Organization's private manuals

If all or most manuals you create are going to be private, you should set your private manuals at the org level. However, you can always change each document's settings to be different from the default settings.

Set your organization's manuals as private/public

1. In your organization's home, open the main menu on the top left.
2. Click Private Manual. 
   • 
3. Open the Settings tab.
4. Check/uncheck the private manual box.

Private access settings

You can restrict access to your private manuals to specific people or organizations.

Restrict access to specific users

1. In your organization's home, open the main menu on the top left.
2. Click Private Manual.
3. Open the Private Accesses tab.
4. Under the Users tab, type/paste the email address of a specific user.
5. Click the Plus button on the right to add a new member.

The new member will be shown under existing members. You can repeat this action to add as many users as you want.

Restrict access to the staff of a specific organization

You can use organizational email domains to make sure only people inside of a specific organization can access your manuals. This could be particularly helpful when you are creating a knowledge base or internal manuals for your own or other organizations. To do so:

1. In your organization's home, open the main menu on the top left.
2. Click Private Manual.
3. Open the Private Accesses tab.
4. Under the Domains tab, type/paste the intended organizational email domain (example: @sonat.com).
5. Click the Plus button on the right to let people within this domain access your private manuals.

The newly added domain will be shown under existing domains. You can repeat this action to provide more organizations with private access.

By doing that, all users in that domain (in this example: sonat.com) will have access to private documents.

Restrict access to users provided with a private URL

You can use tokens to create private URLs for granting access to specific documents of your org. Since you can manage tokens separately, you can use different tokens for adjusting access levels for different groups of users. You can deactivate all URLs of a token at once to restrict the access of a specific group while keeping others active. To create a new token:

1. In your organization's home, open the main menu on the top left.
2. Click Private Manual.
3. Open the Manage Private URLs tab.
4. Add a title to create a new token.
   • This title is for your own use and helps you manage and categorize the private accesses.
5. Click the Plus button on the right to add a new token.

The new token will be shown under existing tokens. You can repeat this action to add as many tokens as you want. 

You can then use this token to provide private URLs to your organization.

1. On the private manual page, open the Private Access tab.
2. Under the Private URLs tab, type the title of the token you want to use.
3. Click the Plus button on the right to add the token.
4. In the existing tokens list, click the copy icon next to the token title to copy the generated URL.

You can use this URL to provide your intended users with a private access key.