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Some documents in CWR, like Police Check Results, are marked as sensitive files. Sensitive files have extra access controls: only certain people at your company can view, verify, or download them, even if they can otherwise see the employee's check record.
This article explains who can access sensitive files by default, how an admin can give another user access, and what it looks like for someone who doesn't have access.
Who can view, verify, and download sensitive files
| Who | Access |
|---|---|
| Admin users | Always — view, verify, and download, the same as any other file. |
| The assigned verifier for a specific employee's check | Always, for that check — even if they aren't an Admin user. |
| Any other user | Only if an admin has explicitly given them access. Without it, they can't open, verify, or download the file. |
Everyone else at your company can still see that the check exists and its status (for example, "Awaiting Review" or "Result Approved") — they just can't access the file itself.
How sensitive files appear
Wherever a sensitive file appears - the verification queue, an employee's check record, or the file itself - it carries a Sensitive label. This label is visible to everyone, whether or not they have access to open the file, so it's always clear a document has extra restrictions.
Giving another user access
Whether a user can access sensitive files is set by their user type by default - Admin user types have access; most others don't. The assigned verifier can always view sensitive files, allowing them to complete the verification process.
If someone else (for example, an HR coordinator or site manager) needs to view and verify police checks directly in the application, an admin can override the default for that person individually.
- Go to Admin > Users.
- Select the user you want to give access to.
- Go to Access Privileges and find the Sensitive File Access section. It shows their current access, inherited from their user type.
- Select Customise access and confirm your choice.
- Set the Access toggle to on or off as necessary for that user.
Once granted, that user can view, verify, and download sensitive files the same as an Admin user. To remove access later, return to this section and reset it back to the user type default.
What a user without access sees
If someone doesn't have access to a sensitive file, they still see that a check exists and its status — they just can't open the file. This looks slightly different depending on where they encounter it:
Verification queue — The check still appears in the queue, but there's no way to open or action the file. A message explains why and how to get access.
Employee check record — The check status is shown as normal (for example, "Awaiting verification" or "Verified"), but the file image is replaced with a placeholder.
Frequently asked questions
Why can I see that an employee has a police check, but not open the file?
Police check results are sensitive information. CWR restricts who can view the file itself while still keeping the check's status visible to everyone who needs to track progress.
Can I verify a check if I can't view the file?
No. Verifying a check requires opening the file, so verification actions are only available to users with access.
I used to be able to see this file — why can't I now?
Access to sensitive files is now limited to Admin users, the assigned verifier, and anyone your admin has specifically granted access to via Sensitive File Access on their user profile. If you need access, ask your company's admin to grant it.
How do I get access?
Ask an Admin user at your company to grant you access — see "Giving another user access" above.
Does this apply to file types other than police checks?
Police checks are the first file type this applies to. Other sensitive file types may be added in future.