Documents settings | Intralinks Designer

Product: Intralinks Designer
Applies to: Managers and publishers
 

This tab on the View/Update Exchange Settings screen displays the options you can use to manage documents and their distribution.

Apply Permissions at the Folder Level

Intralinks administrators use this setting to determine whether the permissions applied to a folder’s contents apply only to the current documents and subfolders within the selected folder, or to documents and subfolders added in the future, as well. In both cases, the permissions you set can be overridden for selected documents and subfolders.

You cannot change this setting; it must be changed by an Intralinks employee. If you wish to use folder-level permissioning with an existing VDR, contact your Intralinks customer success manager and request that the setting be changed for that VDR.

• If this setting is turned ON, permissions are applied at the folder level, and are remembered and applied to all documents and subfolders that are added in the future.
• If this setting is OFF, permissions are applied only to the documents in the folder (and any subfolders) at the time of permissioning. Documents added in the future will not be permissioned automatically.

Allow Limited Publishers to Add Documents to Selected Folders

This setting determines whether managers can give limited publishers (reviewers and previewers) the ability to update selected folders when the managers set permissions for those folders. This setting can be changed only by an Intralinks administrator.

• If this setting is turned ON, managers who are setting permissions for folders can allow reviewers and previewers to add subfolders and documents to the selected folders.

  When reviewers and previewers add documents, they can send an email alert to other limited publishers with permission to the folder where the new documents are stored. Alerts are sent to all limited publishers with permission to the folder. Reviewers and previewers without limited publisher permission do receive the alert.

  Reviewers and previewers can edit the name and set custom field values for folders they create.

• If this setting is OFF, reviewers and previewers cannot add folders or documents to the VDR.

Hide Document Creation and Modification Dates from Reviewers

People with the Manager Plus role can use this setting to determine whether VDR members can view the date and time each document was added to the VDR, as well as the date and time that it most recently was updated.

• If this setting is turned ON, reviewers and previewers will not see date and time information for documents.
• If this setting is OFF, reviewers and previewers will see date and time information.

Hide Names of People Who Added Documents to the Exchange from Reviewers

People with the Manager Plus role can use this setting to determine whether VDR members can view the name of the person who added or updated each document on the VDR.

• If this setting is turned ON, reviewers and previewers will not see the names of people who added or updated documents.
• If this setting is OFF, reviewers and previewers will be able to see these names.

Use Version Control

An Intralinks administrator uses this setting to determine whether each version of a document is retained as new updates to the document are posted. This can be useful for auditing and archiving purposes. This setting must be marked if the people using your VDR will use the Historic filter to view information about the documents that were available in the past. This is a template-level setting, set by an Intralinks administrator; it is visible only if it is enabled, and once it has been enabled, it cannot be disabled.

• If this setting is turned ON, a copy of every version of each document is saved. All copies will be available for viewing.
• If this setting is OFF, only the current version of each document is retained. Information about each version (who changed the document, and when) is retained.

Index Files and Folders

People with the Manager Plus role can use this setting to determine whether folders and documents are indexed automatically as they are added to the VDR. For more detailed information about indexing, see Folder and document indexing. 

• If this setting is turned ON, folders and documents are indexed automatically. Only folders and documents added after this setting is turned on are indexed automatically. Folders and documents that existed prior to turning this setting on, must be enabled manually. For instructions on enabling index for individual folders, see Turning indexing on or off for an existing folder.
• If this setting is OFF, folders and documents are not indexed. Index numbers are removed from existing folders and documents that are indexed.

Use OCR (Optical Character Recognition)

Intralinks administrators use this setting to determine whether graphic images that contain text and PDFs created from images are scanned by an optical character reader when they are uploaded to your VDR. This function allows VDR members to find these documents using Intralinks VDRPro’s search tools. If you use this function, the text is attached to the scanned documents as metadata; the contents of the files are not changed in any way.

• If this setting is turned ON, PDF documents and graphic images that contain text are scanned when they are added to your VDR, and this text is available to Intralinks VDRPro’s search engine.
• If this setting is OFF, PDF documents and graphic images are not scanned when they are uploaded.

Allow Full-Text Search (UK Exchanges)

This setting allows VDR members whose data is stored in the United Kingdom to perform full-text searches of their VDR based on an index that resides on Intralinks VDRPro servers in the United States. This setting is set by Intralinks employees at the template level.

Allow Immediate Access to Documents From Email Links

This setting allows users with the Manager Plus role to selectively waive the requirement that VDR members provide their email address and password before viewing documents accessed from an Intralinks VDRPro email notification. If this setting is enabled, users with the Manager Plus role can select an option on specific users’ Properties screens to give them access to this functionality. Users who are not specifically given access to this functionality must provide their credentials before accessing documents from email notifications.

This setting is set at the template level and cannot be changed for individual VDRs.

• If the setting is turned ON, users with the Manager Plus role can select an option on specific users’ Properties screens to give them access to this functionality. Users who are not given access to this functionality must provide their credentials before accessing documents from email notifications.
• If the setting is turned OFF, all users must provide their credentials before accessing documents from email notifications.

Track Effective Dates

This setting determines whether managers and publishers can specify an effective date for each document added to the VDR. If this setting is enabled, effective dates are displayed in document lists and on individual documents’ Properties screens, and users can search for documents based on their effective dates.

• If the setting is turned ON, managers and publishers can specify an effective dates for documents.
• If the setting is turned OFF, managers and publishers cannot specify effective dates.

Use AI Redaction

This setting determines whether AI-assisted redaction tools are available in your VDR. AI redaction searches for and marks personally identifiable data (PII) in your documents according to default searches and searches set up by you, such as for company names and addresses.

Allow IRM (Information Rights Management) Protection

Intralinks administrators use this setting to determine whether VDR managers and publishers who add documents to the VDR can apply 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. VDR managers can revoke access at any time. protection to them. This includes requiring VDR members to enter their email address and password before viewing documents and preventing VDR members from printing protected documents. IRM protection can be applied to documents in PDF (Portable Document Format) and Microsoft Word, Excel and PowerPoint documents (DOC, DOCM, DOCX, PPSM, PPSX, PPT, PPTM, PPTX, XLS, XLSB, XLSM, XLSX, and PDF).

If IRM is applied to PDF documents that have a password to prevent changes in the documents, your team members’ IRM selections will override the previously applied protections on downloaded copies of the documents. The original version of the document will be available in the VDR.

• If this setting is turned ON, document protection can be applied to PDF and Microsoft Office documents.
• If this setting is OFF, document protection functions will not be available in the VDR.

Allow users to copy the contents of protected Excel documents

This setting is available only if IRM (Information Rights Management) Protection is ON.

• If this setting is turned ON, users can copy information from one sheet to another within a protected Excel document (XLS or XLSX) or copy information into another protected or unprotected Excel document.

  Caution: Users will be able to copy your information into their own documents, which means they will continue to have access to that information even if you remove their access to the original document.

• If this setting is turned OFF, users can still copy information from an unprotected file to an IRM protected Excel document; however, they cannot copy anything from a protected Excel document to another document or within the document.

Allow users to edit and save copies of Excel documents

This setting is available only if IRM (Information Rights Management) Protection is ON.

• If this setting is turned ON, reviewers can save and edit IRM-protected Excel files (XLS and XLSX) locally, including removing watermarks, if they are enabled. IRM is propagated on all local copies requiring authentication to open the file. If a new version of a document is uploaded, reviewers will not lose older versions they have edited.
• If this setting is turned OFF, reviewers cannot save and edit IRM- protected Excel files locally.

If this setting is turned ON, you can remove access to all versions of a file if a particular reviewer is no longer involved in the deal.

Watermarking

People with the Manager Plus role can use this setting to determine whether PDF documents and Microsoft Word, Excel and PowerPoint documents that are viewed or downloaded are stamped with a watermark. Note that watermarking for protected office documents is available only if the Allow IRM (Information Rights Management) Protection setting is turned ON.

If IRM protection is enabled for the VDR, you can choose to apply watermarks only to IRM-protected PDF documents or to all PDFs. PDF files larger than 200MB are not watermarked. You can also choose to watermark all protected Microsoft Office files or all Microsoft Office files. In addition, you can select whether to display watermarks only for reviewers and previewers or for all user roles.

Note that you can add or remove watermarks for specific user groups from the Users & Groups tab. However, be aware that if a user is part of more than one group, and watermarking is enable for some groups and not others, the user will not see the watermark on documents. All groups that the user is part of must have watermarking enabled for the user to see watermarks.

People with the Manager Plus role can configure watermarks. 

• If this setting is turned ON, watermarks are applied to PDF and Microsoft Office documents (if enabled) in this VDR.
• If this setting is OFF, watermarks are not applied to PDF or Microsoft Office documents.

If watermarking is enabled, you can choose the information that will appear in the watermark: the name of the user who opened the document, their organization, and the date and time the document was reviewed, as well as a custom text label. You can choose the watermark's location, color and other attributes.

Additional information

• Intralinks Designer exchange settings