Restrict permission to publish links
Is there a way to set up the permissions in Documents or Spreadsheets to allow users to edit the files but NOT to able to publish those changes through to linked files?
From what I have read, the "Owner" role is able to publish other people's changes in addition to their own and non-owners can only publish their own.
For my use case, we want one role that can edit the file but not publish links and a second role that publish to enforce a review process for audit and compliance purposes. Currently unreviewed data can be published across into live reports which is not ideal for financial reporting.
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Currently, Workiva does not provide a direct way to create a role that allows users to edit files but restricts them from publishing changes to linked files. The permissions model in Workiva generally allows:- Owners: Full rights, including publishing all links and managing permissions.
- Editors: Can make changes to content and formatting, including publishing their own changes.
- Viewers: Can view but not edit or publish.
However, there are some workarounds and features that might help enforce a review process:- Advanced Permissions: You can use advanced permissions to control access at the document or section level. This allows you to limit who can edit or view specific sections of a document.
- Lock Editing: Owners can lock editing for an entire file or specific sections, preventing collaborators from making direct changes. This feature can be used to enforce a review process before changes are made live. But note, Lock Edits does not prevent link changes from a source unless the source is locked too.
- Track Changes and Reviews: Editors can make changes, but these can be tracked and reviewed before being finalized. Owners can approve or reject these changes.
For your specific use case, where you want to separate editing and publishing roles, you might need to manually manage permissions or use a combination of the above features to enforce a review process.
Let me know if you have any follow-ups for me at all or have additional questions. Thanks again and have a super day!
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Hello,
I am looking for the same feature: Limiting editors publishing links.
To give you some context of my use case:
We have country common narrative documents containing the standard text for our financial statements for each countries. We would like to enable country teams to edit the common narrative for their country, but we want to prevent them to directly publish those changes into the financial statements. We are aware of the functionality of track changes, send for review which supports the processes of management review and approval. These functionalities tough do not provide automated governance and control over the documents. It depends on the editors whether they inform the management of their changes or not. Also, you cannot expect the management to check daily if there were any changes in the common narrative.
As far as I see there are two things you might want to implement:
1) Adding the optional setting of being able to limit editors of publishing
2) Adding optional automated notifications to owners when their document has been changed
Looking forward for your feedback.
Best regards,
Katalin
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