There are three options for security on any AirMason document, all of which have their better uses and purposes under different circumstances. When launching any new document, you’ll be given the opportunity to select which option you’d like to choose.
Before we dive into each in detail, at a glance:
Security type | Login required | Activity tracking | Visible on employee portal |
|
✅ | ✅ | ✅ | Must be assigned | |
✅ | ✅ | ❌ | Must be assigned | |
❌ | ❌ | ❌ | Open |
Private Link
A private link is the “traditional” way of sharing documents on AirMason. By choosing Private Link, this document will appear on your employees’ personalized library, displaying instructions for any action required or details of actions taken already (if applicable), as shown below:
Key notes:
Document will be displayed on the employee portal* of anyone who’s been granted access
Login required
Activity and electronic signature tracking available
Use this option for:
Important documents you want employees to have quick, easy access to (pro tip: advise your team to bookmark your employee portal URL!)
Handbooks, policies, or other important documents which require a signature
Any document which will be updated regularly
Unlisted Link
An unlisted link means that your document will still require a login and for access to be assigned, but it won’t display on the employee portal as above. This gives you the ability to control where employees can access the document from, i.e. from a tile on your Intranet or via link from another AirMason document.
Key notes:
Document will not displayed on the employee portal; the unique link will need to be provided elsewhere (here’s how to find your unique document URL once published)
Login required
Activity and electronic signature tracking available
Use this option for:
Documents you need employees to access on a one-time/non-regular basis
Documents you need employees to have access to, but don’t want to clutter their employee portal library with
Storing “legalese”/policies which are linked to from another AirMason document (for example if you’re using a “click-for-policy” setup)
Public Link
A public link is a URL which requires no login, so this document can be shared outside of your organization. While this does mean that we’re unable to track activity or signatures, it allows you to share the beautiful digital documents you create on AirMason externally. You can add a generic password if you’d like.
Key notes:
Can opt in for document to be displayed on the employee portal for those who log in, however...
No login is required; generic password protection available
No activity or electronic signature tracking available
Use this option for:
Culture books, talent attraction pieces, newsletters, or other beautiful digital content that parties other than your own employees would benefit from
Onboarding documents, such as sharing your employee handbook/policies for new starters to review prior to their first day
*Employee portal: the unique URL where anyone within your organization will log in to view their personalized document library. Here’s how to find yours
FAQ:
How do I set my document security?
Once the document is finalized and you’re ready to launch, setting the security is the first step in the AirMason launch wizard, found by hitting "Launch" in the top right corner.
How do I change the security of an already-launched document?
You can change the security anytime by hovering over the handbook in your admin dashboard, hitting the three dots, and choosing “Settings”.
How do I set a generic password on a public link?
If you’re just launching, you’ll be given this option upon choosing to use a public link. If your document is already launched, you can add a generic password by hovering over the handbook in your admin dashboard, hitting the three dots, and choosing “Settings”.