Tips and Tricks
How to create, update, use and remove Styles within drafting
How to use the Home Page
Search Tips and Tricks
How to turn on previous searches in Chrome(Autofill)
How to access the Support Portal
How to Export Search Results
How to configure a Submission Process
How to configure a Requisition Process
How to add/edit a Department
How to configure Document Author Submissions
How to set up an Organisation Message
Offline Access Application
How to add/edit a Section
How to configure an Approval Process
How to update your Organisation logo
How to rename a department or section in Prompt
How to assign Standards, Legislation, Executive Sponsors and Risk Rating
How to configure an Organisation
How to set up Risk Rating
How to configure the Drafting and Reviews Process
What is In-Drafting?
Document Author Forms
Receiving The Requisition Form
How to set up user permissions
How to set up Executive Sponsors
How to change my profile picture
How to set up an anonymous user
How to Generate a Mobile Token
How to invite reviewers
How to disable a user
How to promote a user to an Admin
Add New User: Email address is already in use
How to reset a users MFA setup
How to set up a new general user
How to remove user permissions
How to set an expiry date for staff user logins
How users access Prompt offsite by generating their own mobile token
How to suspend a user
How to unlock a user
How to set up a user as an approver
How to View User History
How to set User Access Rights
Configuring Prompt MFA using Authy Desktop
How to change my password
How to set up Multi-Factor Authentication (MFA)
Frequently Asked Questions
Business Continuity Plan/DR - Prompt suggestion
What footer tags are available in Prompt?
Prompt Terms and Definitions
Password Reset / Expiry
Incorrect / Missing Font in converted PDF file
Who is Lucas Victoria?
Checking-in a Document - Where does my document go when I check it in?
Username - Why doesn't my old Prompt user name work?
Email - Auto-generated email notification signature - I don't want my name on them
Which document types are supported in PROMPT?
Which browser is best to use?
Do users need to log into PROMPT with a username and password?
MFA – What happens if I have lost my smartphone or left it at home?
Chrome settings - How to change to enhance Prompt usability?
Is there a cost for PROMPT?
Approving a Document - Why can't I see the document I need to approve in the Home Tab?
What is Multi-Factor Authentication (MFA)?
Why do I get a Change Your Password page when I sign in?
User Permissions - How do I add or change user permissions?
How Feature Requests are handled
Hours of support centre
What training and support is available for the implementation of PROMPT?
Agency Admin - Why can't Prompt Admin edit Agency Admin?
Notification that you will be logged out
Document Review Date - Why can't I change the Review Date when checking in a document?
Bulk Move Documents - How do I bulk move documents?
Audit - Full audit does not show full history of document
Working Offsite - Why does anonymous user link go to log-in page
Document ID - Why have my document IDs changed in the new Prompt?
Is PROMPT endorsed by the Department of Health?
Log-in Screen - Why do I get the log-in screen when I click on the anonymous user link?
How to create editable PDF forms
How to Reactivate a Disabled/Deleted Document
How to Keep a Document Private
How to Copy a Link
Assigning Standards or Legislations
How to change a Document's Location, Document Type or Sponsor
How to Copy a Document
How to search for a document
How document versions work
How to Check-In a document
How to Approve or Reject a Document
How to Check-Out a document
How to add/edit Document Types
How to access the Document History
How to access the Document Information
How to submit my draft document
Document Processing Failures
How to embed Footer Tags into a document
How to invite Document Co-Authors
How to Request a Document
How to customise my forms
How to insert Hyperlinks into Prompt documents
How to download All Documents
How to set a Document Review window for responses
How to Disable/Archive a Document
How to Link Documents and Create Alerts
How to Create a New Document
How to re-upload a Failed Document
- All Categories
- Document Management
- How to Keep a Document Private
How to Keep a Document Private
Updated by Bridget Mason
When a document is ready to Check-In, you will be provided the option to Keep Document Private.
Document details tab will provide you the option to Keep the Document Private
By selecting Keep Document Private, the document will not be searchable by users from other organisations.
Restricted departments or sections.
You also have the ability to restrict departments or sections. This can be another way to keep a document private.
- Hidden: Hide the department from all users in Prompt. It will only be accessible by Prompt Admins and System Admins
- Restricted: Restricted departments are hidden from all users that are not assigned to them in the User Profile page, it will hide its contents even from users from other organisations.
Follow this guide here on: How to add/edit a Department - PROMPT Support
Copy link feature limitation for restricted departments
Admins can also limit document accessibility to private documents or documents sitting in restricted departments or sections.
Admin > Manage Organisation > Edit Organisation > Document Access
Admins can hide the Copy Link and Copy URL details that appear on the Document Information tab, by enabling the Hide Copy Links for Private Documents or Hide Copy Links for Restricted Departments or Sections features.
Additionally, previous distributed links will be blocked when a viewer attempts to download the document. The user will be advised to log into Prompt and search for the document directly. These features can be enabled on the new tab called Document Access.