Setting permissions

As a Project Admin, you have full access to your fileroom. Others working on or reviewing your project may only need to see certain documents or perform certain tasks. Setting permissions means that your team and reviewers have everything they need to fulfill their role, but no more. In this way, you maximize security while minimizing friction.

Find out about:

• How permissions work:
  • Content permissions
  • Feature permissions
• How to grant permissions to roles:
  • Setting content access
  • Setting feature access
• Viewing file attributes
  
  

How permissions work

There are two kinds of permissions you can set via content access and feature access.

• Content access relates to what users can see, print, download, and edit.
• Feature access is about which tools they can use (such as redaction, analytics, and trackers).

Permissions are assigned based on role (see What are roles). Think of a 'role' as a container or grouping of users who have identical access to content. As many roles as are necessary can be created depending on the variety of access you'd like to provide to groups of users.

 

Content Access

There are five available permissions settings:

•   Hidden - The role can't see this content
•   View - The role can view content onscreen but can't print or download it
•   Print - The role can print content
•   Download - The role can download content
•  Manage - The role can perform administration actions: (see Reviewers with manage permissions) 
  • create folders
  • upload files
  • copy unpublished files
  • move unpublished files
  • reorder unpublished files and folders
  • rename unpublished items
  • replace unpublished items
  • move unpublished items to the recycle bin
    
    

Each level of access includes all the levels below it.  
You can make a permission setting apply to the whole fileroom, to individual folders within it, or to specific documents in those folders.

After you have set permissions, you can view the project from the perspective of each role by using the View As feature. To utilize the View As feature, ensure the items you want each role to see are published, and the project is launched. Then, either click on the 3 dots next to the role and select View As or click View As in the upper right and select a role.

A new browser tab with a blue border opens, allowing you to view the project from the viewpoint of the selected role. To return to the admin view, close the new browser tab.

Feature Access

You can grant access to a range of tools. These are:

General:

• Publishing*
• Download Multiple Files**
• Inviting a User
• Analytics
• Redaction
  
  

Pipeline:

• Users
• Dashboards
• Trackers
• Inbox
• Contacts
• Activities
• Reminders
• Tear Sheets
  
  

Acquire:

• Commenting on a File 
• Findings
• Seller Content Access
• Trackers
• Acquire Dashboard
  
  

* The role must also have the Manage permission activated
** The role must also have the Download permission activated for selected items

 

How to grant permissions to roles

To manage permissions, click the Permissions tab.
You’ll see a panel on the right: Select the role(s) for which you want to set or change permissions. The role you select appears in the central portion of the window as a column.
To create new roles from this area, click Create Roles and follow the process. To exit without saving changes, click Exit.

Setting Content Access for individual content

Click the Content Access tab if it’s not already displayed. Then choose the roles you'd like to work with from the roles list panel on the right.
In the far-left column are the contents of your fileroom (click the arrows to expand the folders). The central columns display the settings for each role’s content permissions.
To change anything here, click a segmented bar and click Edit Permissions.

You can set a role’s permissions to cover specific contents of the fileroom, or the whole thing. If you set a permission at a higher filing level (e.g. a folder), then those same permissions apply to everything below it (e.g. all files in that folder) by default. However, you can manually set different permissions for these lower-level contents if you wish.
If a fileroom or folder has its permissions bar highlighted in gray (or green in Edit mode), that means it contains some custom permissions that differ from the default.

Once you’re done, click Save.

Example:
Gareth is a reviewer. Currently, his role’s permissions for the Accounts folder are set to View only. Now he needs to download one particular spreadsheet from that folder. Project administrator Petra approves his request and changes his permission to Download for that document only. Gareth still can’t download any other files from the Accounts folder; he can only view them.

Setting bulk permissions for documents

Click the Content Access tab if it’s not already displayed. Then choose the roles you'd like to work with from the roles list panel. In the far-left column are the contents of your fileroom (click the arrows to expand the folders). The central columns display the settings for each role’s content permissions.

To change anything here, click a segmented bar and click Edit Permissions. 

Filter for specific items under the Status or File Type column, and select Permissions in the top menu. Select the check box next to the documents you wish to bulk add permissions for.

You can select up to 25 documents at one time. To select more, click the right arrow in the bottom-right of the page.

Once you’re done, click Save.

 

Setting singular permissions for documents in the Documents tab

Permissions can be set for a singular file in the Documents tab.

 

 1   Either right-click a document and choose Permissions, or select a document by ticking it's checkmark, clicking More Actions, and selecting Permissions.

 2   Click in the Permission column for the row of a role.

 3   Select a permissions level: Hidden, View, Print, or Download. The Manage permission level can't be changed at the file level. 

 4   Click Save.

To verify, click the link in the window "Go to <filename> in Permissions Tab".

Publishing and unpublishing in permissions

To publish or unpublish everything in the project

 1   Within the Content Access tab, select Edit > Live (you can also choose Draft but published items do not appear in your index for reviewers unless a minimum of 'View' permissions have been applied).

 2   Select Publish in the top menu, and choose Publish All or Unpublish All.

To publish or unpublish individual files

 1   Within the Content Access tab, select Edit > Live (you can also choose Draft but published items do not appear in your index for reviewers unless a minimum of 'View' permissions have been applied).

 2   Click the filter icon under the Status column and select Published or Not Published. Only 200 documents appear at a time. Repeat step 3 for each page.

 3   Select files by ticking their checkbox, click More Actions and select Publish or Unpublish.

Setting feature access

Click the Feature Access tab if it’s not already displayed.

In the far-left column is the list of available features. The central columns display each role’s permissions. Click the checkboxes to grant or remove access to these tools. Hover over the info bubbles for a broader explanation of each feature.

Example:
Having changed Gareth’s content permissions to let him download one file from Accounts, Petra takes an extra precaution by removing his role’s feature permission to download multiple files at once. She unchecks the box to ensure that Gareth (and any others in the same role) can only download one file at a time.

Viewing Users in a Role

To conveniently view a list of members within a role, select the options menu (3 vertical dots) associated with the role and choose View Assigned Users.

 

File attributes

Within Content Access, select Attributes on the far right of the main display. Select check boxes associated with the following attributes to display file status:

• Publish - Displays whether a folder is Published, Not Published, or Partially Published; displays Published or Not Published for files
• File Type - Displays the file type by file extension
• Native File Download - A check mark indicates this feature is enabled for the file
• Document Disclaimer - A check mark indicates a document disclaimer must be accepted to view the file