It would be good to have a workflow to grant “view only access” to certain files/folders without administrator access. It would be good to have an access request and approval via email, similar to SharePoint.
Here is my idea how it could work.
- "Data Owners" are assigned at the Folder/File level in Vault. "Data Owners" can grant temporary viewing access for Thin Client Viewer (optionally with expiration date).
- When a person clicks a link to a file in the Vault Thin Client that they do not have access to, or if they do not have a Vault account, they are redirected to an "Access Request Landing Page."
- The Person can type the reason why he needs viewing access to the specific File or Folder on the "Access Request Landing Page" and submit the request.
- The Request is sent out to the "Data Owner" via email.
- The “Data Owner” receives an email with a link to the “Temporary User Management Page” on the thin client. He can decide whether to grant temporary or permanent view access to the requested file or folder or to deny access.
- After the "Data Owner" submits their decision:
- A new temporary view user is created if the requester did not previously have a Vault account. The new temporary view user gets viewing access ("Read Only/No Download") to the requested file/folder. (There should be a new user category that can be cleaned up later (not messing up the current user management. The "View Only Users" do not need to be kept in Vault history because they cannot make any changes to the data.)
- The requester is added with "Read Only/No Download" permission to the file/folder permission if they already had a Vault account.
