The document publishing feature allows administrators to review and redact documents before making them available to users, regardless of their permissions. Administrators can also configure access settings to ensure sensitive information is protected. New uploads remain unpublished by default, allowing verification and adjustments before distribution.
ℹ️ Available on the following subscription plans: Core, Premier, Enterprise, and Pro from 2024.
Enabling and disabling publishing
This feature is disabled by default in all new projects. To enable and start using document publishing:
Go to Settings → Project → Documents tab.
Click the toggle next to Publishing.
⚠️ All new documents uploaded by administrators and users with Upload or Manage permissions after the feature is switched on are then unpublished by default.
Disabling this feature will make all unpublished documents visible to project participants according to their permissions. A confirmation message will appear if there are any unpublished documents upon disabling the feature.
Publishing and unpublishing documents
When publishing is enabled in the project:
The Status column appears in the Documents tab, indicating whether the file or folder is published or not.
Only administrators can publish or unpublish documents, and see all unpublished documents.
Users with Upload or Manage permissions can view only their own unpublished documents and retain access unless their permission is set to No access.
Q&A attachments are published by default.
To publish or unpublish documents:
Select one or more items in the document list.
Click Publish or Unpublish from the context menu or on the top panel.
* Available options depend on the statuses of selected items.
When publishing for the first time, you will need to confirm the action in the modal window. You can click "Don't show again" to avoid future confirmation prompts.
Once the document is published, it becomes available based on user permissions.
⚠️ To publish a document inside an unpublished folder, you will be required to publish the parent folder as well.
Quick access: Unpublished
Administrators can access and review all unpublished documents in the dedicated tab under Quick access – Unpublished.
Publishing status vs other features
Moving or copying documents:
Moving/copying a published document to an unpublished location makes it unpublished.
Moving/copying an unpublished document to a published location retains its status.
Documents copied to another project are always unpublished.
Document versioning: adding a new version or restoring a previous version retains the document's publishing status.
Sharing via external link: unpublished documents cannot be shared externally.
Recycle bin: restored documents are always unpublished.