a member
Grant privileges by editing member information
Grant privileges when adding a member
1. Access the ManageSettings Screen and select “Members.” Click the “+” button to add a member.
2. The “Add a member” window is displayed, enter the required information, select Yes or No for confidential document administrator privileges, and click “Save.”
3. An account creation notification email will be sent to the email address of the added member, and registration is complete when the member sets their password.
After granting the member confidential document administrator privileges, an icon of an envelope containing documents appears.
Grant privileges by editing member information
1. Access the Manage Settings Screen and select “Members.” A list of the members in the team other than yourself is displayed.
2. Click the member you want to edit information for. (you can use the search box at the top to search for members by email address.)
3. The “Edit member information” window is displayed, so select Yes or No for confidential document administrator privileges and click “Save.”
4. This completes editing member information. If member information has been edited, that member will receive an email notifying them of the relevant changes. The email contains details of the changes that have been made.
3. Privileges available with confidential document administrators
Manage confidential documents sent and received within own team
View/search confidential documents
Edit/update document information of confidential documents
Receive an email notification of "contract signing completion" for confidential documents sent and received by members
Manage administrator alert function (confidential documents only)
Receive alert notification emails
Precautions
If you have both confidential document administrator privileges and document administrator privileges, you can view and manage all the documents in your own team.
If you only have document administrator privileges, you cannot view or manage confidential documents.
PDF data is not attached to the email notification of "contract signing completion" sent to the confidential document administrator. If you wish to check the document, please click the link in the email or go to the Manage Settings Screen.