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Open as viewer

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Would it be possible to have an option to "Open files as viewer"? We already had some cases when editors or owners have opened certain file just to compare some information an accidently changed part of information, of course we had history and were able to replicate what was missing, however this option could prevent users from making any impactful adjustments and sharing incorrect data.

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2 comments

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  • Isabel Messore

    Hi Lukas Rakickas, 

    While a dedicated "Open as Viewer" button doesn't currently exist in Workiva, there is a great existing feature that achieves what you're describing — the Lock Editing feature.
     
    Workiva supports locking editing on files to prevent collaborators (including Editors and Owners) from making direct changes to content. This is available across Documents, Spreadsheets, and Presentations.
     
    When a file is locked, the following are prevented:
    - Adding, deleting, or formatting text and tables
    - Changes to Document Outline (sections)
    - Changes to Document properties
    - Applying filters
    - Find & Replace / Spellcheck replacements
    - Turning Track Changes on/off
    - Wdesk Sync
    - Chart Data changes
     
    What still works when locked:
    - Viewing Comments, History, Tasks, and Link Properties
    - Generating blacklines and sending reviews
    - Adjusting view settings
    - Using Find or running Spellcheck (read-only)
     
    How to lock a file:
    - Go to the File tab inside a document, presentation, or spreadsheet, and select Lock Editing
    - Or right-click a file in Home/Files and select Lock Editing (up to 30 files at once)
     
    Note: Only Owners can lock or unlock a file.
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  • Lukas Rakickas

    hey, thats unfortunately is not an option, since files are live and people still working on the files, locking meaning no one could work on the same time, also we have editor who are navigating as well and in such cases they would be dependent on others.

    This is coming from scalability perspective since we have over 100 users in each workspaces with multiple different teams (with expectation to increase these numbers). When looking from this angle we need flexibility to work in workiva.

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