IRM protection at workspace level | VIA Pro

  • Updated

Applies to: Workspace owners

Information Rights Management (IRM) protection controls how documents, that is downloaded PDFs and Microsoft Office documents, can be used after they are downloaded from VIA Pro. IRM can be applied at the workspace level by workspace owners, or across all workspaces by Business Group Coordinators using Policies. If IRM is applied at the business group policy level, workspace owners cannot disable it.

Video - IRM protection in workspaces

Workspace owners can manage IRM protection within their workspace; watch this video tutorial for a comprehensive overview. 

 

Icons_Approved.svgHow to turn IRM protection on/off for a workspace

Turn on IRM Protection

  1. Click the VIA icon on the top-left of the screen.
  2. On the Workspaces page, click the workspace name.
  3. Click the Settings icon and select Turn IRM Protection On. A confirmation dialog appears.
  4. Click Turn On to confirm.

Note: Once enabled, IRM protection applies to all files in the workspace. To enable IRM protection across all workspaces in a business group, see Configuring policies.

Turn off IRM Protection

  1. Click the VIA icon on the top-left of the screen.
  2. On the Workspaces page, click the workspace name.
  3. Click the Settings icon and select Turn IRM Protection Off. A confirmation dialog appears.
  4. Click Turn Off to confirm.

Icons_Approved.svg IRM-protected documents

Some PDF and Microsoft Office documents in a workspace may be protected using Intralinks IRM Protection. Protected documents have additional security restrictions and behave differently from standard documents.

IRM Protection applies only to supported PDF and Microsoft Office documents. PDFs larger than 500 MB and Microsoft Office documents larger than 150 MB cannot be IRM-protected.

Identifying IRM-protected documents

IRM-protected documents are marked in the document list to indicate that restrictions apply.

Viewing IRM-protected documents

  • IRM-protected documents only open in the browser. 
  • Users must log in with an account that has permission to access the document.
  • This is the intended and supported way to view IRM-protected documents.

Downloading IRM-protected documents

Downloading an IRM-protected document downloads a PDF file.

  • The PDF file includes a message explaining that the document is protected.
  • The PDF contains a link that opens the document securely in the browser.

The downloaded file does not contain the document content and cannot be opened in native applications such as Microsoft Word, Excel, PowerPoint, and PDF readers.

This behavior is expected and helps prevent offline access and unauthorized sharing.

Was this article helpful?

We'd love your feedback.

Please tell us how we can improve this article.