Manage Download Permissions During the Sign Step

This article walks you through how to manage your download document permissions during the sign step.

You can set group or user permissions for downloading Word and PDF documents within a workflow during the Sign step. You can configure your permissions so that only specific groups can download the current workflow document and attachments. The Download permissions you configure in the Sign tab will persist for the remainder of the workflow (through the Archive step and beyond).

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 Review step, refer to Manage Download and Share Permissions During the Review Step.

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

Download Document permissions cannot be retroactively applied to workflows that have already been launched. You can restrict when users or groups can download documents during the Sign step and beyond.

1. Click on the Workflow Designer tab and select the workflow configuration you want to modify. Click on the Sign tab, and then Settings.
2. Select Add download permission to create conditions for which groups can download PDF 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).
   3. Locate the Download document Permissions section and then change from Basic download permissions to Advanced download permissions.
   4. Click Add download permission.
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 documents.