Set up limited file visibility
You can limit visibility to files used in a service type to only the team members that need to see them.
If limited file visibility is enabled in a service type:
You can assign file tags to files that you want to limit visibility to.
People scheduled to plans in the service type can only see files assigned to their position or untagged files.
Viewers and higher permissions can still see all files in the plan, but the ones assigned to them by File tags will be bolded and automatically selected in Music Stand, the media player, and the PDF download options. If someone is not assigned to a file, it will appear grayed out, though it will still be accessible.
Want to watch a video before you get started? No problem! This six-minute video will show you the concepts in this article in action.
Limit file visibility in a service type
You can set up limited file visibility in a service type. If file tags are not enabled, everyone scheduled to plans in the service type will have access to all files.
Go to the service type settings page to enable limited file visibility:
Select the Plans page in the top navigation.
If you have multiple folders, select the folder that contains the service type you're working with.
Select the ⚙️ settings icon to the right of the service type you're working with.
Choose Settings from the dropdown.
Select Enabled from the Limited File Visibility dropdown.
Select the Configure button that appears to open the setup wizard.
The setup wizard will guide you on how to edit file tags, add tags to positions, or add tags to files.
Assign a file tag to a position
After tags have been assigned to files, edit any positions on teams that you want to view the tagged files.
Select the Plans page in the top navigation.
If you have multiple folders, select the folder that contains the service type you're working with.
Select the ⚙️ settings icon to the right of the service type you're working with.
Choose Teams from the dropdown.
Select the name of the team you want to edit.
Choose a position from the left sidebar.
Select the File visibility field below the position name.
Check the boxes next to the file tags that this position needs access to. For example, select the Inst: Violin tag for your Violin position so that only those scheduled for violin can see files from this tag.