Set a user role threshold for each feature (such as SOP export, media download, and external sharing) to control who can use each function. Users with unauthorized roles will see buttons and menus as disabled (grayed out) and cannot interact with them.
Available Plans
This feature is available on the Enterprise plan.
Who Can Configure
Only users with Owner permissions can configure this.
Features You Can Control
In the Security tab, open the "Permitted user roles per feature" card to set threshold roles for each feature below.
- SOP file export (PDF / Excel / Word / MP4 / PowerPoint)
- Folder Excel export: Feature to export SOP information and URL lists within a folder
- External Sharing: Issue time-limited external sharing URLs (If the team has external sharing restriction enabled, this feature cannot be used regardless of role settings)
- Media download: Direct download of videos and images from the media library
- Download attachments: Download files attached to SOPs and related files (for both viewing and editing)
- Skill map export: Save Skill Map to Excel
- Usage report export: Export Usage Report to Excel / CSV
Configuration Steps
- Open Owner Functions from the side menu
- Select the Security tab and open the "Permitted user roles per feature" card
- In each feature row, select the allowed roles from the dropdown:
- Everyone (including guests)
- Each role or higher (View-only user or above / Created user or above / Group Administrator or above / Team Administrator or above)
- Owner only
- On the right side of the table, whether each role is checked (green checkmark) is immediately reflected
- For each feature, click Save or use Restore defaults to reset to initial settings
Batch Operations (Modify Multiple Features at Once)
Use the following buttons at the top of the table to change all features at once.
- "Disable all for everyone": Restrict all features to "Owner only" so only Owners can use them. You can re-enable individual features later
- "Restore all to defaults": Reset all features to standard role thresholds
This is useful in cases where you want to temporarily disable all features for confidential projects.
How It Appears
- For users with unauthorized roles, the relevant buttons and menus appear disabled (grayed out)
- They cannot click them, so the feature exists but is not usable
- External Sharing is subject to the team's overall external sharing restriction; if it is disabled, it cannot be used regardless of this setting
Tips for Effective Use
- For teams handling sensitive SOPs, set SOP file export (PDF/Excel/Word/MP4/PowerPoint) and download features to higher role thresholds such as Group Administrator or above
- To prevent secondary use of media, set media download and attachment download to Owner only
- Phased control based on operational phase: Start loosely during early adoption and tighten after it is established
- Informing users with affected roles before making changes can reduce inquiries from the field