Confidential documents are documents restricted to a limited group of users, rather than everyone in the project. These are often used for sensitive content, such as contracts, financials, legal agreements, proprietary information, or other documents.
They ensure that only authorized team members can view or manage them, stored securely in the project’s Confidential documents section.
Granting access to confidential documents
Access to confidential documents is managed by project administrators and can be controlled at both the project level and the phase level.
Project level access
At a project level, a team member can be given access to confidential documents by opening the 'Edit Team Member' and checking the 'Has access to confidential documents':
⚠️ Note: Users in a project leader role always have access to confidential documents.
Phase level access
⚠️ Note: This feature is not available on all plans. To check if it’s included in your subscription, review the [plan comparison list] or contact your admin.
At the Phase level, users can access confidential documents only if they are in a project phase role that explicitly allows it. The roles are managed by user permissions, as described in this article.
Uploading confidential documents
All confidential documents are stored and managed in the Confidential documents section.
The upload process is the same as for regular documents. However, documents must be uploaded from the Confidential documents section, and will be visible only in this section.
⚠️ Attention: Documents can't be moved between regular Documents to Confidential documents. To make a document confidential, it must be uploaded to the Confidential documents section.
Document types
When uploading or editing a document in the confidential section, a document type can be chosen in the document details. Confidential documents have different document types than regular documents:
Contracts: all contracts come together here.
Financial: all financial documents, such as budgets, quotes and invoices can be collected here.
Legal: other legal documents can be placed here.
Miscellaneous: other confidential files that don’t fit the categories above
These Document types can be used to filter the documents in the documents overview.
Document states for confidential documents
Confidential documents can have the same state as other non-confidential documents, shared, published, and archived, but they will still only be visible to team members who have access to the confidential documents.
You can find information about the document state workflow in this article.
View confidential documents in the WebViewer
Confidential documents or models can be viewed in the WebViewer by users who have permission to view them.
In the document details, you can choose if a document will be visible in WebViewer or not. This can be done for regular documents and also for confidential documents.
When opened in the WebViewer, confidential documents are displayed in the same way as regular files, but their visibility remains restricted to authorized users.
Confidential documents in Workflows
Workflows can be triggered by the upload of a confidential document. However, if the workflow includes an action, for example, approve or review the document, the team member performing the action must have permission to access Confidential documents.
More information about managing workflows can be found here.
Confidential documents in advanced features
⚠️ Note: This feature is not available on all plans. To check if it’s included in your subscription, review the [plan comparison list] or contact your admin.
Confidential documents in Document sets
Confidential and regular documents can be grouped together in a document set. Team members without access rights will only see the regular documents, so the total number of files shown may differ between users.
More information about document sets can be found here.
Confidential documents in Work packages
Confidential documents can also be assigned to work packages. As with document sets, users who do not have permission to view confidential documents will only see the regular ones.
More information about work packages can be found here.