You can set the user role threshold for each feature (SOP export, media download, external sharing, etc.). Users with roles that are not permitted will see the relevant buttons and menus disabled (grayed out) and cannot perform those actions.
Available plans
This feature is available on the Enterprise plan.
Who can configure
Only users with Owner permissions.
Features you can control
In the Security tab, use the "Permitted user roles per feature" card to set threshold roles for the following features:
- SOP file export (PDF / Excel / MP4 / PowerPoint)
- Folder Excel export: Export procedure info and URL lists from a folder
- External Sharing: Issue time-limited external sharing URLs (if External Sharing Restriction Settings is enabled for the team, this cannot be used regardless of role 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: Save (Excel) Skill Map operations
- Usage report export: Export Usage Report to Excel/CSV
Setup steps
- Open "Owner Functions" from the side menu
- Select the "Security" tab at the top, then open the "Permitted user roles per feature" card
- For each feature row, select an "Allowed roles" from the dropdown:
- Everyone (including guests)
- Specific roles and above (View-only user and above / Created user and above / Group Administrator and above / Team Administrator and above)
- Owner only
- The table on the right immediately shows which roles are checked (green checkmark)
- Click "Save" for each feature, or click "Default" to restore initial settings
Batch operations (change multiple features at once)
Use the buttons at the top of the table to change all features together:
- "Disable all for everyone": Set all features to "Owner only" level, so no one except the Owner can use them. You can change individual features back later
- "Restore all to defaults": Return all features to standard role thresholds
This is useful when you want to temporarily disable all features for highly sensitive projects.
How it appears to users
- Users with roles that are not permitted will see the relevant buttons and menus disabled (grayed out)
- Since they cannot click them, users know the feature exists but cannot use it
- External Sharing is controlled by the team-wide External Sharing Restriction Settings, so if it is disabled, it cannot be used regardless of these role settings
Tips for effective use
- For teams handling highly confidential SOPs, set a higher threshold for PDF/Excel/MP4/PowerPoint export and downloads to Group Administrator and above
- To prevent secondary use of media, restrict media download and file downloads to Owner only
- Apply staged controls based on implementation phase: Start with loose settings during initial rollout, then tighten after adoption
- Notify affected role users before making changes to reduce questions from the floor