Quick answer
On platforms configured with two controlling companies, each company has broad access across Commnia but their private data - such as emails and meeting minutes - remains separate from each other. External companies are limited to content explicitly shared with them.
CC Controlling companies (1 & 2) The primary organisations on the platform. They have full access to modules. Each company's private data - such as emails and meeting minutes - is kept confidential from the other. | EXT External companies Third-party organisations invited to collaborate. Their access is intentionally limited to content that is directly shared with them. |
Document Register
Both controlling companies have full access. External companies can view and upload, but cannot edit or delete.
Controlling co. 1 & 2 Full access - view, edit, accept/reject, upload. Delete restricted to Document Controllers and System Admins. | External company View shared documents only. Request edit access. Upload for approval. Cannot delete or accept/reject. |
Transmittal Grid
All users can access the Transmittal Grid. Grid Rule management is restricted to privileged roles.
Controlling co. 1 & 2 Full access including Grid Rules (Document Controllers & System Admins only). | External company Access to the grid, but no access to Grid Rules configuration. |
Mark Up and Send
Controlling co. 1 & 2 Full access to all functions. | External company Full access, limited to documents shared with them or that they uploaded themselves. |
Document Management
Controlling co. 1 & 2 Full access. | External company No access |
Document Workflows
Controlling companies manage templates and all workflows. External companies can only participate in workflows they are directly involved in.
Controlling co. 1 & 2 Full access - view all workflows and create templates. | External company View and interact with workflows they are directly involved in. Can initiate workflows using existing templates only. |
Tender Grid & Tender Manager
Controlling co. 1 & 2 Tender Grid: full access. Tender Manager: Procurement Group & System Admins only. | External company No access to either module |
Contacts
Controlling co. 1 & 2 Full access to Project Users, Groups and Directory. | External company Limited access - groups they belong to only. |
Meeting Minutes
Controlling co. 1 & 2 Full access to their own meeting minutes only. Managed separately per company. | External company No access |
Site Diary
Controlling co. 1 & 2 Full shared access. | External company No access |
Sign-On, Notices & Inductions
Controlling co. 1 & 2 Full shared access to Sign-On, Notices, and Inductions. | External company No platform access - interact via QR code on site. |
Location
Controlling co. 1 & 2 Full shared access. | External company No access |
Photos
Controlling co. 1 & 2 Full shared access. | External company Can upload and view their own photos only. |
Drive - internal sharing System Admins across both internal companies can view and edit all internally shared folders. Folders and files can be deleted by any internal user with Full Permission, regardless of controlling company. | SmartForms - submission visibility System Admins can see all submissions across the platform, including those marked as Private. |
Inbox - visibility Inbox Administrators and System Administrators see all correspondence, regardless of which controlling company sent or received it. | User-level permissions The permissions above apply at the company level. Controlling companies also have user-level permissions that can further restrict access within the company. |
| Problem | A user cannot see a folder or document they expect to have access to. |
| Cause | The content may have been created without internal sharing enabled, or the user belongs to an external company and the document hasn't been shared. |
| Fix | Ask the content owner to check sharing settings, or send a transmittal with the document attached. |