Restricting Visibility to Document Proofs from Marketing Until Ready to Review

[JennaJurgella1]

We have an in-house Creative and Marketing team and we are having issues with Marketing looking at a proof when it isn't ready for their review yet. How have others navigated this and what solutions do you have?

We still want Marketing to have access to the request and the project, however, we want to remove visibility of the document proof until it is ready for their review/approval. As a work around, we are turning off inherited permissions on the document itself but this is proving to be extremely manual and it is restricting access to others in the Creative/PM team that should still have access.

Thank you!

[nfo]

Hi @JennaJurgella1 

It's very dependant on sharing settings, inherited permission etc, as you know.

I don't know if the following can fit your set-up but I suggest you to have a look at this Acces Level Option:

I remember using it once to allow Docs to be only visible by their creator, and shared only with others through Proof. One who's part of the proofing workflow will be able to access it

Maybe worth a try? 

[JennaJurgella1]

Thank you! I didn't realize that setting existed! I like that option, however, I am concerned it will restrict users from multiple documents that they will in fact want/need access to. I appreciate you taking the time to respond and provide a solution!

[KellieGardner]

Are you adding users to the proof for approvals as you create it? If so, it will be challenging to control, as they receive an email and notification asking them to approve. 

If you are generating the proof and adding the approvals later, you could do this as an option:

Create a folder in your Project, Task, Issue, etc. Then turn off the inherited permissions inside that folder and load the document there. The folder will stay hidden from users. Then, when ready, move the document out of that folder into another, or the general documents area, attach your approval, and it will be ready and proper sharing permissions will be intact.

I have this setup at our template level, so any time the template is used, the folder permissions are set. Documents can be moved in and out of the folders as needed. 

[JennaJurgella1]

Thank you Kellie! This was going to be my next option as a workaround. Glad to hear it has worked well for you!

[kautuk_sahni]

@JennaJurgella1 Just checking in — were you able to resolve your issue? We’d love to hear how things worked out. If the suggestions above helped, marking a response as correct can guide others with similar questions. And if you found another solution, feel free to share it — your insights could really benefit the community. Thanks again for being part of the conversation!