Ability to set group or user permissions to Download Word and PDF documents, or Share Document on a workflow at the Review Step. This can be set up so that only specific groups can use the Share Document feature or download the current workflow document and attachments.
Note: Restrictions are only available at the Review step of a workflow. Download document will not be restricted once a workflow moves to Sign or Archive.
Where to Find This Feature
On your Workflow Designer template, go to the Review Tab and toggle over to Settings. Here you will find the ability to configure these permissions.
By default, this feature will be set up with Basic Permissions — ‘Everyone can always download or share documents.’ You can adjust these Basic Permissions by clicking on the pencil icon to change this to “No one can download documents.”
To restrict download permissions change from Basic Permissions to Group Download Permissions, then select + Add download permission to create conditions for which groups can download workflow documents. Add a group for “Who can download?” and then select Always, Never or Only if certain approvals are completed.
When selecting Only if certain approvals are completed you will be prompted to identify “Which approvals need to be completed?” Then you can select the approvals that are needed to be complete prior to the identified group being able to download the document. If multiple approvals are specified, they must all be approved in order for the identified group(s) and user(s) to download.
Note: Once you have completed conditional setups for specific groups, you can then create rules for all other groups and users. Without this specific indication, the default behavior will be that groups or users for which no rule is created will not have permission to download.
PDF Download Permissions
These permissions will be set by default equivalent to permissions for Download. To create different accessibility for downloading a PDF click the checkbox. You can then select Basic PDF download permissions or Group PDF download permissions. Follow the instructions above to create Group PDF download permissions.
The Share Document permissions will be set, by default, to Basic Permissions. To change these permissions, follow directions above to create conditions for accessing this feature.
Note: This feature cannot be retroactively applied to workflows that have already been launched. Once turned on for each workflow template, the permissions you create will be applied to newly launched workflows.