Document visibility

Every document has a visibility level that decides who in the housing company can see it. The level is chosen by whoever uploads the document, and an admin can change it later. Visibility is a document’s most important setting — it keeps sensitive files in the right hands while sharing common information with everyone.

Visibility levels

Every document has one base level:

• Admins only (“Vain ylläpitäjille”) — visible only to the association’s admins. Use it for contracts and the financial plan, for example.
• Board only (excl. manager) (“Vain hallitukselle (ilman isännöitsijää)”) — visible only to board members (chair and members), not the property manager. For board-internal documents.
• Board and manager (“Vain hallitukselle ja isännöitsijälle”) — visible to the board and the property manager. Suitable for financial attachments.
• Shareholders only (“Vain osakkaille”) — visible to the association’s shareholders and the board, not tenants. Use it for AGM materials, for example.
• All members (“Kaikille jäsenille”) — visible to all approved members of the association. Use it for technical documents and reports.
• Apartment owners only (“Vain huoneiston omistajille”) — visible only to the owners of selected apartments, for example self-handover reports.

Also visible to — extra roles

On top of the base level, you can open a document to individual roles with the Näkyy myös (Also visible to) options (the board and the manager can add them):

• Accountant — the accountant sees the document even when it is otherwise board-only (e.g. a financial attachment for the bookkeeping).
• Consultant — the association’s consultant sees this specific document.
• Manager — the property manager sees a board-internal document (when the base level is Board only (excl. manager)).

The extra roles combine with any base level.

Set visibility while uploading

1. Open the upload panel with Lisää dokumentti (Add document).
2. Choose your files. VAREK suggests a visibility level based on the file name and explains the reason below the selector.
3. Check the suggestion in the Näkyvyys (Visibility) selector and change it if needed.

:::note Board only. The board levels (Admins only, Board only (excl. manager), Board and manager) and the Näkyy myös (Also visible to) options appear in the selector only for those allowed to use them — admins, board members and the property manager. :::

Change visibility later

An admin can change an existing document’s visibility:

1. Select Hallinnoi (Manage) on the toolbar.
2. In the Lista (List) view, each row’s visibility is selectable from a dropdown. You can also change several documents’ visibility at once by selecting rows and using the bulk action in the bottom bar.

Caution

If you broaden visibility — for example Board and manager → All members, or add an Also visible to role — VAREK asks for confirmation, because the change exposes the document to more users. Narrowing visibility happens without a separate confirmation.

Result

Each document is visible to exactly the users it is meant for. The same archive serves the board, shareholders, and the accountant without sensitive documents leaking into the wrong hands.

See also

• Managing documents — upload and organize documents.
• Documents — overview