Clearance

Clearance replaced the old confidentiality tiers. Every piece of project data — risks, issues, decisions, filed documents, notes, stakeholders and so on — carries a clearance level, and every role sits on a rung of the same ladder. You see an item when your rung is at or above the item’s level, and any compartment on the item admits you.

Org admins manage the ladder under Admin → Clearance in the Workspace area.

The ladder

Eight levels. A lower rank is a narrower audience: an item classed at level N is visible to everyone whose rung is 1 through N. The default labels are:

Rank	Level	Who that band means
1	Workspace admin	The firm running the workspace. Narrowest band.
2	Client admin	Client-side administrators and decision owners.
3	Project director	Project leadership.
4	Client senior leadership	Client senior stakeholders outside the project team.
5	Client project team	The working project team. New content defaults here.
6	Delivery partner (PM)	Delivery-partner project management.
7	Third parties	External suppliers and partners, each walled to their own party.
8	General	Everyone on the project.

Levels 6–8 are the partner-visible bands: only content at those levels can ever be shared, published or transmitted to a delivery partner (see Lifecycle & sharing). Suppliers and partners never hold a rung themselves — the delivery portal is structurally pinned at the third-party boundary.

You can rename the levels to match your house standard; the ranks and behaviour flags are fixed.

Role → rung

The Roles panel maps each project role to a rung. A sponsor might sit at rank 2, the PM at rank 3, viewers at rank 6. Org admin always sees everything and can’t be moved. Changing a role’s rung takes effect immediately for everyone holding that role.

Risks that were marked PM-only

Before October 2026 an integration could mark a risk PM-only through the API; the app itself never had a control for it. That flag is gone. Each risk that carried it was moved once, when your workspace was upgraded, to the level your client lead, project manager and co-manager all reach (Project director on the default ladder), unless it already sat at that level or narrower. Org admins see these risks, like everything else.

From then on they are ordinary items at that level, everywhere an item’s level applies: the risk register, the item’s page, chat, the graph, the activity feed, generated documents and the rest. Moving a role’s rung changes who sees that level, as it does for every item there, but it does not move these risks to a different level.

For integrations using the API. The request field visibilityMinRole is deprecated, not the risk endpoints. It is still accepted when you create or edit a risk: pm moves the risk to that same level (never to a wider one), and contributor changes nothing. Either value is answered with a Deprecation header and a link to this paragraph. Risks no longer return the field; read clearanceLevelKey instead. A service account’s token reads risks only at the partner-visible levels (a person’s own token reads at that person’s level; a token scoped * is refused outright), so after it restricts a risk with pm it can no longer read or edit that risk, and creating another risk with the same code is refused as “already in use”.

Compartments

A compartment narrows an item within its level — it never widens. An item with a compartment is visible only to people who are both at-or-above its level and members of the compartment:

• Internal (ddx) — the delivery firm’s own working notes.
• Bid confidence — commercially sensitive procurement material.
• Named audience — visible only to the named people set on the item itself.

Membership of the role-based compartments is edited on the same page.

Setting a level on an item

The classifier stamps a level on incoming items, and filed documents show a clearance badge in the document drawer where a filing:admin user can re-classify (audited). Trying to share or transmit a document above the partner-visible bands is refused with a prompt to re-classify first.

Re-classing a filed document also moves everything the platform has read out of it: its text and passages, its extracted tables, its entry on the Attachments page and in the knowledge graph. Chat and those pages then follow the new level, with one limit: they never go wider than the widest internal level. So when the new level is one delivery partners can see, the people who read the file in Files only because of that — delivery partners, and anyone whose role sits on a partner-visible rung, such as a project Viewer — still do not see it in chat or on the Attachments page.