Requiring IRM protection for Workspaces created by your business group | VIA Pro for the Web

  • Updated

Product: VIA Pro for the Web
Applies to: Administrators

You can use a policy to require that Information Rights Management (IRM) Information Rights Management (IRM) provides security for downloaded documents. When IRM is applied, documents are encrypted before downloading, and users must enter their email address and password to view the documents. Exchange managers can revoke access at any time. protection be applied to all the Workspaces created by members of your business group, including Workspaces that were created before the policy was applied.

IRM can be used to protect sensitive files from being distributed without your permission even if they have been downloaded.

Protected files remain encrypted after they have been downloaded, and they can be viewed only by individuals who are authorized to use them. Individuals must enter their email address and Intralinks password before opening downloaded documents. Workspace owners can unshare protected files even after they have been downloaded. When a document is unshared, previously authorized individuals will no longer have access to it.

Only Microsoft Office and PDF files can be protected. Other types of files cannot be protected, and they are not affected if you require IRM protection on Workspaces.

The level of protection applied is Protect/No Print when protected files are opened in the Secure Viewer. When downloaded, the level of protection is Protect/No Print for viewers, and Protect for editors and owners.

Important! Use care when requiring IRM protection on new and existing Workspaces. If you do this, IRM protection will be automatically applied to all existing Workspaces immediately. If you later unmark the option, existing Workspaces will not be updated. Workspace owners will have to remove IRM protection manually.

If you do not require IRM protection, Workspace owners still will be able to apply IRM protection to their Workspaces or to specific folders, while leaving the contents of other folders unprotected. This can be useful if the Workspace owner wants some files to be editable during the collaboration process.

You can also require people to download IRM-protected files to their computers before viewing them. If you do not do this, people will be able to view protected files online using a secure browser-based file viewer. Files that do not have IRM protection can also be downloaded for viewing.


  1. Click the key icon that appears in the navigation bar on the left side of the screen. A navigation panel slides out.
  2. Click on the Policies option.
  3. Mark the Require IRM protection on new and existing Workspaces option.
  4. (Optional.) To require protected files to be downloaded before viewing them, mark the Require protected files to be downloaded for viewing option.
  5. Click Save.

Additional information

Was this article helpful?