As an Administrator on Credentially, you can add restrictions to certain mandatory and non-mandatory documents. Let's say there are a couple of administrative roles in your organisation, such as HR Manager, HR Administrator, Recruiter, etc.

If you wish to restrict access to applicants' or existing employees' documents (e.g. a passport) for some of these administrative roles, follow these instructions:

1) Log in to Credentially (as an Administrator).

2) Go to the 'Organisation Settings' tab.

3) Click on the 'Document Types' tab.

4) Find the necessary document in the list of the documents and click on it.

5) The 'Edit document requirement' window will pop up.

6) There you will find two restriction modes:

Usually, 'All roles have access' is checked by default.

Follow the instructions in the 'Add permissions for your staff members' article to set the necessary permissions, if needed.

Here are the permissions to be checked to add a particular role into the 'All roles have access' list:

When you see this yellow warning triangle, it means the added role lacks the permission to review documents. To grant this permission, click on the 'Roles Management' (highlighted in red on the screenshot below).

NOTE: All those roles you will find in the drop-down menu in the 'Selected roles have access' will be present in the 'All roles have access' mode.

7) Don't forget to save the changes.

8) Check if a document type access icon (as in the screenshot below) appeared next to a necessary document type.

9) Hover your mouse over the icon to see the hint saying who has access to this particular document.

In the previous example, we restricted access to the document type 'Information Governance Certificate', so only users with the 'Administrator' role can review an applicant's or existing employee's Information Governance Certificate.

Let's see what an administrator with a different role to 'Administrator' will see if they want to check an applicant's or existing employee's passport.

To check it, you need to log in to Credentially as an administrator. Then, go to the 'Staff' table and choose a user from the list. Go to this person's 'Document' tab. In this tab, you will find a lock and 'No access' sign displayed in the 'Passport' line. It will remind this administrator that they do not have access to review this type of document.

Sometimes Credentially users have one file as a summary of a few different certificates. This document is evidence of multiple competencies. You can turn a file into evidence of multiple competencies by tagging multiple document types in the 'Document Type' field on the document review form.

If you restrict access to one document type, associated with the file for a particular admin role, users with this role won't be able to review this file. It is true even when they have access to other document types associated with this file.

Let's say a healthcare worker has a file confirming completion of three pieces of training: Adult Safeguarding 1, Adult Safeguarding 2, Adult Safeguarding 3.

As a senior administrator, you would like to restrict access to employees' Adult Safeguarding 3 certificate for all the other administrative roles.

So the 'Administrator' (your role) will be able to review the above-mentioned file of multiple competencies as it is on the screenshot below:

While a user with any other administrative role won't be able to review the file. This means that they won't be able to access all the document types associated with it (not only Adult Safeguarding 3 but also Adult Safeguarding 1, Adult Safeguarding 2).