Visitor access and NDA

Access control applies to individual documents, audit reports, and portal files. This lets visitors browse public information while protecting resources that require identity verification, approval, or an NDA.

Choose what requires approval

Set the visibility of each resource before activating or promoting the portal:

• Public — any visitor can open the resource without signing in.
• Restricted — visitors can see the resource in the catalog, but they must sign in, request access, and receive approval before opening it.
• Not published — the resource does not appear in the visitor catalog. This option is available for portal files.

Visibility and visitor grants solve different problems. Visibility determines the default access policy for everyone; a grant allows one visitor to open one restricted resource.

See Publishing content to configure resource visibility.

How a visitor requests access

Restricted resources remain discoverable so customers can request exactly what they need.

1. Find restricted content

   The visitor opens Documents and can filter the catalog by public or restricted content. A restricted resource shows Request Access instead of View.

2. Sign in and identify themselves

   When required, Probo asks the visitor to sign in and complete their profile before submitting the request.

3. Review and sign the NDA

   If the portal has an NDA, the visitor must complete the signing flow before the restricted-resource request can proceed. Public content remains available without an NDA.

4. Submit the request

   The visitor can request one resource or select multiple restricted documents, audit reports, and files and request them together.

5. Wait for a decision

   The resource shows Access requested while the request is pending. A pending request does not grant access.

6. Open approved resources

   After approval, View replaces the request action. The grant applies only to the approved visitor and resources.

Configure an NDA

Use an NDA when visitors must accept confidentiality terms before requesting restricted resources.

Before uploading an agreement:

• Complete legal review outside Probo.
• Confirm that the agreement identifies the correct legal entity.
• Remove signature fields that conflict with the portal’s electronic-signature flow.
• Export the final agreement as a PDF no larger than 10 MB.

To configure it:

1. Open the portal’s Overview tab.
2. Find Non-disclosure agreement and select Upload NDA.
3. Choose the reviewed PDF and upload it.
4. Open the public portal with a test visitor account.
5. Request a restricted resource and complete the signing flow.

Replacing the PDF changes the agreement presented in future signing flows. Treat replacement as a controlled legal change: review the new version, record its effective date, and verify the visitor experience again.

An NDA controls the terms under which content is shared. It does not make unsuitable material safe to publish and does not replace per-resource approval.

The NDA signing experience

When an NDA is required, the visitor:

1. Opens the agreement in the portal’s PDF viewer.
2. Reviews the consent text and agreement.
3. Selects Sign to provide electronic consent.
4. Waits while Probo seals the signature.
5. Returns to the resource or request flow they started.

Probo records the signature status, completion time, certificate, and signing events. If signing is incomplete, the portal displays a reminder to the visitor.

Review access requests

Open the portal’s Access tab. Each row shows:

• Visitor name and email address
• Date the visitor profile was created
• Number of active grants
• Number of pending requests
• NDA signature status

Select an active visitor to review their documents, audit reports, and portal files. Check the resource name, type, and category before making a decision.

For each resource:

• Requested means no decision has been saved yet.
• Granted allows that visitor to open the restricted resource.
• Rejected declines a pending request.
• Revoked removes a grant that the visitor previously held.

Select Grant or Reject for individual resources. Use Grant all or Reject or revoke all only when the same decision is appropriate for every listed resource. Review the resulting statuses, then save the update.

Review the NDA record

When a visitor has started or completed the NDA flow, their access details include an electronic-signature record. Use it to review:

• Current signature status
• Signing completion date
• Downloadable signature certificate
• Recorded activity and event timestamps

The signature record supports auditability, but it does not determine which resources the visitor should receive. Make the access decision separately.

Revoke access

Revoke a grant when the visitor no longer has a valid business need, their engagement ends, or the resource should no longer be shared with them.

1. Open Access and select the visitor.
2. Find each currently granted resource.
3. Select Revoke, or use Reject or revoke all when appropriate.
4. Review the changes and save.
5. Confirm that the active-grant count has been updated.

Revocation removes the visitor’s portal access to the resource. It cannot recall copies they previously downloaded.

Access-review practices

• Grant only the resources needed by the requester.
• Verify the requester’s organization, identity, and business need when the email address alone is insufficient.
• Check the request against the resource’s intended audience and owner approval.
• Investigate unexpected bulk requests instead of approving them by default.
• Review active grants periodically and revoke access that is no longer required.
• Review the NDA signature status, but do not treat a signature as automatic authorization.
• Keep sensitive information out of the portal when it should not be distributed, even under NDA.