List the people and the resource
Name the workspace, project and documents involved. Separate viewing from editing and approval. People need enough context to work, but joining one project should not imply access to every client or department. Use the established resource-sharing flow so the permission decision stays attached to the right resource.
Test from a normal member’s perspective
An administrator’s successful preview is not proof that a colleague can open the same link. Test a normal member and any invited external participant separately. Check attachments and related records as well as the main task. If the link is unavailable, fix the permission at its source rather than sending duplicate copies to a second place.
Revisit access when the work changes
Include access review in handoffs and offboarding. Keep an owner responsible for the resource and review whether old collaborators still need it. For assistant features, the requester’s access remains the boundary; a useful answer should not expose records the person could not open directly.
Your starting checklist
- Named resource and owner
- Separate viewing and editing needs
- Normal-member access tested
- Review at handoff or offboarding
See the workflow in Tavano.
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