Document Management settings | VDRPro

  • Updated

Product: VDRPro
Applies to: All Manager roles, Publisher Plus, Reviewer Plus
 

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 exchange, contact your Intralinks client service manager and request that the setting be changed for that exchange.

  • 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 exchange.

Allow Limited Publishers to add subfolders, as well

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

  • If the setting is enabled, managers who are setting permissions for folders can allow reviewers and previewers to add sub folders to the selected folders.
  • If the setting is disabled, reviewers and previewers cannot add sub folders to the exchange.

Hide Document Creation and Modification Dates from Reviewers

People with the Manager Plus exchange role can use this setting to determine whether exchange members can view the date and time each document was added to the exchange, 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 exchange role can use this setting to determine whether exchange members can view the name of the person who added or updated each document on the exchange.

  • 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 exchange 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 only visible if 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 exchange role can use this setting to determine whether folders and documents are indexed automatically as they are added to the exchange. 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 exchange. This function allows exchange 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 exchange, 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 exchange members whose data is stored in the United Kingdom to perform full-text searches of their exchanges 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 exchange 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 exchanges.

  • 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 exchange. 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.

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