Limiting Folder Access for Approvers

You may want to update Approver privileges when:

  • You only want one approver to be able to work with documents in a folder. If you are a member of the Approver Access role grants access to all folders by default.

  • The approver can work with files in Folder1, but not with files in Folder2.

The solution is to disable file access to the Approver Access role and then allow access case-by-case by adding users to other roles.

To change the workflow step from Request approval to Approved, Rejected, or any other defined step:

  • The user must be a member of the Approver access role.

  • The Approver access role must have read/write permissions for the Documents storage folder that contains the documents in the Approval step. For details, read the section Managing folder permissions.

[Note] Note

If you want to approve or reject documents and you are not the Approver, you can also approve or reject the documents, but you should be a member of the Administrator role.

To limit the ApproverAccess role from your folder:

  1. Log in to Control Center as the administrator.

  2. Go to the Users tab > Access Roles.

  3. Click Add. The Create new access role window opens.

  4. Type in a name of a new role, for example, Selective access, then scroll down to Users in this role and add users. Click Save.

  5. Expand the Approver role and make sure the users from Selective access role are also a member of the Approver role.

  6. Change Folder permissions to folders where you want to limit folder access.

  7. Update the Approver role, by disabling all permissions, then edit the Selective access role by enabling Workflows permissions.

Only Selective access role members can approve files in your folder now. Approver role members have no access to this folder.