Permission to View in Review and Approve cycle

[lrandell]

During the Review and Approve lifecycle, it seems Vault is limiting the viewing of drawings to only those individuals with Editor or Admin permissions. This seems odd to lock those with lower permissions out of VIEWING only. With the drawing so close to being released, there are individuals who want to begin to process the information prior to release (even if it means it's the drawing is not approved "as is" and small changes must be done for release). In light of this scenario, our admin thought he could create a mid-level role, between an Editor and a Viewer. But he is not allowed to do this either because the new level doesn't have any effect when the drawing is in Review and Approve state. Suggestions?

[Gabriel_Watson]

I think this should be managed via user groups instead of roles. You should change/create roles very rarely.

Inside your lifecycle settings, fist go to your lifecycle state where you need to change permissions ("Approved for Release" below is my example). If your "read" permissions for the group you need access for is "Allow", you could have a few people in that group (such as my "Consumer Level 2") if they just need to see the file is there in Vault. Switch to "Allow" under "Download" permissions column to the groups that also need to acquire the files as needed.

[lrandell]

We need to open the drawing file to view it when it's in Review lifecycle, not just see that it's there in Vault. Same answer?

[Gabriel_Watson · Accepted solution]

Yes, the "Download" permission on the lifecycle state is for downloading the file (in your definition, "view" it), whereas "Read" controls whether you can see it is there.