You can control who can access each file attached to a Note by setting its visibility level. This allows you to manage sensitive files (such as documents or audio recordings) separately from the rest of the note.
Visibility options
When you upload a file, you can choose who can see it:
- Account
Visible to all staff working with this person across your organization. - Group
Visible only to staff within the same group working directly with the person. - Protected
Visible only to you and approved program admins.
How to set visibility for an attachment
- Open or create a Note.
- Upload a file in the Attachments section.
- Once the file has finished uploading, click the visibility dropdown next to the file name (it defaults to Protected for every upload).
- Select the appropriate visibility level.
- Click Save to apply your changes.
Important
- Visibility is set per attachment, not for the entire note.
- Account and Group visible files are also downloadable by those who can see them.
- Only the original file uploader can change/delete the file, regardless of visibility.
- Make sure to select the correct visibility before saving, especially for sensitive files.
When should I use each option?
- Use Account for general documentation that all staff can reference
- Use Group for team-specific updates or discussions
- Use Protected for sensitive files that should only be seen by you and admins