Manage Download and Share Document Permissions

This article walks you through how to manage your download document and share draft permissions.

You can set group or user permissions for downloading Word or PDF documents, or sharing documents on a workflow during the review step. You can configure your permissions so that only specific groups can use the Share Document feature or download the current workflow document and attachments.  

You can only restrict users from downloading documents outside of the Review step of the workflow. Once a workflow moves on to the Sign or Archive step, downloading documents can no longer be restricted.

To access the download and share permissions, click on the Workflow Designer tab and select the workflow configuration you want to modify. Click on the Review tab, and then Settings.

By default, the permissions are set up with Basic Permissions (Everyone can always download/share documents). If you want to restrict access to only company admins, click on the pencil icon and change it to No one except Company Admins can download/share documents.

Download Documents Permissions

You can restrict when users or groups can download documents during the Review step.

1. Click on the Workflow Designer tab and select the workflow configuration you want to modify. Click on the Review tab, and then Settings.
2. Locate Download Documents, and then change from Basic Download Permissions to Group Download Permissions.
3. Select Add download permission to create conditions for which groups can download workflow documents.
4. If you want to define the download permissions by users, select users for Who can download? and then select Always, Never, or Only if certain approvals are completed.
5. If you want to define the download permissions by group, add a group for Who can download? and then select Always, Never, or Only if certain approvals are completed.
6. If you select Only if certain approvals are completed, a new field displays to identify Which approvals need to be completed? You must select the approvals that need to be complete prior to the defined group being able to download the document. If you specify multiple approvals, they must all be approved in order for the identified group(s) and user(s) to download documents.
7. Once you have defined conditional setups for specific groups, you can create rules for all other groups and users. By default, groups or users for which no rule is created do not have permission to download documents.  

Download PDF Permissions

You can restrict when users or groups can download PDF documents during the Review step. You can only restrict users from downloading documents outside of the Review step of the workflow. Once a workflow moves on to the Sign or Archive step, downloading documents can no longer be restricted.

1. Click on the Workflow Designer tab and select the workflow configuration you want to modify. Click on the Review tab, and then Settings.
2. Locate Download Documents, and then PDF Downloads. Change from Basic Permissions to Group Download Permissions.
3. Select Add separate permissions for PDF download to create conditions for which groups can download PDF documents.
4. If you want to define the download PDF permissions by users, select users for Who can download? and then select Always, Never, or Only if certain approvals are completed.
5. If you want to define the download PDF permissions by group, add a group for Who can download? and then select Always, Never, or Only if certain approvals are completed.
6. If you select Only if certain approvals are completed, a new field displays to identify Which approvals need to be completed? You must select the approvals that need to be complete prior to the defined group being able to download the document. If you specify multiple approvals, they must all be approved in order for the identified group(s) and user(s) to download documents.
7. Once you have defined conditional setups for specific groups, you can create rules for all other groups and users. By default, groups or users for which no rule is created do not have permission to download PDF documents.  

Share Documents Permissions

Share Document permissions cannot be retroactively applied to workflows that have already been launched. Once configured, the permissions you create are applied to new workflows.

1. Click on the Workflow Designer tab and select the workflow configuration you want to modify. Click on the Review tab, and then Settings.
2. Locate Share Documents, and then change from Basic Share Permissions to Group Download Permissions.
3. If you want to define who can share documents by users, select users for Who can download? and then select Always, Never, or Only if certain approvals are completed.
4. If you want to define who can share documents by group, add a group for Who can download? and then select Always, Never, or Only if certain approvals are completed.
5. If you select Only if certain approvals are completed, a new field displays to identify Which approvals need to be completed? You must select the approvals that need to be complete prior to the defined group being able to share the document. If you specify multiple approvals, they must all be approved in order for the identified group(s) and user(s) to download documents.
6. Once you have defined conditional setups for specific groups, you can create rules for all other groups and users. By default, groups or users for which no rule is created do not have permission to share documents.