Private Access

Private Access lets you make your whole organization, or individual documents, readable only by the people you choose. You can give access to named people by email, to everyone with an email address on your company's domain, or to anyone holding a share link. Everyone else is asked to sign in. Use it for internal documentation, customer-only manuals, or drafts you want to share with a few reviewers.

Category: Organization · Plan: Business or higher · Requires: nothing

Make your organization private

1. In the organization section of the sidebar, select Private Organization.
2. Turn on Make private. The status changes to "Only people you list can read this organization".
3. Under Who can read, select Add person to add someone by email, or Add domain to let everyone with an email on that domain read, for example company.com.
4. Optionally, create share links: enter a name and select Create link. A link gives access to Whole organization by default, or you can limit it to Selected documents. Use Copy share link to send it.

Anyone holding a share link can read what it covers, so share links with care.

Make one document private or public

1. Open the document and select More actions > Private Document.
2. Choose who can read it:
   • Follow organization: uses the organization's setting
   • Public: anyone with the link can read it, even if the organization is private
   • Private: only the people, domains, and share links you list can read it
3. For a private document, add people and domains, and select Add link to give existing share links access. You create share links on the Private Organization page.

Writers can see the Private Document page but can't change it.

Things to know

• Privacy applies to documents. Standalone topics, which aren't part of a document, aren't covered yet.
• You can set up readers and links while something is public. They take effect when you make it private.
• Search engines don't index private organizations.
• If your organization moves to a plan without Private Access, the addon is suspended. Private content stays private, but you can't change privacy settings until you move back to a plan that includes it.

For more on how readers sign in to private content, see Private manuals and Private documents.

If you uninstall it

You can uninstall Private Access only after your organization and every document are public. Until then, Sonat refuses the uninstall. This makes sure you never lose the page that controls who can read your content, and nothing private becomes public by accident.