Sharing & Visibility

Pasco Cloud gives you precise control over who can see your templates and the reports created from them. Documents are private by default — you decide exactly who gets access using groups, individual users, or the public flag.

How Visibility Works

Every template (and every report, issue, task, and contract) in Pasco Cloud follows the same visibility rules. A document is visible to you if any of the following are true:

• You created it — creators always see their own documents
• You are in a shared group — the document has been shared with a group you belong to
• You are a shared user — the document has been shared with you individually
• It is public — the document has been marked as visible to everyone
• You have a role-based right — for example, approval workflow participants can see reports they need to review

If none of these apply, the document is invisible to you. This is a strict model — there are no accidental leaks.

The Sharing Modal

When you view a template's detail page, you can open the sharing modal to control access:

Adding Groups

Search for and add groups to share the template with. All members of those groups will be able to see the template. If group membership changes later (new members join, others leave), visibility updates automatically.

Common choices:

• Linked organisation group — share with your entire organisation
• Linked project group — share with everyone on a specific project
• General group — share with a custom team (e.g. "Site Supervisors")
• Personal connections group — share with your professional network

Adding Individual Users

Search for and add individual users directly. This is useful for one-off sharing when creating a group would be overkill.

Public Toggle

Switch the public flag on to make the template visible to all platform users. Use this for organisation-wide standards, reference templates, and forms that everyone should have access to.

Template Scope

Templates have a scope that provides context for where they belong:

• Organisation-scoped — associated with a specific organisation
• Project-scoped — associated with a specific project
• User-scoped — private to the creator (no org or project association)

The scope affects where the template appears in filtered lists and how document numbering works. However, scope alone does not control visibility — sharing settings determine who can actually see the template.

⚠️ Watch out!

Templates are private by default. When you create a new template, only you can see it until you explicitly share it. Remember to share your templates with your team before expecting them to create reports — a published template that no one can see will not get used.

How Sharing Affects Reports

Templates and reports have independent sharing settings, but they are related:

• Template sharing controls who can see the template and create reports from it
• Report sharing controls who can see the individual report once it is created

When someone creates a report from a template, the report gets its own sharing settings. The person creating the report can share it with different groups than the template itself.

Approval Workflow Auto-Sharing

If a template has an approval workflow, the platform automatically shares reports with the designated approvers when a report is submitted for review. This ensures approvers can see the reports they need to act on without manual sharing.

Best Practices

Use Linked Groups for Team Sharing

When you want everyone in an organisation or project to see a template, share it with the linked group rather than adding members individually. Linked groups stay in sync automatically, so new team members get access without you doing anything.

💡 Tip

For organisation-wide templates (like safety checklists that every project uses), share with your organisation's linked group. For project-specific templates, share with the project's linked group. This keeps access management automatic and maintenance-free.

Start Private, Share Deliberately

The private-by-default approach means you can work on a template without anyone seeing it until you are ready. Build it, preview it, refine it — then share it with your team when it is polished and published.

Review Sharing Before Publishing

Before changing a template's status to "published", check who it is shared with. A published template that nobody can see is effectively useless, while a template shared too broadly might expose forms that are not ready for general use.

What's Next?

• Follow the tutorial to build your first template — including sharing it with your team
• Learn how groups make sharing efficient
• Explore how visibility works for reports and issues