Manage Document Permissions During the Review Step

This article covers how to configure who can upload, download, share, and reorder documents during the Review step of a workflow. 

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 document downloads during the Sign step and beyond, refer to Manage Download Permissions During the Sign Step.

Access Upload and Share Permissions

To change who can upload or share the current workflow document:

1. Go to Workflow Designer and select the workflow configuration you want to modify.
2. Click the Review tab, then the Settings tab.
3. Locate the Upload, Rename, and Delete Documents section.

You can configure these permissions using Basic or Advanced settings.

Basic upload permissions provides two options:

• Everyone on the workflow can upload, rename, and delete documents.
• Only users with Workflow Management permissions can upload, rename, and delete documents.

Advanced upload permissions lets you specify which groups or users can upload, and under what conditions:

• Always
• Never
• Only if certain approvals are completed
• If a certain condition is met

To add upload permissions:

1. Select Advanced upload permissions, then click + Add upload permission.
2. Configure your conditions:
   • Who can upload?
   • When can they upload?
3. Click Add Permission.

Download Documents Permissions

Download Document permissions cannot be retroactively applied to workflows that have already been launched. Once configured, the permissions you create are applied to new workflows. You can restrict when users or groups can download PDF documents during the Review step.

To change who can download documents: 

1. Go to Workflow Designer and select the workflow configuration you want to modify. 
2. Click the Review tab, and then Settings.
3. Locate Download Documents, and then select Add download permission to create conditions for which groups can download documents.
4. 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.
5. 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).
6. 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.
7. 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.
8. If you select Only if certain approvals are completed, a new field displays to identify Which approvals need to be completed? 
   • Note: You must select the approvals that need to be completed before the defined group can 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.
9. Once you have defined conditional setups for specific groups, you can create rules for all other groups and users. 
   • Note: By default, groups or users for which no rule is created don't 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.

To change who can share documents:

1. Go to Workflow Designer tab and select the workflow configuration you want to modify.
2. Click the Review tab, and then Settings.
3. Locate the Share Documents section.
4. 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.
5. 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).
6. 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.
7. 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.
8. If you select Only if certain approvals are completed, a new field displays to identify Which approvals need to be completed? 
   • Note: 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.
9. Once you have defined conditional setups for specific groups, you can create rules for all other groups and users. 
   • Note: By default, groups or users for which no rule is created do not have permission to share documents.

Reorder Documents

By default, users with Workflow Management access can reorder documents. This includes anyone allowed to manage a workflow (initiate, adjust configuration, or alter access to a workflow, etc.). 

Updated permissions will only apply to workflows launched after the updated configuration is published. 

The only way to grant your user access to in-flight workflows is to add them to a group with Workflow Management access.

To grant a user access to an in-flight workflow:

1. Click your profile icon in the top right corner and select Company Settings.
2. Click Groups and select the group your user is in (or add them to one). 
3. Click Configure Group.
4. Under Admin Permissions, select the dropdown for Workflow Management.
5. Select the in-flight workflow from the list.
6. Click Save.

To configure permissions for reordering documents:

1. Go to Workflow Designer and select the workflow configuration you want to modify.
2. Click the Review tab, and then Settings.
3. Under Move Documents, select using Basic or Advanced settings.

Basic reorder permissions provides two options:

• Everyone on the workflow can always reorder documents.
• Only users with Workflow Management permissions can reorder documents.

Advanced reorder permissions allows you to specify exactly:

• Which groups or users can reorder documents.
• When those groups or users can reorder documents:
  • Always
  • Never
  • Only if certain approvals are completed
  • If a certain condition is met

Users who are not included in any permission will not be able to move documents. 

Disable Document Reordering 

To disable document reordering in the signature packet for all users across all workflows:

1. Go to Company Settings > Settings.
2. Toggle the Enable adjusting signature packet document order at Review setting off.

This will disable document reordering.