Protect document with restricted access

Lock down this draft before distribution. Restrict access so only Priya in procurement and Daniel in finance can edit, give the three department leads comment-only access, and remove public link sharing. Add a note at the top explaining who to contact for edit access and save the version as Restricted_Spend_Approval with a deadline of Friday for sign-off.

Before I share this with stakeholders, make the access model easy to accept. Show who currently has edit, comment, and view access in a short table at the top, recommend minimal changes so Priya and Daniel can approve without asking for broader edits, and flag any content the finance lead might insist on seeing if they request edit rights.

I set the document so only Priya and Daniel can edit and others have comment access, but I just found that Maya in legal made direct edits. I’m not sure whether I misapplied the restriction, whether she had an alternate editor permission, or whether the doc inherited permissions from a shared folder. I’m worried this undermines the approval chain. What’s the most likely permission path that allowed her edits and what immediate steps stop further unauthorized edits before Friday?

Every approval cycle someone manages to edit our restricted drafts and I spend time reversing changes, explaining permissions, and reissuing links. I juggle multiple approvers and shared folders. What policy, routine, or minimal technical habit can I adopt so restricted documents stay restricted and I stop policing edits at the last minute?