Sometimes you want a single case kept out of a shared or department-wide view — for example a sensitive or high-profile case. Marking a case private restricts it so only its owner, the participants on the case, and admins can see it. Everyone else in the department or venue no longer sees it in their case list or search.
Note: Marking a case private is an Admin action (the Admin role is sometimes called Account Admin). If you don't see this option, you don't have Admin rights — ask your account's Admin, or your Theator contact, to make the case private for you.
How to make a case private
- Open the case you want to restrict.
- Click the menu button (the three dots ⋯) in the top-right of the case page.
- Select Make private (marked with a lock icon).
- You'll see a confirmation that the case is now private.
What changes when a case is private
- The case is visible only to its owner, the participants on it, and admins.
- It no longer appears for other members of the department or venue when they browse or search cases.
- A lock indicator shows that the case is private.
Making a case visible again
To reverse it, open the same ⋯ menu and select Unmark as private. The case returns to its normal visibility.
Related Articles
- How can I share cases automatically with my department? — Share routine cases with a group
- Theator permissions overview — How viewing and access work
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