Access rules

Documents, then Access rules, in the admin sidebar sets who can get your gated documents and on what terms. Access rules are an Enterprise feature. See Plans.

On Pro the page is shown with every control switched off, and a note at the top links to Billing. The rules you save on Enterprise are kept if you move to Pro, but nothing applies them while you are on Pro: no NDA is asked for, no domain rule approves or blocks anyone, and a document’s password stops working. Every request waits for you to decide. See Access requests.

Access rules only affect Gated documents. See Documents.

NDA

Field	Notes
NDA text	Your own wording, up to 20,000 characters. Leave it empty if you don’t want an NDA gate.

Writing the text doesn’t gate anything by itself. Turn the gate on for each document:

1. Choose the actions menu (three dots) on a document, then Edit.
2. Set Access to Gated. The Require the NDA switch appears below it.
3. Turn it on and choose Save changes.

The documents table then shows an NDA badge next to the access label.

A few rules apply:

• The switch is off and explains why when you are not on Enterprise, when you haven’t written the NDA text yet, or when the document has a password. A password would let requesters skip the NDA, so a document can have one or the other.
• Moving a document out of Gated removes its NDA requirement.
• You can’t remove the NDA text while a document still requires it. Stop requiring it on each document first.

What the requester does

When a requester asks for a document that requires the NDA, the request dialog shows your text in a scrolling box, and they must turn on I have read and accept this NDA before they can send the request. If you request several documents at once and any of them requires the NDA, the requester is asked to accept it once for the whole request.

If you edit the NDA while someone has the dialog open, their request is refused with a message to reload and read the new text.

What Notice Labs records

For each accepted NDA, the request keeps the time, the requester’s IP address and browser, the exact text they accepted and a SHA-256 fingerprint of it. Editing your NDA later never changes what earlier requesters accepted. Open a request from the requests page to see all of this. See Access requests.

Notice Labs builds this in: there is no e-signature service, and the NDA is a click-through of your own text. It is not legal advice, and you should have your own counsel check your wording.

Passwords

A gated document that holds a file can have a password. Anyone who enters it can download the document without sending a request.

1. Choose the actions menu on the document, then Edit.
2. Under Password choose Set password, type a password and choose Save password.
3. To change it, choose Change. To take it away, choose Remove.

Rule	Detail
Length	8 to 128 characters
Storage	Notice Labs keeps only a hash of it, so it can’t be shown to you again
Where	Gated documents that hold a file. External links can’t be gated
NDA	A document can’t have a password while it requires the NDA, and the other way
Leaving it	Moving a document out of Gated removes its password

The documents table shows a Password badge on a document that has one. On your trust center the document gets a Use password button beside Request access. The visitor enters the password, and the download starts. Downloads this way count in Analytics.

Changing a password stops the download links it issued from working. Repeated wrong guesses are refused for a while, and the visitor is never told whether the document has a password at all.

Share a password only with people you trust. It doesn’t identify anyone, so you don’t get a record of who used it.

Email domains

Decide by the domain of the requester’s email address, the part after the @.

Field	What it does
Pre-approved domains	One per line. A request from one of these is approved at once, and the link is emailed to them.
Blocked domains	One per line. A request from one of these is refused when it is submitted.
Approve domains you’ve approved before	A switch. Once you have approved someone from a company, later requests from that company’s domain are approved automatically.

• Exact matches only. acme.com doesn’t cover mail.acme.com. Add each domain you want.
• Free email domains such as gmail.com can’t be pre-approved, and never qualify for automatic approval, because anyone can have an address there.
• A domain can’t be in both lists. The form tells you which ones clash.
• Blocking wins. A blocked domain is never approved automatically, however it got there.
• A revoked approval doesn’t count towards approving a domain automatically.

A blocked requester sees a message that Notice Labs can’t take requests from that address, with your Document requests address to write to if they think it is a mistake.

What an automatic approval does

The request is approved the moment it is submitted. The requester gets your approval email with the download links, as if you had approved it. Your Document requests address gets an alert titled “…approved automatically”, and the requests page marks the row Auto: Pre-approved domain or Auto: Domain approved before. The link goes only to the requester’s inbox, which is what confirms the address is theirs.

Access length

Field	Notes
Days	A whole number from 1 to 365. The default is 30. It sets how long an approval lasts.

It applies to every approval from now on, automatic or yours. Access already granted keeps the expiry it was given. On Pro, approvals last 30 days.

Revoke access

An approved request can be revoked from the requests page, on any plan. Choose Revoke, then confirm. The link stops working at once and the row’s status becomes Revoked. This can’t be undone: the requester would need to ask again. See Access requests.

Saving

Choose Save changes at the bottom of the form, or Discard changes to go back to what was saved.

What visitors see

See What visitors can do.