ContentsConfidentiality & review
Confidentiality & review
Choose who sees each field, and have each record checked and approved before it reaches customers.
What to know first
Tiers live on fields
Documents carry their own tier
Members have a ceiling
Records go through review
Customers see one slice
In this topic
- How-toSet a field's confidentiality tierChoose who sees a field's values in every record, from the Who sees it setting in the field editor.4 min
- How-toSend a record for review, approve, publishSubmit a finished record, then approve it from the review queue or the record page, which publishes it in the same step.6 min
- ReferenceWhat each role can see and doThe four roles and the visibility setting: who edits, submits, approves, builds the data model and runs the workspace, and which fields each member sees.7 min
How a record moves
Review statuses · who can move a record
Only Draft records accept edits. Approving publishes the record in the same step; there is no separate publish button.
Who sees which fields
Field tier against each reader · the portal shows Published records only
| Field tier | Portal & Public API keys | Member at Internal | Member at Confidential |
|---|---|---|---|
| Public | ✓ | ✓ | ✓ |
| Internal | — | ✓ | ✓ |
| Confidential | — | — | ✓ |
Where you see it
- Fields: the Visibility column, and Who sees it in each field's editor.
- Members: each member's Role and Visibility.
- The grid and each record page: a colored dot next to every field name marks its tier.
- Needs review: records waiting for approval, oldest first.
- The record page header: the status badge and the workflow buttons.
An example
Take a 1 in flanged ball valve, CF8M, Class 150. Each value follows its field's tier:
| Pressure rating | 275 psi (19.0 bar) | Public |
| Cv | 80 | Public |
| Breakaway torque | 90 in·lb (10.2 N·m) | Internal |
| List price | $375 | Internal |
| Landed unit cost | $96 | Confidential |
A Marketing member with Internal visibility sees the torque and the price, but not the cost. A portal visitor sees the rating and the Cv.
FAQ
Who can approve and publish a record?
Members with the Admin or Marketing role. Approving publishes the record in the same step, so there is no separate publish button. Engineering members submit records and can return a Published record to Draft, but cannot approve. Viewer members can only read.
Can I edit a record after I submit it?
No. Only Draft records can be edited. To change a record that is In review, a reviewer rejects it, which returns it to Draft. To change a Published record, click Return to draft, edit it, and submit it again.
Why is my review queue empty?
Needs review lists the records that are In review across every table. A member whose visibility is Public sees only Published records anywhere in the app, so their queue stays empty. Viewer members do not see the queue at all.
Who sets a member's visibility?
A member with the Admin role sets it on Members, next to the role. Visibility is a ceiling: a member at Internal sees Public and Internal fields, and a member at Confidential sees all three. Each API key has the same kind of ceiling, chosen when the key is created.
Do generated PDFs follow the tiers?
Yes. A spec sheet generated at Public prints only Public fields. You can also generate a sheet at Internal or Confidential, up to your own visibility, and the PDF keeps that tier. A preview of a record that is not yet Published is watermarked and filed as Internal.
Related
| How-to | Set a field's confidentiality tier |
| How-to | Send a record for review, approve, publish |
| Concept | Members, settings & billing |
| Concept | Portal & API |