You can set the minimum user role threshold for each feature (SOP export, media download, external sharing, etc.) that users can access. Users with roles that are not permitted for a feature will see the corresponding button or menu item disabled (grayed out) and cannot use it.
Available Plans
This feature is available in the Enterprise plan.
Who Can Configure
Only users with Owner permission can configure this setting.
Features You Can Control
In the Permitted user roles per feature card on the Security tab, you can set the role threshold for each of the following features:
- SOP file export (PDF / Excel / Word / MP4 / PowerPoint)
- Folder Excel export: Export SOP information and URL lists from a folder
- External Sharing: Issuing time-limited external sharing URLs (if the team has enabled the External Sharing Restriction Settings, this feature is unavailable regardless of role settings External Sharing Restriction Settings)
- Media download: Direct download of videos and images from the media library
- Download attachments: Download files and related files attached to SOPs (both viewing and editing)
- Skill map export: Skill map save (Excel) operations
- Usage report export: Export usage reports to Excel/CSV
Setup Steps
- Open Owner Functions from the side menu
- Select the Security tab at the top and open the Permitted user roles per feature card
- For each feature row, select the Allowed roles from the dropdown
- Everyone (including guests)
- Each Role or higher (View-only user or higher / Created user or higher / Group Administrator or higher / Team Administrator or higher)
- Owner only
- The right side of the table immediately reflects whether each role is checked (green checkmark)
- Click Save for each feature, or click Default to return to the initial settings
Batch Operations (Change Multiple Features at Once)
Use the following buttons at the top of the table to change all features at once:
- Disable all for everyone: Restricts all features to "Owner only" level so only the Owner can use them. You can restore individual features later
- Restore all to defaults: Returns all features to standard role thresholds
This is convenient when you want to temporarily restrict all permissions for confidential projects and so on.
How It Appears in Operation
- Users with unpermitted roles will see the corresponding buttons or menu items disabled (grayed out)
- Since they cannot be clicked, users know the feature exists but cannot operate it
- External Sharing takes priority over the team-wide External Sharing Restriction Settings, so if it is disabled, it cannot be used regardless of role settings
Tips for Best Use
- For teams handling confidential SOPs, set PDF/Excel/Word/MP4/PowerPoint exports and download features to a higher threshold such as Group Administrator or higher
- To prevent secondary use of media, set media downloads and attachment downloads to Owner only
- Phased control according to operational phase: Start loose during initial deployment, then tighten after adoption
- Before making changes, notify users with affected roles to reduce inquiries from the field