Overview
Public Documents allow you to make selected documents accessible without requiring standard Document Management System (DMS) permissions.
By default, documents are private and only visible based on user permissions. Public Documents override this behavior by making specific documents accessible through a shared public view.
This is useful when certain user roles should not have access to the full document library but still need visibility of specific documents.
Public Documents are controlled using document tags. When a document includes the configured public tag, it becomes visible on the Public Documents page regardless of standard DMS access permissions.
When to use public documents
Use Public Documents when you need to:
- share specific documents with restricted user roles
- expose documents without granting full DMS access
- provide controlled access to commonly referenced materials
Make a document public
- Go to Resources → Documents
- Open the document you want to make public
- Click Edit (pencil icon)
- Select Details
- Add the configured public tag in the Tags field
- Save the document
The document will now appear on the Public Documents page and be accessible without standard DMS permissions.
Make a document private
- Go to Resources → Documents
- Open the document
- Click Edit
- Select Details
- Remove the public tag from the Tags field
- Save the document
The document will no longer appear on the Public Documents page.
How it works
Public access is controlled entirely by tagging:
- Documents with the public tag are exposed on the Public Documents page
- Documents without the tag remain restricted by standard permissions
This means access is not granted through roles or permissions, but through inclusion in a controlled public document set.
Best practices
- Use a consistent and clearly named public tag
- Only apply the tag to documents intended for broader visibility
- Review public documents periodically to ensure access remains appropriate