In this article, we’ll walk through the Customers section of the Document Library Editor and explain how to control which customers can view your document library items.

By default, newly created documents are not viewable to customers. This ensures you can safely build and edit items before making them available.

Default Document Visibility

When you first create a document library item:

• It is set to Not Viewable
• No customer can see it when logged in
• The item is considered inactive

This prevents customers from accidentally seeing unfinished or incomplete products.

Making a Document Viewable

Once your document is ready, follow these steps:

1. Go to the Customers section of the Document Library Editor.
2. Select the radio button to make the document viewable.
3. Choose who should have access.

You can assign visibility at three different levels:

• Company
• Branch
• Individual Contact

Option 1: Assign Visibility to a Company

1. Use the Select Company dropdown (or search field).
2. Choose the desired company (e.g., Acme Print Buyer).
3. Click the green Add button.

The company will appear in the approved visibility list.

What This Means:

• All users within that company can see the document.
• Branch membership does not matter — everyone in the company has access.

To remove access, click the red Remove button next to the company name.

Option 2: Assign Visibility to a Branch

Once a company is selected, a Branch dropdown will appear.

1. Select the appropriate branch (e.g., Corporate Branch).
2. Click the green Add button.

What This Means:

• Only contacts within that specific branch can view the document.
• Other branches within the same company will not have access.

Option 3: Assign Visibility to an Individual Contact

After selecting a branch, a third dropdown appears showing:

• A list of contacts within that branch

To grant access:

1. Select the contact.
2. Click the green Add button.

What This Means:

• Only that specific individual can view the document.
• No other contacts — even within the same branch — will have access.

Managing Visibility

You can:

• Add multiple companies, branches, or contacts
• Remove access at any time using the red Remove button
• Combine visibility rules as needed

This system provides flexible control so you can ensure documents are visible only to the appropriate audience.

Summary

The Customers section allows you to:

• Keep documents hidden while building them
• Make documents visible when ready
• Control visibility by:
  • Company (broad access)
  • Branch (department-level access)
  • Individual contact (specific user access)

Using these tools ensures your document library items are accessible only to the correct customers.

Happy Printing! 🚀