Help Center
Topics
  1. Help Center
  2. Security and privacy

Overview

Who can see my instructions?

In the workspace, members see instructions according to teams and folders. Without an account, only people with the link or QR code see them, and only the published version.

Updated · GIRI 12.80.1

The short answerIn the workspace, members see instructions according to teams and folders, and the admin sees everything. Without an account, only someone with the link or QR code can see an instruction, and even then only the published version.

In the workspace, signed in

  • Folder without a team: all members of the workspace see the instructions in it.
  • Folder with teams: only members of those teams see the instructions. Individual instructions can also be assigned to additional teams.
  • Workspace admin: sees all instructions.
  • Drafts: anyone who can see a folder also sees the drafts and instructions in review in it. With the Viewer role they can look at them but not change them.

What someone may do with an instruction depends on their role, see Roles and permissions. The admin sets up teams and folders, see Teams and folder access. The database checks these rules on the server, not just the app.

  • Links and QR codes only exist once an instruction has been published. Every link contains a random key of 24 characters. Without this key, nothing opens.
  • Workers only see the approved version. While a new version is being prepared, they keep seeing the last approved one.
  • Teams make no difference for links. Anyone with the link can open the instruction.
  • With a Link password for a folder or team, GIRI asks for a password before opening, see Protect instructions with a link password.
  • Instructions in the trash or the archive no longer open via their link. A device that has the instruction saved will, however, keep showing its copy while offline.
  • You cannot create a new link for the same instruction. If a link should stop working, set a link password or delete the instruction. A copy made with Duplicate gets a new link and has to be approved again.

What else leaves the app

  • PDF: anyone with the file sees its content, see Export an instruction as PDF.
  • SCORM package, QR sheet, QR poster: they contain the link with its key. Anyone who has them opens the published version.
  • Translation: when someone chooses another language, the texts go to DeepL for machine translation, see Where is my data?.

What GIRI stores about people is described in Personal data: what GIRI stores.

Related articles