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Published - Department Only Request Visibility

Learn about the new request visibility setting Published - Department Only

The Published - Department Only request visibility setting enables agencies to publish documents and requests to the public while keeping Staff Only documents and timeline entries restricted to specific internal users and departments. Use the links below to jump to a section.

What can the Public see on a request?

What can the Requester see on the request?

What can Staff see on the request? 

Does this change what a user can do on the request?

Visibility Comparison Matrix

What can the Public see on a request?

Timeline entries and documents that are set to Public visibility, the request description, received date, and Point of Contact's name.

Some information such as invoice information, departments, staff time and cost, may be visible depending on your Portal Settings

Check out an example of a published request below:

Screenshot of a published request from the point of view of a member of the public

What can the Requester see on the request?

If the requester is not logged in, they will see the Public view above. If the requester is logged in they will see the Public view in addition to timeline entries and Documents with Requester + Staff visibility, and Requester information. 

Check out screenshots below for both the legacy version and new version of the request page.

Legacy request page:

screenshot of a request from the point of view of a logged in requester in the legacy page

New request page: 

Screen Shot 2022-03-03 at 7.29.15 PM

Note: On the new request page the Additional Information section is visible to the requester and corresponds with Custom Fields on the Make Request page. 

 

What can Staff see on the request? 

This depends on the staff person. If the user is listed under the Staff section on the request, or if they belong to a Department associated with the request, they will be able to see everything internal and external on the request. This includes documents, timeline, entries, tags, etc. However if the user is not assigned to the request or the departments on the request, they will not have access to the request at all if they are logged in as an agency user. They can log out of the portal to view the request as a member of the public if needed. 

Check out example screenshots below for these various views. 

Logged in agency user assigned to the request or department associated with the request:

Legacy page: 

Screenshot of request as a logged in user associated with the request or department

New request page: 

screenshot of the request as a logged in user associated with the request or department in the new request page

Logged in agency user NOT assigned to the request or department associated with the request:

Screenshot of message telling the user they do not have access to the request.

Does this change what a user can do on the request?

No, this only affects who has access to the request. If a user has access to a request, they have the same permissions as they do on any other request. Learn more about roles and permissions in this help article: Overview of User Roles

 

Visibility Comparison Matrix:

 

 

Published

Department Only

Published - Department Only

Who can see the request text?

Non-logged in users (any),
Requesters (any),
Staff (any),
Publishers (any),
Dept Admins (any),
Admins (any)  

Requester (on request only),
Staff (support staff or assigned dept only),
Publishers (support staff or assigned dept only),
Dept Admins (support staff or assigned dept only),
Admins (any)  

Non-logged in users (any),
Requesters (any),
Staff (support staff or assigned dept only),
Publishers (support staff or assigned dept only),
Dept Admins (support staff or assigned dept only),
Admins (any) 

Who can see Public documents?

Non-logged in users (any),
Requesters (any),
Staff (any),
Publishers (any),
Dept Admins (any),
Admins (any)  

Requester (on request only),
Staff (support staff or assigned dept only),
Publishers (support staff or assigned dept only),
Dept Admins (support staff or assigned dept only),
Admins (any)  

Non-logged in users (any),
Requesters (any),
Staff (support staff or assigned dept only),
Publishers (support staff or assigned dept only),
Dept Admins (support staff or assigned dept only),
Admins (any) 

Who can see Requester + Staff documents?

Requester (on request only),
Staff (any),
Publishers (any),
Dept Admins (any),
Admins (any)  

Requester (on request only),
Staff (support staff or assigned dept only),
Publishers (support staff or assigned dept only),
Dept Admins (support staff or assigned dept only),
Admins (any)  

Requester (on request only),
Staff (support staff or assigned dept only),
Publishers (support staff or assigned dept only),
Dept Admins (support staff or assigned dept only),
Admins (any)  

Who can see Staff Only documents?

Staff (any),
Publishers (any),
Dept Admins (any),
Admins (any)  

Staff (support staff or assigned dept only),
Publishers (support staff or assigned dept only),
Dept Admins (support staff or assigned dept only),
Admins (any)  

Staff (support staff or assigned dept only),
Publishers (support staff or assigned dept only),
Dept Admins (support staff or assigned dept only),
Admins (any)  

Who can see Public timeline entries?

Non-logged in users (any),
Requesters (any),
Staff (any),
Publishers (any),
Dept Admins (any),
Admins (any)  

Requester (on request only),
Staff (support staff or assigned dept only),
Publishers (support staff or assigned dept only),
Dept Admins (support staff or assigned dept only),
Admins (any)  

Non-logged in users (any),
Requesters (any),
Staff (support staff or assigned dept only),
Publishers (support staff or assigned dept only),
Dept Admins (support staff or assigned dept only),
Admins (any) 

Who can see Requester + Staff timeline entries?

Requester (on request only),
Staff (any),
Publishers (any),
Dept Admins (any),
Admins (any)  

Requester (on request only),
Staff (support staff or assigned dept only),
Publishers (support staff or assigned dept only),
Dept Admins (support staff or assigned dept only),
Admins (any)  

Requester (on request only),
Staff (support staff or assigned dept only),
Publishers (support staff or assigned dept only),
Dept Admins (support staff or assigned dept only),
Admins (any)  

Who can see Staff Only timeline entries?

Staff (any),
Publishers (any),
Dept Admins (any),
Admins (any)  

Staff (support staff or assigned dept only),
Publishers (support staff or assigned dept only),
Dept Admins (support staff or assigned dept only),
Admins (any)  

Staff (support staff or assigned dept only),
Publishers (support staff or assigned dept only),
Dept Admins (support staff or assigned dept only),
Admins (any)