Files module

File permissions - View own files

As of September 2022, the permission window provides settings so that a user (or other members of their team) can only view files they have uploaded themselves and not everything in the folder.
This allows simplified folder structures and permission rights to support the following needs:
Ethical walls for large teams working on a case
These permissions allow documents related to a specific litigation case to be uploaded to a folder, ensuring the user can only see the documents they have uploaded and not files or folders uploaded by other users.
Attorney-client privilege with the in-house legal team
Only allow business users to see their own files to maintain confidentiality.
Ability to upload but not download
Ability to upload and then not be able to download the file while it is processed or reviewed.
Contract lifecycle management (CLM)
Users who 'own' the contract in an organisation are often not legal team members, but are from another part of the business, such as Procurement. They are often 'basic' users and only need to oversee certain key aspects of the contract lifecycle or only need to perform certain actions on their files, such as 'add' and 'update' but not 'delete' or 'download'.

File view permissions

User and group permissions file permissions include
View
,
Update
,
Delete
 and
Disable save
.
The
View
 permissions drop-down menu provides
None
,
Own
 and
All
 options for files in the selected folder.
  • Select
    None
     to block all access to files in the folder
  • Select
    Own
     to allow the user to access only the documents uploaded by that user.
  • Set
    All
     to allow the user access to all documents uploaded to the folder (this is the default setting)
The
View
 menu determines if files in a folder can be viewed. The
Own
 or
All
 levels grant a user or group access to some or all content in the folder and any of its subfolders. Select Own or All to allow further permissions (
Update
,
Delete
 and
Disable save
).
Managing downloads
Select
Disable save
 to remove permission to download files.
Overlapping permissions
A user's account permissions combine with folder permissions; i.e: If a user is granted admin permission to an item, their permissions are upgraded to
All
, even if they only previously possessed
Own
 access.
'Basic user' role definition change - Own permission
With the introduction of 'Own' permissions, the Basic user by default will have the 'View own' and 'Update own' permissions added, which means that the Basic user will be able to upload new documents to the system and be able to work with those documents using all HighQ capabilities such as edit in office online and send for Approval/signature.
Own permission with Workflow
Normally, users with 'Own' view permissions for files are not able to see the
generated file
. As of November 2022, the Workflow
On behalf of
 option tracks the original requestor so that Own permission can be applied:
Select the
Created by
 or
Modified by
 column:

This article applies to:

  • Product: HighQ
  • Subject: Documents, File Exchange