Controlling Document Visibility in an Evaluation Project

Joe Marshall

Modified on: Tue, 3 Jun, 2025 at 4:34 PM

In an AWARD Evaluation Project, document visibility is determined by a combination of user permissions and configuration settings. Understanding these factors is key to ensuring the right users see the right documents.

Key Factors That Control Document Visibility

User’s Project-Level Permissions
Document Group Type (e.g., Submission, Supplier, Internal)
Assignment of Document Groups to Questions or Sections
User’s Work Assignments (i.e., which questions or sections they are assigned to)

User Scenarios

User A – Project Manager

Has full project-level permissions.
Automatically has visibility of all Document Groups and documents.
Factors 2–4 do not apply due to their elevated access level.

User B – Assessor

Has no default visibility of documents.
Must be:
- Assigned to specific questions or sections, and
- Those questions must be linked to the relevant Document Group.

Example: Technical Assessor Access

Let’s say User B is a Technical Assessor who needs access to Technical Response Documents:

The documents are uploaded into a Submission or Supplier Document Group.
That Document Group is assigned to the Technical section.
User B is assigned to Technical Questions A, B, and C.

Result:
User B can view the documents in their Answer Sheet, because the Document Group is linked to the same questions they are assigned to.

If either condition is not met (e.g., the Document Group isn’t assigned to the section, or the user isn’t assigned to the relevant questions), the documents will not be visible to the assessor.

Why Use Separate Document Groups?

Using separate Document Groups for different sections (e.g., Technical vs. Commercial) allows for granular control over document visibility. This ensures that assessors only see the documents relevant to their assigned work.

For more advanced configurations, including fine-tuned access control, refer to Advanced Use Cases.

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