How does the "Restrict Document Access" feature work?

Within the Document Control Module there is a “Restrict Document Access” feature that can be used to restrict access to the file content of specific document revisions. This feature is typically for sensitive documents that need to be stored in GAS, but not viewed by the average user.

Key Points

• The feature only restricts access to the file content. Users who are not authorized to view restricted documents will be able to view information about the restricted documents (e.g., document name, document type) but not the document files (e.g., primary document file, additional document files, markup files)

• There is a single list of users created in the system who are authorized to view all restricted documents

• The restricted access is specific to document revisions.

Enabling the Feature

A Document Control Module Administrator can able this feature from Configure Document Control → Configure Restricted Document Access.

1. Enable the feature

   1. Click Configure Document Control → Configure Restricted Document Access

   2. Change “Enable Restricted Document Access Feature?” to “Yes”

Open

2. Set feature configurations

   1. Adjust the configurations on the Configure Restricted Document Access page as desired.

Open

3. Define users who are authorized to view restricted documents

   1. Use the Add Users option to identify the users that will be authorized to view restricted documents.

4. After the feature has been enabled and configured and all authorized users have been identified click Save.

5. Perform an administrative update to identify which existing document revisions should be restricted.

   1. A Document Control Administrator can perform this update from Manage Documents → Administrative Update for Document Field Values.

   2. Detailed instructions for performing this type of update are available here: How do I perform administrative updates for field values?