Manage Download and Share Document Permissions During the Review Step

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 restrict users from downloading documents during the Review step of the workflow, as well as during the Sign step. To learn more about restricting users from downloading documents during the Sign step and beyond, refer to Manage Download Permissions During the Sign Step.

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 on the workflow can always download/share documents).

Download Documents Permissions

Download Document permissions cannot be retroactively applied to workflows that have already been launched. You can restrict when users or groups can download PDF 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 select Add download permission to create conditions for which groups can download documents.
3. If you want to configure permissions for downloading workflow documents:
   
   1. Locate the Download document Permissions section and then change from Basic download permissions to Advanced download permissions.
   2. Click Add download permission.
4. If you want to configure separate permissions for downloading PDF files:
   1. Under Download PDF Permissions, select the Add separate permissions for PDF download checkbox.
   2. Select either Basic or Advanced permissions to match your needs. Basic permissions let you control whether everyone or only users with Workflow Management permissions can download PDFs. Advanced permissions offer more flexibility by letting you specify which groups or users can download PDFs (in addition to users with Workflow Management permissions).
5. If you want to define the download PDF permissions by users, select users for Who can download? and then select Always, Never, Only if certain approvals are completed, or If a certain condition is met.
6. If you want to define the download PDF permissions by group, add a group for Who can download? and then select Always, Never, Only if certain approvals are completed, or If a certain condition is met.
7. 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.
8. 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 and DOCX 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. Similar to setting permissions for downloading documents, you can configure share permissions for both .docx and .pdf file types.

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 the Share Documents section.
3. If you want to configure sharing for PDF and DOCX files:
   1. Locate the Share PDF Document Permissions section and then select Add separate permissions for PDF sharing.
   2. Change from Basic share permissions to Advanced share permissions.
   3. Click Add share permission.
4. If you want to configure separate permissions for sharing PDF files:
   1. Under Share Document Permissions, select the Add separate permissions for PDF sharing checkbox.
   2. Select either Basic or Advanced permissions to match your needs. Basic permissions let you control whether everyone or only users with Workflow Management permissions can share PDFs. Advanced permissions offer more flexibility by letting you specify which groups or users can share PDFs (in addition to users with Workflow Management permissions).
5. If you want to define who can share documents by users, select users for Who can download? and then select Always, Never, Only if certain approvals are completed, or If a certain condition is met.
6. If you want to define who can share documents by group, add a group for Who can download? and then select Always, Never, Only if certain approvals are completed, or If a certain condition is met.
7. 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.
8. 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.