For each feature (SOP exports, media downloads, external sharing, etc.), you can set the user role threshold for who can use it. Users with roles that are not permitted will see the relevant buttons and menus grayed out (disabled) and will not be able to use them.
Available plans
This feature is available on the Enterprise plan.
Who can configure it
Only users with owner permissions can configure it.
Features you can control
In the [Permitted user roles per feature] card on the Security tab, you can set a threshold role for each of the following features.
- SOP file export (PDF / Excel / Word / PowerPoint / MP4): Creating a new file from [Export] on the SOP screen. Also includes transcribing into your own company's format (Export format), saving images and PDFs linked to steps, and downloading from the link in the MP4 completion email. (Default: View-only user or above)
- Download of file-based SOPs: Opening and saving SOPs where the file itself is the SOP (such as Word, Excel, PowerPoint and PDF). Also includes downloading translated files and [Download the file for this Rev] in the revision history. This setting applies no matter where the file is opened from: folders, search results, Favorites, History, Home, Offline, or shared links. Until this is set, it follows the [SOP file export] setting. Once it has been saved, it takes effect independently.
- SOP list Excel export (per folder): Exports a list of the SOPs under a folder to Excel, from that folder's action menu. The contents of the SOPs (step text and videos) are not included; only a list with names, revisions, storage locations and so on is exported. (Default: Group Administrator or above)
- External sharing: Issuing time-limited external sharing URLs and QR Codes (if the Prohibit external sharing setting is turned on for the team, this cannot be used regardless of role settings). (Default: Created user or above)
- Media download: Direct download of the original files in the media library (videos, images, PDFs, etc.). Original videos that have gone through AI analysis are also included here. (Default: Created user or above)
- Download attachments: Downloading files attached or linked to SOPs (both while viewing and while editing). Certificate attachments registered as proof of qualifications are also controlled by this setting. (Default: View-only user or above)
- Development, Qualifications and Training export: Excel exports of the Skill Map (development), the qualifications register, and training (course completion status). Covers exports from the list screen as well as exports from the Development and Qualifications tabs on personal pages, and includes names and evaluation and acquisition status. (Default: Group Administrator or above)
- Usage report export: Excel export of the Usage Report, and PowerPoint export for internal approval (ringi). Exports from the viewing records tab on personal pages are also covered. However, when a person exports only their own records, it can still be used unless this setting is set to [Disable for everyone]. (Default: Group Administrator or above)
- Viewing records and checksheet export: Exports records of who viewed a SOP and when, and how they answered its questions, as CSV. If the SOP is used as a checksheet, its completion records are included. This setting applies no matter where it is opened from: the Usage Report, personal pages, or SOP viewing records. The [Re-check records] (Excel) in SOP viewing records also follows this setting. (Default: View-only user or above)
- Work analysis export (Quick Analysis, comparison with SOP, time analysis): Exports the results of work analysis to Excel. Includes the names of the people analyzed, the analysis date and time, and comparison results with other members. Creating standardized videos (exporting to the media library) is not covered. (Default: Created user or above)
- Creation Plan export: Exports the SOP creation plan to Excel. Covers the overall plan, the filtered list results, and [My assignments], and includes assignee names, deadlines and progress. (Default: Created user or above)
Hover over the ⓘ next to each feature name to see what that feature blocks. For some features, lower roles that would have no effect even if restricted do not appear as options.
●Notes when restricting downloads of file-based SOPs
If you register zip files, CAD files and other formats that cannot be opened without downloading (including Word, Excel and PowerPoint files for which a display PDF could not be created) as File-based SOP, restricting this setting means that users in the affected roles will no longer be able to view the SOP itself. If you want to show it on screen, convert it to PDF before registering it (Word, Excel and PowerPoint files create a display PDF when they are registered).
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
- In each feature's row, select Allowed roles from the dropdown
- Everyone (including guests)
- Any role or above (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 check mark) is updated immediately
- For each feature, click [Save], or click [Default] to return to the initial settings
Bulk change (change multiple features at once)
You can change all features at once with the buttons above the table.
- [Disable all for everyone]: Narrows all features down to the equivalent of “Owner only,” so anyone other than the owner cannot use them. You can restore individual features later
- [Restore all to defaults]: Returns all features to the standard role thresholds
This is handy when you want to temporarily disable everything for everyone, for example for a confidential project.
What users will see
- Users with roles that are not permitted will see the relevant buttons and menus grayed out (disabled)
- Because they cannot click them, they can see that the feature exists but cannot use it
- Hovering over a disabled button shows the reason it cannot be used
- External sharing is governed first by the team-wide Prohibit external sharing setting, so if it is disabled there, it cannot be used regardless of this setting
Tips for using it well
- Teams that handle highly confidential SOPs should set higher thresholds, such as Group Administrator or above, for PDF/Excel/Word/MP4/PowerPoint exports and downloads
- To limit secondary use of materials, set Media download and Download attachments to Owner only
- Phased control based on operating phase: keep settings looser during the early rollout and tighten them once things are established, for example
- Letting users in the affected roles know before making changes will reduce questions from the field