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Controlling client and staff visibility for documents

Updated 11 July 2026 2 min read

Controlling client and staff visibility for documents

Accupe has two separate visibility controls depending on the type of document: one for whether a client can see it in their portal, and one for which of your own staff can see an internal document. They live on different pages, so it's worth knowing which one you need.

Client visibility

Documents that clients should (or shouldn't) be able to see are managed from Documents & Files, the Client Documents list, not from Company Documents. Each document row there has a Client Visible column with an eye-icon toggle: a filled eye means the client can see and access it from their portal, a crossed-out eye means it's hidden from the client while staying linked to that client's records. Click the icon to switch between the two.

Staff visibility (internal documents)

Company Documents, your firm's internal-only files, has its own visibility control aimed at your team rather than clients: Staff Visibility. This column only appears for admins and managers, and only applies to files, not folders.

  1. Find the file you want to restrict and note the count shown in the Staff Visibility column, for example "4/5" means 4 of 5 staff currently have access.
  2. Click that control to open the Manage Visibility modal.
  3. The modal lists every staff member. Anyone with an Admin or Company-level role is labelled "(Admin)" and always has access, they can't be hidden.
  4. For everyone else, click their toggle to switch them between Visible and Hidden.
  5. Click Done when you've finished.

A staff member marked Hidden on a document won't see that document in their Company Documents list at all, it's removed from their view entirely, not just greyed out.

Comparing the two controls

ControlFound onAffectsWhat it does
Client VisibleDocuments & Files (Client Documents)The client viewing their portalShows or hides one document from that client's portal
Staff VisibilityCompany DocumentsIndividual staff members at your firmHides an internal document from selected staff; Admins and Company-role users always retain access
Note: Company Documents are internal by design. Making a document fully visible under Staff Visibility does not make it available to clients, the two controls are entirely separate, and there is no client-facing visibility setting on the Company Documents page at all.