Attach evidence to a manual access record

Some access can’t be imported: a shared admin login, a system with no export, a contractor’s account. You record it by hand as a manual access record. Attaching a file, such as a screenshot of the admin console, gives your auditor proof to open later.

Add a record with evidence

1. Open Operations → Access Audit and click Add Manually.
2. In Add Manual Access, choose the Employee, the Asset, the Role in Asset and the Identity Type (Human or Service Account).
3. Under Evidence (optional), choose your file. The hint reads “PDF, image, CSV or XLSX, up to 10 MB”.
4. Click Add Access.

Accepted files are PDF, PNG, JPEG, GIF, WebP, CSV and XLSX, up to 10 MB. SVG images and older .xls spreadsheets are rejected, and so is anything larger than 10 MB. The dialog stays open with a message, so you can pick a different file.

Find and download the file

The Evidence column shows the file name for records that have one, and a dash for those that don’t. It appears in two places:

• Operations → Access Audit, in the manual access table.
• Access & Risk → Access Inventory.

Click the file name to download it. Anyone who can view the Access Inventory can download evidence, so an auditor with read access doesn’t need an admin to fetch it.

Replace or remove evidence

• Replace: add the same employee and asset again with a new file. The new file replaces the old one. If you add the record again without a file, the existing file stays.
• Remove: in the manual access table, click the trash icon (Remove evidence) next to the file name and confirm. Only the file is removed; the access record stays. This is available to Owners and Managers (see roles and permissions).

Good to know

• Uploads, downloads and removals are recorded in the audit trail.
• A CSV file opened in a spreadsheet app can contain formulas. Open files only from sources you trust.
• Removing evidence or replacing it doesn’t change the access record itself.