Reveal Help Center

Document-Level Security

Overview and Initial Access

Document-Level Security is a project level feature within Reveal that restricts access to a subset of documents. Instead of Reveal’s default behavior of granting access to all documents in the project implicitly, users must instead be given explicit access.

To provide access to documents, administrators must navigate to “Imports” under the “Admin Views” section of the folder pane (Image 1). Document metadata is visible within “Imports” folders, but document renderings are not available in this view.

From here, initial access can be granted to one or more teams by using the “Secure” bulk document action (Image 2). Access is typically provided for all documents in the import to administrators but can be limited to a subset of documents as well. Granting access will need to occur for all new imports added to the project.

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Image 1

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Image 2

Until the “Secure” bulk document action is taken, administrators will not be able to interact or see documents outside of the “Imports” view. After a team has been granted initial access. The documents can be viewed in Work Folders, Saved Searches, and other areas of the application.

Note

The “Secure” bulk document action will only be visible if Document-Level Security has been enabled for the current project.

Best Practices

Document-Level Security is an effective way to restrict document access from certain users. However, Document-Level Security can impact performance under some circumstances. Each project is unique, but the following guidelines will help you decide whether Document-Level Security is the right solution for your data.

  • Access to documents is provided on the team level. Use as few teams as possible when granting document access to minimize the number of access checks required. For example, if you had 5 unique parties accessing the same project, consider whether each party has unique access needs. If 4/5 parties require the same access, use two teams, one for full document access and another for partial access, will provide the best user experience.

  • Most projects under 1 million documents will not see any notable impact from document-level security. After that point, users may begin to see an impact when running searches or loading up documents or work folders. If at the onset of the matter it is clear that the overall corpus will be millions of documents, consider other ways to segregate data, such as by separate review databases.

  • If at any point all parties can have access to all documents, consider turning off Document-Level Security for best performance.

  • There is some functionality that cannot be segregated on a team level. If any of the below functionality needs to be restricted, consider other workflows:

    • Document notes (not custom fields)

    • Unique image sets

    • Tags applied within Reveal AI

    • Tags applied within Brainspace (unless using unique datasets per party)

    • Documents available within Brainspace and Reveal AI

Alternatives to Document-Level Security
  • Create a unique database just for the subset of documents that need to be restricted. This is likely a much smaller set of data than the overall corpus and can be restricted on a project level.

  • If the document restriction is requested for culling reasons, use automated batching for the primary review team to restrict the documents they interact with. Further, make a work folder of documents not intended for review so it can be added as a NOT criteria to any search that must be run over the entire project.

  • Speak to your assigned Consulting and Customer Success teams at Reveal to determine whether a workflow could be used to meet the desired outcome.