---
title: "Attachment Level Viewing Privileges"
slug: "attachment-level-viewing-privileges-1"
updated: 2026-10-08T16:51:59Z
published: 2026-10-29T16:40:50Z
canonical: "wiki.cobblestonesoftware.com/attachment-level-viewing-privileges-1"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://wiki.cobblestonesoftware.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Attachment Level Viewing Privileges

**COBBLESTONE SOFTWARE**

Contract Insight — User Guide

**Attachment Level Viewing Privileges**

*07. End Users - Contracts › Contract Attachments › Attachment Level Viewing Privileges*

**Note:** Each procedure in this guide begins at the Contract Insight homepage, so any section can be followed on its own. Custom fields are configurable, so the exact field list on a contract category record may vary between environments.

# 1. Overview

Viewing privileges can be set on individual attachments. By default, "anyone who can see this record can open this document." From a file's **Document tools** window, **Access permissions** lets you name specific **People** or **Security groups** to restrict that document, and every version of it, to just them.

Two related settings control who outside your organization can see a document. Each attachment has a **Collaboration Type** (**Internal** or **Gateway**), which is set by default from its **File Category**'s **Default Collaboration Type** (Administration › Master Reference Data › File Categories). Documents in the shared **Library** each have their own **Visible for** value (**Internal**, **Gateway** or **Public**).

# 2. Key Elements

- **Document tools** (briefcase icon on each file row): opens a window with the file's tools, including **Access permissions** under **Access & security**, and the file's **Category**.
- **Access permissions** window: shows whether the document is restricted, and lets you add **People** (**Find someone** › **Add**) or **Security groups** (**Find a group** › **Add**). Each change takes effect as you make it.
- **Collaboration Type** column: in the file list (scroll right), shows whether each attachment is **Internal** or **Gateway**.
- **File Categories** (Master Reference Data): each category's **Default Collaboration Type** (**Internal** or **Gateway**) applies to files filed under that category.
- **Library › Documents**: each document's **Visible for** setting (**Internal**, **Gateway** or **Public**) and **Active** setting.
- **In a joint process** tag: shows that people are currently editing the document together.

# 3. Restricting Who Can Open an Attachment

1. From the Contract Insight homepage, hover over the **Requests/Contracts** icon in the left navigation bar and select **Contracts**.

![Requests/Contracts menu with Contracts highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/01_nav_contracts(6).jpg)

1. Locate the contract (use the **Search** box if needed) and click **Manage**.

![Contracts list with the Search box and a Manage button highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/02_contracts_manage(5).jpg)

1. Click the **Attachments & Templates** tab, then click the **Document tools** (briefcase) icon on the file's row.

![Attachments and Templates tab with a file's Document tools icon and In a joint process tag highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/03_document_tools_btn.jpg)

1. In the **Document tools** window, scroll to **Access & security** and click **Access permissions**. The file's **Category** is shown at the bottom of the window.

![Document tools window with Edit details, Access permissions and the file category highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/04_document_tools.jpg)

1. In the **Access permissions** window, check the banner. "Anyone who can see this record can open this document" means the file is not restricted.
2. To restrict the file to specific users, choose someone from **Find someone** under **People** and click **Add**.
3. To restrict it to a security group, choose a group from **Find a group** under **Security groups** and click **Add**.
4. Click **Close** when finished.

![Access permissions window with the status banner, People and Security groups lists, Find someone, Find a group, Add and Close highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/05_access_permissions.jpg)

**Note:** Each change takes effect as you make it. Naming people or groups restricts the document, and every version of it, to only those people and groups.

# 4. Checking an Attachment's Collaboration Type

1. On the record's **Attachments & Templates** tab, scroll the file list to the right.
2. Review the **Collaboration Type** column. **Internal** files are for internal users; **Gateway** files can be shared through the Gateway with vendors and clients.

![File list scrolled right with the Collaboration Type column highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/06_collab_type_col.jpg)

# 5. Setting a File Category's Default Collaboration Type (Administrators)

1. From the Contract Insight homepage, click the **Administration** icon at the bottom of the left navigation bar, then click **Master Reference Data**.
2. Click the **File Categories** tab. The **Default Collaboration Type** column shows each category's setting.
3. Click **Manage** on a category, or **New** to add one.

![Master Reference Data File Categories tab with New, Manage and the Default Collaboration Type column highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/07_file_categories.jpg)

1. Click **Edit All**, then choose **Internal** or **Gateway** from **Default Collaboration Type**.
2. Click **Save**, or **Cancel** to discard your changes.

![File category in edit mode with Category Name, Default Collaboration Type options, Cancel and Save highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/08_category_collab_type.jpg)

# 6. Setting Visibility for Library Documents

1. From the Contract Insight homepage, hover over the **Library** icon in the left navigation bar and select **Documents**.
2. Review the **Visible for** column for each document, then click **Manage** on the document to change.

![Library Documents tab with Add a document, Manage and the Visible for column highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/09_library_visible_for.jpg)

1. In the document panel, choose **Internal**, **Gateway** or **Public** from **Visible for**, and set **Active** to **Yes - everyone can see it** or **No - hidden from non-admins**.
2. Click **Save details**.

![Library document panel with the Gateway sharing link, Visible for, Active and Save details highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/10_library_document.jpg)

**Note:** When a library document is shared outside the application (Gateway), the panel shows a link that anyone can use to fetch the published version.

# 7. Quick Reference Summary

| Task | Where / How |
| --- | --- |
| Restrict an attachment to people or groups | Record › **Attachments & Templates** › **Document tools** › **Access permissions** › Find someone / Find a group › **Add** |
| Check an attachment's collaboration type | File list › scroll right › **Collaboration Type** column |
| Set a category's default visibility | Administration › **Master Reference Data** › **File Categories** › **Manage** › **Edit All** › **Default Collaboration Type** › **Save** |
| Set a library document's visibility | **Library** › **Documents** › **Manage** › **Visible for** › **Save details** |