You can set the user role threshold for each feature (SOP exports, media downloads, external sharing, and more) that can be used. Users without permission are shown buttons or menus as disabled (grayed out), preventing them from performing the operation.
Available plans
This feature is available with the Enterprise plan.
Who can configure this
Only users with Owner permissions can do this.
Features you can control
On the Security tab, use the Permitted user roles per feature card to set the threshold role for each of the following features:
- SOP file exports (PDF, Excel, Word, PowerPoint, MP4): Operations that create new files from the SOP screen's Export button. This includes transcription to your company's format (export format), saving images and PDFs associated with the SOP, and downloads from MP4 completion email links. (Default: View-only user or higher)
- Download of file-based SOPs: Operations that open and save the SOP where the file itself is the main body (Word, Excel, PowerPoint, PDF, and so on). This setting applies regardless of where you open the file from: folders, search results, Favorites, history, Home, Offline, or shared links. While unset, this inherits the "SOP file exports" setting. Once saved, it becomes independent and applies separately.
- SOP list Excel export (per folder): From the folder's action menu, exporting the SOP list in that folder to Excel. The export includes only the list (name, revision, location, etc.), not the SOP contents (procedure text or videos). (Default: Group Administrator or higher)
- External sharing: Issuing time-limited external sharing URLs and QR codes. If the team has external sharing disabled, this cannot be used regardless of role settings. (Default: Created user or higher)
- Media download: Direct download of original files (videos, images, PDFs, and more) from the media library. This also includes original videos that have been processed by AI analysis. (Default: Created user or higher)
- Download attachments: Download files attached to or linked with an SOP (while viewing or editing). This setting also controls downloads of certificate files that were registered as qualification proof. (Default: View-only user or higher)
- Development, Qualifications and Training export: Excel export of the Skill Map (development), qualification ledger, and training (course completion status). This applies to both exports from the list screen and exports from the Personal page's Development and Qualifications tabs. The export includes names and evaluation/acquisition status. (Default: Group Administrator or higher)
- Usage report export: Excel export of the Usage Report and PowerPoint export for business proposals. This also includes exports from the Personal page's viewing records tab. However, if an individual exports their own records, this setting can be used unless set to "Disable all for everyone." (Default: Group Administrator or higher)
- Viewing records and checksheet export: Operations that export to CSV who viewed the SOP and when, and how they answered questions. When used as a checksheet, this includes the implementation records. This setting applies regardless of which screen you open from: Usage Report, Personal page, or SOP viewing records. (Default: View-only user or higher)
- Work analysis export (Quick Analysis, comparison with SOP, time analysis): Operations that export work analysis results to Excel. The export includes the subject's name, analysis date/time, and comparison results with other team members. Creating a standard video (exporting to the media library) is not included. (Default: Created user or higher)
- Creation Plan export: Operations that export the SOP creation plan to Excel. This applies to the overall plan, filtered list results, and "My assignments," and includes assignee name, deadline, and progress. (Default: Created user or higher)
Hover over the ⓘ icon next to each feature name to see what is restricted by that feature. For some features, lower roles that would have no effect are not shown as options.
●Important note when restricting downloads of file-based SOPs
If you have registered formats that cannot be opened without downloading (Word, Excel, PowerPoint, and so on) as file-based SOPs, restricting this setting will prevent users of the specified role from viewing the SOP itself. If you want to display it on screen, convert it to PDF before registering it.
Configuration steps
- Open Owner Functions in 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 instantly reflects which roles are checked (green checkmark)
- For each feature, click Save or use Restore defaults to return to the default settings
Bulk 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" so no one except the Owner can use them. You can restore individual settings later
- Restore all to defaults: Restores all features to the standard role thresholds
This is useful when you want to temporarily restrict all users for confidential projects.
How it looks and works
- For users without permission, the relevant buttons or menus appear as disabled (grayed out)
- Since they cannot be clicked, users can see that the feature exists but cannot operate it
- When you hover over a disabled button, a message appears explaining why it is not available
- External sharing is controlled by the team-wide external sharing disabled setting, so if it is disabled, it cannot be used regardless of this setting
Tips for effective use
- For teams handling highly confidential SOPs, set a higher threshold (such as Group Administrator or higher) for PDF, Excel, Word, MP4, and PowerPoint exports and downloads
- To prevent secondary use of media, restrict media download and attachment download to Owner only
- Gradual control based on operational phase: Loose settings at the beginning of introduction, tightened after stabilization
- Notifying the affected roles' users before making changes will reduce inquiries from the field