Document Access Control

Overview

Document Access Control allows staff to manage who can access system documents on the member website.

The feature works by assigning access rules to each document. These rules specify which users can view or download the document. It does not control whether a document link or reference appears on the website; that depends on the site’s configuration.

This is an optional feature that enables per-document access management. If the feature is not enabled, document access is determined entirely by the existing website configuration.

Requires Support

This feature requires support setup. For more information, please contact your Euclid Support Analyst.

Document Access Control

Document access is essential for protecting sensitive information and maintaining member trust. Common use cases include:

• Board Meeting Materials: Restrict board meeting minutes and financial documents to board members only.

• Committee Work Products: Share draft proposals and working documents with committee members, while keeping them private from general membership.

• Event Handouts: Make presentation slides and handouts available only to paid attendees after an event.

• Member Benefits: Protect premium content and resources exclusively for current members.

• Individual Records: Protect personal documents like certifications or transcripts.

Prerequisites

To use document access features in your CV Online environment, your system must be configured with the appropriate settings. Document access is available in CV Online version 1.33.00 (January 2026 release) or later.

Note

If you don't see the "Access Level" field in your document notebook, contact your Euclid Support Analyst to enable this feature. Enabling it requires configuration in both CV Online and the member website, which must be completed by support staff.

Once Document Access Control is enabled, the "Website Document Access" section will show the "Access Level" field in your document notebook which controls the overall access setting for the document.

Note

We recommend keeping the entire "Website Document Access" section visible on your document notebook layout to ensure all access features work as intended.

Access Levels

Document access can be configured using two approaches: Basic Access and Advanced Access. Basic access offers simple, straightforward access rules, while advanced access provides granular control based on relationships between the document owner (committee, action item, abstract, etc.) and members.

Basic Access

Basic access is the simplest way to control document access. When you open a document notebook, you'll see an "Access Level" dropdown with the following options:

• No website access, staff only: Use this setting for documents that should never be accessible on the member website. These documents will only be accessible internally through ClearVantage.

  Example Scenario: The Greater Metro Chamber of Commerce stores their internal HR policies and employee handbooks as documents. These should only be accessible to staff, never to members.

• Document owner only: This setting restricts access to only the individual or organization that owns the document. This is most useful for documents attached to individual member records, such as personal certifications, transcripts, or private correspondence.

  Example Scenario: The State Nursing Association uploads CE certificates to individual member records. Each nurse should only be able to access their own certificates, not those of other members.

• Members only: Any logged-in member with an active membership status can access documents with this setting. This is ideal for member benefit resources that should be available to all current members, but not to the general public or non-members.

  Example Scenario: The Technology Trade Association provides industry research reports and white papers as a member benefit. These documents should be available to all current members who log into the website.

• Logged-in users only: This setting allows any logged-in user to access the document, regardless of whether they have an active membership. This prevents anonymous public access, but is less restrictive than "Members Only".

  Example Scenario: The Regional Arts Council makes their general newsletters available to anyone who creates an account on their website, whether or not they are current members.

• Public access, no restrictions: Documents with this setting can be accessed by anyone, including anonymous website visitors. Use this for promotional materials, public announcements, or general information you want to share widely.

  Example Scenario: The Downtown Business Association wants to share their annual report and community impact statistics publicly to demonstrate their value to potential members and the broader community.

• Advanced access: The document uses relationship-based rules instead of a simple access level. This is covered in detail in the Advanced Access section.

Setting a Basic Access Level

To set a basic access level for a document:

1. Navigate to the document notebook in CV Online.

2. Locate the "Website Document Access" section.

   Note

   If the "Website Document Access" section is not available in the document notebook, use the "Edit Layout" activity button, on the right, to add the "Website Document Access" section. To learn more about adding fields to a notebook, go to the Notebook Editor Guide.

3. Click the "Access Level" dropdown and select the appropriate access level.

   

4. Click the "Save" button at the bottom of the document notebook to save your changes.

Warning

New documents default to "No website access, staff only" to prevent accidental exposure of potentially sensitive materials. The appropriate access level can be chosen when uploading a new document or the access level can be updated, at a later time, when the document needs to be shared.

Advanced Access

Advanced access provides sophisticated access control based on the relationship between the document owner and the member attempting to access it on the website. This is particularly useful when you need fine-grained control over who can see specific documents.

Consider using advanced access when:

• You want to restrict access to specific roles or relationships (e.g., only committee members, only event attendees).

• Access should change based on member status or event timing (e.g., available only after an event concludes).

• You need to combine multiple access rules (e.g., primary contact OR alternate contact OR any committee member).

• Basic access levels don’t offer the access the document needs.

When you select "Advanced access" as the access level, the available access permissions for the document appear below. The options vary based on the document owner type, such as event, committee, or individual. Different access permissions will be shown depending on the owner. You can select multiple advanced access rules, and members will have access if they meet any of the selected criteria.

In the example below, we will show how to set advanced access for a committee document.

1. Navigate to the committee document notebook in CV Online.

2. In the "Website Document Access" section, set the "Access Level" dropdown to "Advanced access (make additional selections)".

   

3. Select one or more access permissions in the options shown below the "Access Level" field. The available options will vary depending on the document owner type (committee, event, organization, etc.). You can select multiple checkboxes to combine access rules - members will have access if they meet any of the selected criteria.

   

4. Click the "Save" button at the bottom of the document notebook to save changes.

Advanced Access Options

The following sections detail the advanced access options available for each type of document owner.

Individual Documents

Most documents attached to individual member records are personal in nature (such as certifications, licenses, or personal correspondence) and should typically use the basic "Document owner only" or "No website access, staff only" access levels.

However, one advanced access option is available for organizations using the support portal:

Available Options

• When attached to a support portal action item, viewable by members and staff with access to that action item: When a document is attached to an action item for an individual, this option makes the document viewable by:

  • The individual who owns the record.

  • The assigned staff member (or group members if assigned to a group).

  • All staff members (if the action item is not marked as private).

  Example Scenario: A member calls to submit a membership application question and an action item is created. Staff attaches a personalized response document that should be accessible to the member and the staff member handling the inquiry, but not to other members.

Organization Documents

Organization document access is designed to control access based on an individual's relationship to the organization. This is particularly useful for member companies or organizational members where multiple individuals are associated with a single organizational membership.

Available Options

• Organization primary contact: Only the individual designated as the primary contact for the organization can access the document.

  Example Scenario: The Manufacturing Alliance stores annual dues invoices and billing statements as organization documents. They want only the primary billing contact at each member company to access these financial documents.

• Organization alternate contact: Only the individual designated as the alternate contact for the organization can access the document.

  Example Scenario: The Hospital Association has designated IT contacts at each member hospital who receive technical documentation and system update notices.

• Organization contacts with "active" status: Any individual associated with the organization who has an "Active" membership status can access the document.

  Example Scenario: The State Retailers Association provides member benefit guides and industry toolkits to all active employees at each member retail store.

• All organization contacts: Any individual associated with the organization can access the document, regardless of their membership status.

  Example Scenario: The Regional Manufacturers Network shares general meeting notices and event invitations with all contacts at member companies, including former employees who have transitioned to emeritus status.

• When attached to a support portal action item, viewable by members and staff with access to that action item: When a document is attached to a support portal action item, this option makes the document viewable by:

  • All individuals linked to the organization.

  • The assigned staff member (or group members if assigned to a group).

  • All staff members (if the action item is not marked as private).

  Example Scenario: The Professional Engineers Society uses a support portal for member inquiries. When a member company submits a legal question and staff attaches a response document, that document should be accessible to anyone at the member company as well as the staff member handling the inquiry.

Committee Documents

Committee document access helps you manage access to committee materials based on committee membership and hierarchy. This is essential for protecting draft proposals, meeting minutes, and working documents.

Available Options

• Committee members with "Active" status on the committee: Only individuals who are active members of the committee can access the document.

  Example Scenario: The Board of Directors of the State Medical Association has monthly meeting minutes that should only be accessible to current board members, not to former board members or general membership.

• Committee members without regard to status on the committee: Any individual who is a member of the committee can access the document, regardless of whether their status is active, inactive, or another value.

  Example Scenario: The Education Policy Committee maintains a historical archive of position papers. All committee members, including alumni members who have termed out, should be able to access this institutional knowledge.

• Committee members having a future termination date on the committee: Individuals whose committee membership termination date is in the future can access the document.

  Example Scenario: The Nominating Committee tracks member terms based on end dates rather than status. The current slate development documents should be accessible to anyone whose committee term hasn't expired yet.

• Sub-committee members (subject to any selected rules above): When selected along with one of the above options, this extends access to members of any sub-committees under the document owner committee.

  Example Scenario: The Strategic Planning Committee has three sub-committees: Finance, Membership, and Programs. Draft strategic plan documents attached to the parent committee should be accessible to all members of all three sub-committees as well as the parent committee members.

• Parent committee members (subject to any selected rules above): When selected along with one of the above options, this extends access to members of the parent committee (if the document owner committee is a sub-committee).

  Example Scenario: The Finance Sub-Committee develops detailed budget worksheets that should be accessible to both Finance Sub-Committee members and all members of the parent Executive Committee.

Note

The "Include Sub-Committee Members" and "Include Parent Committee Members" options are modifiers that work in combination with the main committee member rules. You must select at least one of the primary member options for these to take effect.

Event Documents

Event document access provides powerful options for controlling when and to whom event-related documents are accessible. This is particularly useful for managing registration materials, pre-event resources, and post-event handouts.

Available Options

• Registrants who are marked paid (once the event date is past; excluding cancelled or no-show regs): Only individuals with paid, non-cancelled registrations can access the document. By default, the document only becomes accessible after the event date has passed.

  Example Scenario: The Annual Healthcare Summit provides slide decks and presenter handouts to all paid attendees after the event concludes. Cancelled registrations and no-shows should not have access.

  Tip

  For free events with $0 registration fees, ensure the system is configured to automatically mark registrations as "paid," or use the "Registrants without regard for paid/attended status" access option instead.

• Registrants who are marked attended (once the event date is past; excluding cancelled or no-show regs): Only individuals who attended the event (marked with attendance) can access the document. The document becomes accessible after the event date has passed.

  Example Scenario: The Professional Development Institute awards CE credits and provides a certificate of completion only to those who actually attended the training, not to those who registered but didn't show up.

• Registrants who are marked paid and attended (once the event date is past; excluding cancelled or no-show regs): Only individuals who both paid for and attended the event can access the document. This combines both requirements and applies after the event date has passed.

  Example Scenario: The Legal Summit provides a comprehensive post-event resource kit only to attorneys who paid their registration fees and actually attended all sessions.

• Registrants without regard for paid/attended status (once the event date is past; excluding cancelled or no-show regs): Any individual with a non-cancelled registration can access the document, regardless of payment or attendance status. The document becomes accessible after the event date has passed.

  Example Scenario: The Volunteer Appreciation Dinner sends thank-you letters and photos from the event to everyone who registered, even if they weren't able to attend at the last minute.

• Allows the document to be available when the event date is in the future (subject to selected rules above): When selected along with one of the above options, this removes the restriction that the event must have already occurred. Documents become immediately accessible to qualified registrants.

  Example Scenario: The Annual Convention provides a pre-event attendee guide, hotel information, and schedule overview to all paid registrants two weeks before the event begins.

  Warning

  The "Allow Access Before Event Start Date" modifier works in combination with the other registrant rules. Make sure you select the appropriate registrant option along with this modifier.

Product Documents

Product document access is designed for digital resources, downloads, or supplemental materials that should only be accessible to members who have purchased a specific product.

Downloadable Products

If the product record is marked as a downloadable product (FORDOWNLOADFLG=Y) and the product document is the document to download once the purchase of the product is complete, set the access level of the document to "Public access, no restrictions" or to "Advanced Access" and choose the appropriate option.

Available Options

• Individual or organization (subject to org rules) listed as the recipient on the invoice on which the product appears (paid, non-returned orders only): The document is accessible to individuals or organizations who purchased the product and have paid their invoice in full (zero or negative balance). Returned products are excluded.

  Example Scenario: The Construction Industry Association sells an online legal compliance toolkit as a product. The detailed reference guides should only be accessible to members who have actually paid for the toolkit.

• Individual or organization (subject to org rules) listed as the recipient on the invoice on which the product appears (non-returned orders only): The document is accessible to individuals or organizations who have an invoice containing the product, regardless of whether the invoice has been paid. Returned products are excluded.

  Example Scenario: The Mechanics Association sends user manuals immediately upon product purchase, even before payment is processed.

  Note

  Product document access checks both individual purchases and organizational purchases. If an individual's organization purchased the product, the individual will have access (subject to any organization contact rules).

Award Nominee Documents

Award submission document access helps manage access during the nomination, review, and selection process. These rules are designed for documents attached to individual award nominee records, not to the award record itself.

Available Options

• Individual or organization (subject to org rules) listed as award nominee or recipient: The individual or organization listed as the award nominee can access the document. For organizational nominees, all organization contacts have access.

  Example Scenario: The Excellence in Education Awards Committee provides feedback forms and scoring rubrics to each nominee. Nominees should be able to view their own materials but not those of other nominees.

• Individual or organization (subject to org rules) that nominated the award recipient: The individual or organization who submitted the nomination can access the document. For organizational nominators, all organization contacts have access.

  Example Scenario: The Community Impact Awards program shares nominee status updates and selection timeline documents with the individuals or companies who submitted nominations.

• Active members of the award review committee, during the review process: Active members of the award review committee can access the document, but only while the committee has an "Active" status (during the review period). Committee members must also have "Active" status on the committee.

  Example Scenario: The Distinguished Service Award selection committee reviews nominee dossiers and supporting materials. These confidential documents should only be accessible to active committee members during the active review window, not after the award has been decided.

Abstract Documents

Abstract document access is designed for conferences and events using abstract submission and review processes. These rules help manage access to supplemental materials, found under the "Related Submissions" tab, during peer review.

Note

These rules apply to documents listed under the "Related Submissions" tab on the abstract notebook, not to the primary document that represents the abstract itself.

Available Options

• Individual who submitted the abstract: The individual or organization who submitted the abstract can access the document. For organizational submitters, all organization contacts have access.

  Example Scenario: The Annual Research Symposium allows abstract submitters to upload supporting data files and methodology documents. Submitters should be able to access their own supplemental materials.

• Individual selected as lead reviewer: The individual designated as the lead reviewer for the abstract's topic area can access the document.

  Example Scenario: The Medical Conference assigns a lead reviewer for each specialty topic (cardiology, oncology, etc.). Lead reviewers need access to all supplemental materials for abstracts in their assigned topic area to coordinate the review process.

• All individuals selected as reviewers: All individuals assigned as reviewers for the abstract can access the document.

  Example Scenario: The Scientific Conference assigns three peer reviewers to each submitted abstract. All three reviewers need access to the supplemental research data and references to complete their evaluations.

• Active members of review committee, while committee is active: Active members of the review committee designated for the abstract topic can access the document. Both the committee and the individual member must have "Active" status.

  Example Scenario: The Annual Convention has a Scientific Review Committee that oversees the entire abstract review process. Committee members should have access to all abstracts and related materials while the committee is actively meeting.

• Active members of selection committee, while committee is active: Active members of the selection committee designated for the abstract topic can access the document. Both the committee and the individual member must have "Active" status.

  Example Scenario: After peer review is complete, a Selection Committee makes final decisions about which abstracts will be accepted for presentation. Selection Committee members need access to all materials during their deliberation period.

Common Scenarios

Scenario 1: Board Meeting Materials

Situation: Your association's Board of Directors meets monthly. Meeting agendas should be available to board members one week before the meeting, while meeting minutes should only be accessible to current board members after they've been approved.

Solution

1. Create documents attached to the Board of Directors committee.

2. For agendas: Use advanced access with "Committee Members with Active Status" selected.

3. For minutes: Use advanced access with "Committee Members with Active Status" selected.

4. The access automatically adjusts as board terms expire and new members join.

Scenario 2: Educational Event Handouts

Situation: Your annual conference provides presentation slides and handouts, but these valuable resources should only be available to members who paid for and attended the conference.

Solution

1. Create documents attached to the event record.

2. Use advanced access with "Registrants Who Are Paid and Attended" selected.

3. After the event concludes and attendance is recorded, attendees automatically gain access while no-shows and cancelled registrations do not.

Scenario 3: Member Company Resource Library

Situation: Your association serves organizational members (companies) and provides an extensive library of industry templates, toolkits, and guides. These should be accessible to all employees at member companies, but not to non-member companies or the general public.

Solution

1. Create documents attached to a resources organization or use a different organizational structure.

2. Use basic access with "Members Only" selected.

3. All active employees at member companies can access the library, and access automatically adjusts as companies join or leave.

Scenario 4: Committee Draft Documents

Situation: Your Strategic Planning Committee is developing a new five-year plan. Multiple sub-committees are contributing to different sections. The draft documents should be accessible to the main committee and all sub-committee members, but not to general membership until finalized.

Solution

1. Create documents attached to the Strategic Planning Committee.

2. Use advanced access with "Committee Members with Active Status" and "Include Sub-Committee Members" both selected.

3. All members of the parent committee and any sub-committees can collaborate on the drafts.

Best Practices

• Start Restrictive: New documents default to "No website access, staff only" to prevent accidental exposure of potentially sensitive materials. Only relax access when you're certain about who should have access.

• Consider the Document Lifecycle: Event materials might need different access before versus after an event. Plan your access settings with timing in mind.

• Document Your Access Decisions: Keep notes about why you chose specific access settings for important documents, especially when using advanced access. Create access guidelines for your staff so everyone applies consistent standards to similar types of documents.

Troubleshooting

Members Can't Access Documents They Should Have Access To

1. Verify the document's access level is set correctly and saved.

2. Check that the member meets the criteria (committee membership, event registration, active status, etc.).

3. Test by logging in as the member on the website to see what they see.

Too Many People Have Access to a Document

1. Review both the basic access level and any advanced access rules.

2. Remember that advanced access rules work with "OR" logic - members who meet any of the selected criteria will have access.

Need Help?

If you have questions about document access or need assistance configuring access settings for your specific use cases, please contact your Euclid Support Analyst. They can help you determine the best access approach and ensure your system is properly configured.