Overview
When an Account is created, it is assigned to a general permission profile. This profile will automatically include all documents marked as Public or Restricted. If there are further documents to which you want to grant a specific Account access that are not granted to others, you will create a custom permission profile.
A Permission Profile can grant access to Trust Center items, to documents linked to the profile directly, or both. You can assign a profile to an entire Account or to an individual Account Member.
Similarly, permission profiles allow organizations to grant specific accounts access to a subset of documents instead of all content contained within a Trust Center.
Permission Profiles are only available on paid plans, and the number of permission profiles available to use is determined by the plan tier. Please reach out if interested in gaining access to Permission Profiles or adding more to your contract.
Common Use Cases
It is important to determine if Permission Profiles are the right choice for an organization. If documentation is currently shared cohesively across all customers, then Permission Profiles could complicate access rather than streamline it.
Permission Profiles are most useful in the following scenarios:
Individual reviewers: Share a sensitive document, such as a full penetration test report, with one auditor at a customer. Their colleagues at the same company don't get access.
Regional
Documents/policies relate to specific geographic regions based on where a company/account is based.
Products
When products have different documentation and a company/account needs access to the documentation associated to the product(s) they purchased.
Stage of Deal
Prospects versus Existing Customers.
Size of Account
An Enterprise company may need different documentation versus an SMB.
General Access
Note: You can't link documents directly to General Access.
The default profile already created is called General Access. This profile has access to all documents (besides Restricted Hidden items) and is continuously updated to cover all documentation in your security portal. This profile cannot be edited.
Creating a Permission Profile
To add a new permission profile, follow these steps:
Navigate to the Settings page > Trust Center tab
Scroll down to the Permission Profiles sections
Click Create New Profile
Fill in the Profile Name and Description
Under Documents, click Add documents or Upload documents. (Optional)
Important note: A profile needs at least one item or document.
Under Items, select the items this profile can access. (Optional)
Click Save.
Sharing Documents with a Permission Profile
You can link a document directly to a Permission Profile. Everyone with that profile, whether through their Account or individually, sees the document in the Just for me tab of your Trust Center's Documents section. The document doesn't need to be on a Trust Center item.
From the profile: Open the profile, then click Add documents to choose existing documents or Upload documents to upload new ones.
From the document: Open the document in Documents and select profiles in the Permission profiles field.
In bulk: On the Documents page, click Bulk select, select the documents, and choose Permission profile(s).
Note: The bulk action replaces the selected documents' existing profiles. It doesn't add to them.
To remove a document from a profile, click the trash icon next to it in the profile's Documents table. The document itself isn't deleted.
What visitors see
The Just for me tab appears only for signed-in visitors who have at least one document shared with them this way. If you require an NDA, they must have completed it.
Visitors can view, download, and bulk download these documents, subject to the document's download and watermark settings.
Assigning Permission Profiles to Individual Account Members
Assign a profile to one Account Member when only that person should see certain content. The member gets everything from their Account's profiles plus everything from their own. Individual profiles only add access.
Assign a profile
You can assign profiles in any of these places:
When adding a member, under Permission profiles. This is available when you approve an access request, add or create an Account Member, or create an Account with a member.
On the member's page: Go to Accounts, open the Account, then click the member. Click Add permission profile.
On the profile's page: Go to the Assigned accounts & members tab and click Assign members. You can assign up to 10 members at a time.
Each assignment can have an optional Expiration date. If you leave it empty, access doesn't expire.
Tip: To pre-fill expiration dates, set a default period on the profile. On the Assigned accounts & members tab, click Set default access or Change default access .
Manage a member's profiles
On the member's page, the Permission Profiles section lists every profile the member has. Granted to shows Account or Individual. For an individual profile, you can:
Click Edit access to change its expiration date.
Click the remove icon to remove it.
Expired and removed profiles move to the Expired tab.
Note: Revoking an Account's access also ends its members' individual profiles. Reactivating the Account doesn't restore them.
Set the Default Permission Profile for New Accounts
Select the most commonly used permission profile as the default permission profile.
Navigate to the Settings page > Trust Center tab
Scroll down to Permission Profiles section.
Under Default Permission Profile, select the profile for new Accounts to be assigned to by default
The default Permission Profile can be overridden during Account creation.
Assigning a Permission Profile to an Account
Adding a New Account to a Permission Profile
When approving an access request to the Trust Center, select the desired Permission Profile for the Account.
The default permission profile will automatically appear as the selected option, but there is an option to change which permission profile an account is assigned by using the dropdown.
If an account needs access to more than one permission profile, simply select each one they will need in the dropdown menu.
Editing an Account's Permission Profile
If an account has been approved but they were assigned the wrong permission profile or needs additional access to more permission profiles:
Navigate to the Accounts page > Accounts tab.
Select an account and then the Edit button.
Under the Permission Profile header, select the new profile
Click Save.
Determining Which Permission Profile Applies to an Account
Option 1:
Select on the particular account's profile in the Accounts tab
When clicking on the permission profile's name, view which items are included and which other Accounts have this Profile.
Option 2: Navigate to the Settings tab, then to the Permission Profile section. Select a specific profile, then go to the Assigned Accounts & Members tab and view the accounts in the prospect and accounts with this profile that are in that profile
Option 3: To see everything one person has, open their Account Member page. The Permission Profiles section lists profiles from their Account and profiles assigned to them individually.
How Permission Profiles Affect Trust Center Visibility
There are actually three different settings within SafeBase that all play a role in what a visitor is able to see and that you want to adjust to achieve the desired end result.
They are:
Trust Center item's Access setting
Trust Center Settings' Public Mode Access Level buttons
Note these settings apply to both Preview Mode and Public Mode
Permission Profiles
It is important to remember that permission profiles apply to documents, and not items. Even if you set the item's Access toggle to "Hide unless access granted," if there is no document linked to that item, you will not be able to select that item for inclusion within a permission profile. Hence, in this scenario, it would be possible to prevent any visitor with any access level from seeing that item. The remediation is to either link a document to that item and include it in a permission profile, or turn the "Hide unless access granted" toggle off.
Documents linked directly to a profile appear only in the Just for me tab, to signed-in visitors who have that profile. Item Access settings and Public Mode settings don't affect them.
Further, consider the following setup:
Set a given Trust Center item to Restricted
Do not link a document to that item
Leave the "Hide unless access granted" toggle off
Set the Public Mode setting to "Public items and details"
This item and its details will be visible to all visitors regardless of access level.
Subprocessors Use Case
A common item where this question comes up is the Subprocessors item within the Legal card. There, the Subprocessors list is part of the item and is not treated like a document. While possible, it is not common to link a document to the Subprocessors item. Therefore, the above settings would also allow the full Subprocessors table to be seen by all visitors. The correct way to restrict the Subprocessors list to only those who have been granted access is as follows:
Set the Subprocessors item to Restricted
Do not link a document to that item
Leave the "Hide unless access granted" toggle off
Set the Public Mode setting to "Public items"
Note: the standalone Subprocessors card will not be visible to public visitors in this scenario, but would be for visitors to whom Trust Center access has been granted. It is necessary to keep the table shown as well. If you mark the Subprocessors card as hidden, none of the above settings will apply, and the card will not be visible to any visitors.