As of September 2022, the permission window provides settings so that a user (or other members of their team) can only view files they have uploaded themselves and not everything in the folder.
This allows simplified folder structures and permission rights to support the following needs:
Ethical walls for large teams working on a case
These permissions allow documents related to a specific litigation case to be uploaded to a folder, ensuring the user can only see the documents they have uploaded and not files or folders uploaded by other users.
Attorney-client privilege with the in-house legal team
Only allow business users to see their own files to maintain confidentiality.
Ability to upload but not download
Ability to upload and then not be able to download the file while it is processed or reviewed.
Contract lifecycle management (CLM)
Users who ‘own’ the contract in an organisation are often not legal team members, but are from another part of the business, such as Procurement. They are often ‘basic’ users and only need to oversee certain key aspects of the contract lifecycle or only need to perform certain actions on their files, such as ‘add’ and ‘update’ but not 'delete' or 'download'.
File view permissions
User and group permissions file permissions include View, Update, Delete and Disable save.
The View permissions drop-down menu provides None, Own and All options for files in the selected folder.
- Select None to block all access to files in the folder
- Select Own to allow the user to access only the documents uploaded by that user
Users can only see documents that they have uploaded themselves
- Set All to allow the user access to all documents uploaded to the folder (this is the default setting)
The View menu determines if files in a folder can be viewed. The Own or All levels grant a user or group access to some or all content in the folder and any of its subfolders. Select Own or All to allow further permissions (Update, Delete and Disable save).
If view folder permissions are set to None, no other permissions can be granted in the folder.
To change permissions for a child element, set the parent folder permissions to None and select Do not inherit permissions for the child element.
Managing downloads
Select Disable save to remove permission to download files.
Overlapping permissions
A user's account permissions combine with folder permissions; i.e: If a user is granted admin permission to an item, their permissions are upgraded to All, even if they only previously possessed Own access.
'Basic user' role definition change - Own permission
With the introduction of 'Own' permissions, the Basic user by default will have the 'View own' and 'Update own' permissions added, which means that the Basic user will be able to upload new documents to the system and be able to work with those documents using all HighQ capabilities such as edit in office online and send for Approval/signature.
Own permission with Workflow
Normally, users with 'Own' view permissions for files are not able to see the generated file. As of November 2022, the Workflow On behalf of option tracks the original requestor so that Own permission can be applied:
Select the Created by or Modified by column:
