Restrict access
Anyone who knows the URL can view a published document. For internal manuals or materials you want to share only with business partners, you can restrict access to limit who can view them.
You can set the following two access restrictions for each document.
- IP restriction: Allow viewing only from IP addresses you specify, such as your company network.
- Email restriction: Allow viewing only by people with email addresses you specify, who sign in with a verification code sent by email.
Only the organization's Owner and Admins can set access restrictions. For pricing, see Pricing plans.
Set it up
- Open the document's editor.
- In the "Document" tab on the right, open "Access restrictions".
- In "Allowed IP addresses" and "Allowed email addresses", enter one per line and click "Save". IP addresses and email addresses are saved with their own "Save" buttons.
Changes take effect as soon as you save. You do not need to republish the document. To remove a restriction, clear the field and save.
The "Restricted" status
A document published with access restrictions shows its status as "Restricted" instead of "Published". It is "Restricted" if either the IP restriction or the email restriction is set. The status appears on the card in the document list, under "Status" on the document overview (dashboard), and under "Status" in the editor's "Document" tab.
Cards in the document list. Documents published with access restrictions show "Restricted".
IP restriction
Allows the public site to be viewed only from the IP addresses you specify. Suits internal documents you want viewed only from your office network.
You can enter the following formats (up to 50 entries).
| Example | Meaning |
|---|---|
| 203.0.113.7 | This IP address only |
| 203.0.113.0/24 | The range 203.0.113.0 to 203.0.113.255 (CIDR) |
| 2001:db8::/32 | An IPv6 range |
The settings screen shows the IP address you are currently using. If you do not know your company network's IP address, ask the person in charge at your company.
If you save without including your current IP address, you will not be able to view the public site yourself (the settings screen shows a warning about this). The editor and the preview can be used regardless of the IP restriction.
Email restriction
Allows the public site to be viewed only by people with the email addresses you specify. Suits documents you want to share only with specific people outside your company, such as business partners. You do not need to give viewers a password.
You can enter the following formats (up to 200 entries).
| Example | Meaning |
|---|---|
| taro@example.com | Only the person with this email address |
| @partner.co.jp | Everyone with an email address at this domain |
@partner.co.jp covers only email addresses that exactly match that domain (subdomains such as sub.partner.co.jp are not included).
How viewers sign in
- When a viewer opens the public site, a sign-in screen appears. They enter their email address and click "Send a verification code".
- They enter the 6-digit verification code from the email and click "Sign in" to view the pages (the code is valid for 10 minutes).
1. Enter an email address
2. Enter the verification code
Once signed in, viewers can keep viewing in the same browser for 30 days without signing in again. If you remove an email address from the settings, that person can no longer view the site, effective immediately.
The verification code email is sent in the same language as the sign-in screen (Japanese, English or Spanish). Signing in on an English page (a URL with /en/) sends an English email. The document name in the email's subject and body is the translated title if you have published a translation of the document title in that language (otherwise, the original title). For publishing in multiple languages, see Publish in multiple languages.
Also check the spam folder. Email addresses not included in the settings do not receive a code (the screen still says the code was sent, so that no one can find out which email addresses are allowed).
If you set both
If you set both the IP restriction and the email restriction, only people who meet both conditions can view the site. Use this to publish only to people who are on the specified network and have also signed in. From IP addresses not in the list, even the sign-in screen is not shown.
Features that become unavailable with access restrictions
| Feature | IP restriction | Email restriction |
|---|---|---|
| AI chat on the public site | Available | Available (signed-in viewers only) |
| Embedding the AI chat | Available only from the specified IP addresses | Not available |
| MCP for published documents | Available only from the specified IP addresses | Not available |
For embedding the AI chat, see AI chat. For MCP, see MCP integration.
FAQ
What happens to access restrictions if I change from the Team plan?
Existing access restrictions stay in effect (an internal document does not suddenly become viewable by anyone). You cannot set new restrictions, but you can remove existing ones.
Are images in the document restricted too?
Yes. Images in a document with access restrictions are shown only to people allowed to view it.
What is the difference between "Restricted" and "Published"?
Both are published documents. "Restricted" means access restrictions (IP restriction or email restriction) are set, and only allowed people can view it. "Published" means anyone who knows the URL can view it.