Limited File Access

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You can limit access to files used in a Service Type to only the team members that need to see them.

If Limited File Access is enabled in a Service Type:

  • You can assign File tags to files that you want to limit access to.
  • People scheduled to plans in the Service Type will only be able to see files assigned to their Position or files that are untagged.

Viewers and higher permissions can still see all files in the plan, but the ones that are assigned to them by File tags will be bolded and automatically selected in Music Stand, the media player, and the PDF download options. Files a user is not assigned to will appear grayed out, though they will still be accessible.

Limit File Access in a Service Type

Limited File Access is enabled through the Service Type. If File tags are not enabled, everyone scheduled to plans in the Service Type will have access to all files.

To enable Limited File Access using File tags, go to the Service Type Settings. In the Limited File Visibility section, choose Enabled in the dropdown, and then click Configure.

You can use the Configure setup wizard to edit File tags, add tags to positions, or add tags to files.

Assign a File Tag to a Position

After tags have been assigned to files, edit any positions on teams that you want to view the tagged files.

In a position, click the File Visibility field, search for the tag, and select it from the list.

The file and position are linked by using the same tag. In the example above, anyone scheduled to the Violin position in your plans will be assigned to files with this tag, but no one else will.

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