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feat: add global settings for teams (#1391)
## Description This PR introduces global settings for teams. At the moment, it allows team admins to configure the following: * The default visibility of the documents uploaded to the team account * Whether to include the document owner (sender) details when sending emails to the recipients. ### Include Sender Details If the Sender Details setting is enabled, the emails sent by the team will include the sender's name: > "Example User" on behalf of "Example Team" has invited you to sign "document.pdf" Otherwise, the email will say: > "Example Team" has invited you to sign "document.pdf" ### Default Document Visibility This new option allows users to set the default visibility for the documents uploaded to the team account. It can have the following values: * Everyone * Manager and above * Admins only If the default document visibility isn't set, the document will be set to the role of the user who created the document: * If a user with the "User" role creates a document, the document's visibility is set to "Everyone". * Manager role -> "Manager and above" * Admin role -> "Admins only" Otherwise, if there is a default document visibility value, it uses that value. #### Gotcha To avoid issues, the `document owner` and the `recipient` can access the document irrespective of their role. For example: * If a team member with the role "Member" uploads a document and the default document visibility is "Admins", only the document owner and admins can access the document. * Similar to the other scenarios. * If an admin uploads a document and the default document visibility is "Admins", the recipient can access the document. * The admins have access to all the documents. * Managers have access to documents with the visibility set to "Everyone" and "Manager and above" * Members have access only to the documents with the visibility set to "Everyone". ## Testing Performed Tested it locally.
This commit is contained in:
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"templates": "Templates",
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"direct-links": "Direct Signing Links",
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"document-visibility": "Document Visibility",
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"teams": "Teams",
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"-- Legal Overview": {
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"type": "separator",
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"title": "Legal Overview"
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---
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title: Document Visibility
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description: Learn how to control the visibility of your team documents.
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---
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# Team's Document Visibility
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By default, all documents created in a team are visible to all team members. However, you can control the visibility of your documents by changing the document's visibility settings.
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To set the visibility of a document, click on the **Document visibility** dropdown in the document's settings panel.
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The document visibility can be set to one of the following options:
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- **Everyone** - The document is visible to all team members.
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- **Managers and above** - The document is visible to people with the role of Manager or above.
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- **Admin only** - The document is only visible to the team's admins.
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5
apps/documentation/pages/users/teams/_meta.json
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5
apps/documentation/pages/users/teams/_meta.json
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{
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"general-settings": "General Settings",
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"document-visibility": "Document Visibility",
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"sender-details": "Email Sender Details"
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}
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45
apps/documentation/pages/users/teams/document-visibility.mdx
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apps/documentation/pages/users/teams/document-visibility.mdx
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---
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title: Document Visibility
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description: Learn how to control the visibility of your team documents.
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---
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import { Callout } from 'nextra/components';
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# Team's Document Visibility
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The default document visibility option allows you to control who can view and access the documents uploaded to your team account. The document visibility can be set to one of the following options:
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- **Everyone** - The document is visible to all team members.
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- **Managers and above** - The document is visible to team members with the role of _Manager or above_ and _Admin_.
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- **Admin only** - The document is only visible to the team's admins.
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The default document visibility is set to "_EVERYONE_" by default. You can change this setting by going to the [team's general settings page](/users/teams/general-settings) and selecting a different visibility option.
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<Callout type="warning">
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If the team member uploading the document has a role lower than the default document visibility,
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the document visibility will be set to a lower visibility level matching the team member's role.
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</Callout>
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Here's how it works:
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- If a user with the "_Member_" role creates a document and the default document visibility is set to "_Admin_" or "_Managers and above_", the document's visibility is set to "_Everyone_".
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- If a user with the "_Manager_" role creates a document and the default document visibility is set to "_Admin_", the document's visibility is set to "_Managers and above_".
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- Otherwise, the document's visibility is set to the default document visibility.
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You can change the visibility of a document at any time by editing the document and selecting a different visibility option.
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<Callout type="warning">
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Updating the default document visibility in the team's general settings will not affect the
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visibility of existing documents. You will need to update the visibility of each document
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individually.
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</Callout>
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## A Note on Document Access
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The `document owner` (the user who created the document) always has access to the document, regardless of the document's visibility settings. This means that even if a document is set to "Admins only", the document owner can still view and edit the document.
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The `recipient` (the user who receives the document for signature, approval, etc.) also has access to the document, regardless of the document's visibility settings. This means that even if a document is set to "Admins only", the recipient can still view and sign the document.
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apps/documentation/pages/users/teams/general-settings.mdx
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apps/documentation/pages/users/teams/general-settings.mdx
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---
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title: General Settings
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description: Learn how to manage your team's General settings.
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---
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# General Settings
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You can manage your team's general settings by clicking on the **General Settings** tab in the team's settings dashboard.
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The general settings page allows you to update the following settings:
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- **Document Visibility** - Set the default visibility of the documents created by team members. Learn more about [document visibility](/users/teams/document-visibility).
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- **Sender Details** - Set whether the sender's name should be included in the emails sent by the team. Learn more about [sender details](/users/teams/sender-details).
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apps/documentation/pages/users/teams/sender-details.mdx
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apps/documentation/pages/users/teams/sender-details.mdx
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---
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title: Email Sender Details
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description: Learn how to update the sender details for your team's email notifications.
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---
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## Sender Details
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If the **Sender Details** setting is enabled, the emails sent by the team will include the sender's name. The email will say:
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> "Example User" on behalf of "Example Team" has invited you to sign "document.pdf"
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If the **Sender Details** setting is disabled, the emails sent by the team will not include the sender's name. The email will say:
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> "Example Team" has invited you to sign "document.pdf"
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