Product: VDRPro
Applies to: All Manager roles, Publisher Plus
The Document Analyzer is a tool that helps to ensure that the documents you upload to your VDR can be opened and read by the users permissioned to access them. It also identifies documents that may conflict with data room functions, such as watermarking, IRM protection and redaction. The Document Analyzer speeds up the time needed to prepare the data room and improves the viewing experience by finding conflicts in advance of sharing documents.
When you upload documents, documents are identified and flagged that conflict with data room functions and could make viewing documents difficult for the users that are invited to review them. This article lists the possible issues, a short description, how each issue affects data room functions, and recommendations for resolving the issues when a resolution is available. The following issues are covered:
- Corrupted Document
- Password Protected
- Password Required for Edit
- Read Only Document
- IRM Encryption Applied
- Unknown Encryption
- Invalid Signature
- Document is Digitally Signed
- PDF Portfolio Document
- Incorrect Extension
- Embedded content
- Contains notes or comments
- Protected sheets or workbooks
- Excel formulas with external data
- Contains hidden data
- PDF contains XFA Form
The Document Analyzer can be turned on or off by an Intralinks Administrator. Contact your Customer Success Manager for more information.
Corrupted Document
Description: The document is corrupted or encrypted with an unsupported technology. Users may not be able to view the content either in the Viewer or locally.
Solution: Save the document as a PDF file. Distill the document using Adobe Pro or Nitro.
Viewable in the |
Viewable in the Secure Viewer |
Can be protected | Can be redacted | Can be watermarked |
X | X | X | X | X |
Password Protected
Description: A password is required to open the document. Users will not be able to review the content unless they have the owner password.
Solution: Request that the document owner remove the password. Note that if watermarking is enabled for the document, downloading will be blocked because the system cannot watermark a protected file.
Viewable in the |
Viewable in the Secure Viewer |
Can be protected | Can be redacted | Can be watermarked |
X | X | X | X | X |
Password Required for Edit
Description: A password is required for a PDF document to edit it. Users may experience issues if they want to protect the document or edit it locally. Note that results may be different for PPTX and XLSX files.
Viewable in the |
Viewable in the Secure Viewer |
Can be protected | Can be redacted | Can be watermarked |
Yes | X | Yes | Yes | Yes |
Read Only Document
Description: A Microsoft Office document can only be opened in read mode. Users may experience issues if they want to protect the document or edit it locally. Note that results may be different for PPTX and XLSX files.
Viewable in the |
Viewable in the Secure Viewer |
Can be protected | Can be redacted | Can be watermarked |
Yes | Yes | X | N/A | Yes |
IRM Encryption Applied
Description: The document has IRM protection that was applied by Intralinks from another VDR. Users cannot view the document in the new VDR.
Note: This issue only applies to PDF documents. VDRPro cannot detect IRM encryption for Microsoft Office documents.
Solution: In the VDR from which the document was downloaded, remove the protection and download the document again.
Viewable in the |
Viewable in the Secure Viewer |
Can be protected | Can be redacted | Can be watermarked |
X | X | X | X | X |
Unknown Encryption
Description: The document has third-party encryption that was applied outside of Intralinks. Users may be prevented from viewing the content either in the Viewer or locally. For PDF files, this issue could be caused when the file was created with a digital identity using Adobe Reader.
Viewable in the |
Viewable in the Secure Viewer |
Can be protected | Can be redacted | Can be watermarked |
X | X | X | X | X |
Invalid Signature
Description: The document's digital signature is no longer aligned with the content of the document.
Note that modifying the content of a digitally signed document invalidates the digital signature. All VDRPro functions will work. Adobe Acrobat Reader will display an invalid signature banner.
Viewable in the |
Viewable in the Secure Viewer |
Can be protected | Can be redacted | Can be watermarked |
Yes | Yes | Yes | Yes | Yes |
Document is Digitally Signed
Description: The document has a digital signature. If the document has IRM protection, the digital signature is replaced with an image.
Viewable in the |
Viewable in the Secure Viewer |
Can be protected | Can be redacted | Can be watermarked |
Yes | Yes | Yes, however, the signature is replaced with an image | Yes | Yes |
PDF Portfolio Document
Description: The document is a PDF Portfolio document type.
Viewable in the |
Viewable in the Secure Viewer |
Can be protected | Can be redacted | Can be watermarked |
Yes | Yes | X | X | Yes |
Incorrect Extension
Description: The document's extension is different than what Intralinks has identified based on the document mime type. Microsoft Office and PDF files will function like its real mime type. For example, if a PDF is saved as a DOCX file, it will behave like a PDF file. There will not be issues viewing or watermarking the document.
Solution: Resave the document using the original file format.
Viewable in the |
Viewable in the Secure Viewer |
Can be protected | Can be redacted | Can be watermarked |
Yes | Yes | Yes | X | Yes |
Embedded Content
Description: The document contains embedded content (files) that may impact the online viewing experience. Users will have to download these files to view the embedded content. A watermark will not be applied to the original file because the embedded content cannot be watermarked. If a watermark is enforced for files with embedded content, users may not be able to download the files from the data room because documents for which security features (watermark, IRM protection) cannot be applied cannot be downloaded.
Solution: Remove embedded files.
Contains notes or comments
Description: A PowerPoint document contains notes or comments. Notes or comments do not impact users' ability to review or download these files, however, it may be useful to review the notes or comments to ensure that confidential data is not shared with parties who are not supposed to access it.
Protected sheets or workbooks
Description: One or more sheets of the Excel document may be protected, which could prevent users from reviewing or editing the document.
Solution: Ensure that the users who must access this content have the password required to open the sheets/workbooks.
Excel formulas with external data
Description: The Excel file contains formulas that reference external data sources. Users downloading these files may experience errors when viewing some data from the file if they do not have access to the external file referenced in the Excel formulas.
Solution: Ensure that users that must access this file have the referenced file.
Contains hidden data
Description: The Excel file contains sheets, columns or rows that have been hidden. Hidden contents does not impact users' ability to review or download these files, however, it may be useful to review the the hidden content to ensure that confidential data is not shared with parties who are not supposed to access it.
PDF contains XFA form
Description: The PDF file contains XFA forms, which impacts the redaction process. If redaction is attempted on PDFs with XFA forms, the PII elements form the XFA forms will still be visible after redacting the document.
Solution: Remove XFA forms.