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Restricting User Access to Specific Controls in Workiva

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Hello,

Our team has a contractor who will be working on a specific set of controls and data of those controls, and we would like to limit their access to only the relevant items. Specifically, we need to ensure they can only view and interact with the controls and control testing assigned to them, without visibility into any other processes or data.

Could you please advise on the following:

  • Is it possible to restrict a user's access to only specific controls or control testing items?
  • If so, what is the recommended approach for setting up these permissions?
  • Are there any limitations we should be aware of when applying this type of access restriction?

Any guidance or documentation you can point us to would be greatly appreciated. Thank you!

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    Isabel Messore

    Great question Daniel Cedillo, 

    It possible to restrict access to specific controls or control testing items. However, it's important to note that Controls (in Data) and Control Testing/Test Forms (in Testing) are separate and managed with different permission systems.

    For Controls (Data Experience): Use Form Permissions — specifically, either:
    - Permission Rules with Conditions — Grant access to the contractor's user group only when specific field conditions are met (e.g., when the control is assigned to them). Any field on the control data type can be used as a condition.
    - Direct Permissions — Set Viewer/Editor/Owner access directly on individual control forms. Direct permissions take priority over rule-based permissions.
    - Stakeholder-Based Access — If you want the contractor to see only their own controls, use a stakeholder-type field (e.g., "Control Owner") in the permissions rule so access is user-centric. This is the recommended approach for user-scoped access.
     
    For Control Testing (Testing Experience):
    - Test Folder Permissions — Create a folder, move the contractor's relevant test forms into it, and grant that user or group Viewer/Editor access to that folder only. This is the most efficient approach for managing multiple forms at once.
    - Individual Test Form Permissions — Grant Viewer, Editor, or Owner access directly on each specific test form.
     
    Recommended role for a contractor: Assign the Tester or +Testing role to give access to the Testing experience, without broader Manager-level capabilities.

    Limitations to Be Aware Of
    - Having permission to a control does NOT automatically grant access to the related test form — and vice versa. These must be managed separately.
    - There is no native way to restrict access to only a portion of a test form (e.g., only certain fields) — if a user has permission to a test form, they have access to the entire form at their assigned level.
    - When a user is in multiple groups with different permission levels, the HIGHEST permission wins — so be careful about group membership overlap.
    - Absolute zero visibility between users and data they shouldn't see is best guaranteed via a separate workspace, as any rule-based setup carries inherent complexity.

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