Start free
Documentation
All documentation

Collaboration

Set up an organization document portal

Reserve a managed organization hostname, invite your team, configure the public directory, and publish reviewed document versions safely.

For
Organization workspace owners and administrators
Typical time
15 minutes plus document review
Open organization settings

Before you start

  • An active Organization plan
  • Workspace owner or administrator access
  • An agreed managed subdomain name that your organization is prepared to keep
  • A release-ready document version with completed human review evidence before publication

Procedure

Step by step

  1. Check and reserve the managed hostname

    Open Organization settings, enter the intended subdomain, and check availability before confirming the claim. A workspace can have one active managed hostname. Retired hostnames remain permanent tombstones and are not reassigned, so review the spelling and ownership decision carefully.

  2. Configure the portal identity

    Set the display name, description, and accent color. Choose whether the public document directory is enabled and whether search engines may index it. These choices affect public presentation, not access to private workspace records.

  3. Invite the organization team

    Send workspace invitations from the tenant hostname and assign the minimum role each person needs. Signed-in document, website, Program, review, job, feedback, and Exchange work stays locked to the hostname's workspace.

  4. Prepare the exact document version

    Complete automated checks and the required human release evidence against the version intended for the portal. A score or internal approval alone does not certify accessibility or bypass the release-readiness gate.

  5. Publish and verify the public route

    Choose a unique portal path, create the publication, and open the public page from the tenant hostname. Confirm the title, language, accessible HTML, approved downloads, feedback option, and version number before distributing the URL.

  6. Republish or withdraw deliberately

    Later workspace edits do not replace the public version. Review the newer immutable version and explicitly republish when it is ready, or withdraw the publication immediately when public access should end.

The managed hostname runs the complete workspace

The organization hostname is not a limited document microsite. It uses the same entitled DocAccessible application for documents, reviews, Program Management, website monitoring, feedback, jobs, Exchange cases, billing, API keys, and webhooks.

Team invitations, Exchange vendor and delivery routes, milestone and digest messages, job notifications, and monitoring alerts use the active tenant hostname. External Exchange participants remain case-scoped and do not become workspace members.

How tenant isolation works

The tenant hostname selects the workspace before an authenticated request reaches application data. The workspace cookie cannot switch a tenant request into another workspace, and the API rejects missing or conflicting tenant context even when a person belongs to both organizations.

This is a host-scoped multi-tenant application. The Organization plan does not promise a customer-owned domain, separate deployment, separate database, or separate storage bucket.

Control publication and search visibility separately

Workspace content stays private by default. Public access requires a separate publication record bound to one immutable document version. The public directory can be disabled while already shared publication links remain controlled by their individual records.

Search indexing is an administrator choice. When indexing is enabled, the portal exposes host-specific canonical metadata, structured data, robots guidance, and a sitemap containing listed publications. Keep indexing disabled for private, sensitive, test, or unlisted material.

Downgrade, withdrawal, and hostname retirement

After a downgrade, existing tenant pages remain readable, but the workspace cannot claim another name, change branding, or create new publications. Administrators can still withdraw a publication or retire the hostname as an emergency revocation action.

Retirement is not a rename shortcut. A retired hostname cannot be assigned to another workspace. Reserve a replacement only after the organization has evaluated link migration, communications, search impact, and the permanent loss of the old name.

Review the feature contract before purchase

The feature overview explains the managed-hostname model, included workflows, publication boundary, and current limitations. The Pricing page remains the source for current Organization allowances and subscription price.

Related guides