Product: VDRPro
Applies to: All Manager roles, Publisher Plus, Reviewer Plus
Note: The terms VDR and exchange are used interchangeably in Intralinks products.
Access these settings by clicking Settings from the menu in the upper right of the screen. Select Exchange Settings, then click Security in the left panel.
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.
Limit the use of Print Screen when users view protected documents from this exchange
This setting is available only if IRM (Information Rights Management) Protection is ON. This setting can be changed only by an Intralinks administrator.
Caution: This setting applies to downloaded IRM protected documents. Preventing print screen works on Mircrosoft Office files, not on PDF files, only on Windows operating systems, not on macOS or other operating systems, and only when the document/user level permission is Control/See or Protected/No print, not for Control/See protected.
- If this setting is turned ON, VDR members cannot use the Print Screen button on downloaded documents while viewing this VDR except under the conditions noted above.
- If this setting is turned OFF, VDR members WILL be allowed to use the Print Screen button to capture images of this VDR and its contents.
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.
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.
Enhanced Security
This setting identifies the security level that has been selected for this VDR. The setting can be changed only by an Intralinks administrator.
The setting determines the level of security applied to the VDR:
- Standard: No enhanced security measures have been applied to the VDR. Standard security measures VDR members who log into Intralinks VDRPro can open the VDR without answering their challenge question or entering a one-time password.
- Session Based OTP: When a member of this VDR attempts to access it, the member must enter a security code. The security code can be sent via email or to a registered mobile device via SMS. Members will be required to enter the security code only once per session, regardless of the number of VDRs that they access.
Watermark PDFs and Office Files
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. See Watermarking PDF and Microsoft Office files.
- 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.