Applies to: All managers and publishers
You can quickly and easily assign document access to members for a folder or document by setting permissions.
I want to
- Assign document access for a folder
- Assign document access for a document
- Prevent a document from being printed
- Require users to enter their email address and password to open a document
- Display the Documents list and select the documents whose permissions you want to set. You can change permissions for several documents at once.
- From the three dots menu, select Permissions. The Permission Groups screen appears, listing the groups on your exchange.
- Review the permissions already applied to the documents. Select one or more groups that you want to have the same permissions.
- Click Edit Permissions and select a permissions option from the menu. (Depending upon how your exchange is set up, some of the options below may not be available to you.)
- No Access – The document(s) or folder(s) will not be visible to members of the selected group(s). (Document protection settings will be disabled.)
- See – Mark this option if you only want to give the group(s) permission to view, print and download the document(s). They will be able to make changes to downloaded copies of the document(s).
- Protected – This option is displayed if the Enable protection of PDF and Microsoft Office documents exchange setting is enabled. Select this option if you want to grant the “see” permissions above, but also require people to have an internet connection and enter their email address and password before viewing downloaded copies of documents.
No Print – Group members will be able to view and download the document. They will be required to have an internet connection and enter their email address and Intralinks VDRPro password before viewing downloaded copies. They are not allowed to print or make screen shots of the document.
Note: when printing is allowed, viewers can print protected documents and share the printed copy with others. Documents can be printed not only to paper but also to other file types using the browser’s “Print As” function. Copies created using “Print As” are no longer signed or protected documents, even though the original file was protected. Clients who are concerned that downloaded protected files might be saved in this way should select the No Print option for their documents.
If documents are particularly sensitive, consider enabling the watermarking feature for your exchange to ensure that any printed copies can be traced back to the person who printed them. Watermarking provides an extra measure of security in situations where you do not want to prevent printing. Contact Intralinks customer support for assistance in setting up watermarks.
- Control – Group members will be able to view, print and download the document. They also will be able to modify the document if their exchange roles allow them to do so. Document control allows members to change other members’ permissions for the document, update the document or delete it.
- Protected – Group members will have the same capabilities as those who are assigned Control privileges, but they must have an internet connection and enter their email address and Intralinks VDRPro password before viewing downloaded copies.
- No Print – Group members will have the same capabilities as those who are assigned Control privileges, but they must have an internet connection and enter their email address and Intralinks VDRPro password before viewing downloaded copies, and they will not be able to print or make screen shots of the document.
- Continue setting permissions for all the groups you want to update.
- When you have finished making changes, click Apply Permissions.