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Configuring Document security options
Who is this article for?Administratorsresponsible for managing the Documents module.
Administration module access is required.
To help you tailor the security of the documents uploaded to your system, the Documents module offers some additional security options you can activate.
This article walks you through what they are and where to find them.
1. Enabling PDF viewer
Converting documents to PDF allows for a few advantages, such as stopping users from changing content, and forcing them to use the viewer instead of native applications (like Microsoft Word). This means you can control permissions more effectively, as the user will not be opening the file in any third party tools.
Looking to enable the feature?
Converting documents to PDF can change the IT footprint of the system. The process will double the storage space used, as Document records will hold the original attachments and a new PDF version.
We recommend you consult with your IT team before enabling it.
To enable PDF viewer:
- Open the Administration module.
- Select Preferences.
- Choose Document Security Options.
- Click Edit (Pencil icon).
- Tick Enabled in the PDF Viewer section.
- Click Save (Tick icon).
2. Disabling attachment export
By default, users can open the attachments and save them locally to their own devices. This could lead to uncontrolled copies of your documentation. To prevent this, you can remove the ability for users to save the documents.
This feature requires the Microsoft Office plugin to be installed and PDF viewer to be enabled.
To disable attachment export:
- Open the Administration module.
- Select Preferences.
- Choose Document Security Options.
- Click Edit (Pencil icon).
- Check all types you want to prevent users from saving.
- Click Save (Tick icon).
Once enabled, Documents can be converted to PDF as they're activated.
1. Enabling PDF viewer
Converting documents to PDF allows for a few advantages, such as stopping users from changing content, and forcing them to use the viewer instead of native applications (like Microsoft Word). This means you can control permissions more effectively, as the user will not be opening the file in any third party tools.
Looking to enable the feature?
Converting documents to PDF can change the IT footprint of the system. The process will double the storage space used, as Document records will hold the original attachments and a new PDF version.
We recommend you consult with your IT team before enabling it.
To enable PDF viewer:
- Open the Administration module.
- Select Document Security Options (under Preferences).
- Tick Enabled in the PDF Viewer section.
Once enabled, Documents can be converted to PDF as they're activated.
2. Disabling attachment export
By default, users can open the attachments and save them locally to their own devices. This could lead to uncontrolled copies of your documentation. To prevent this, you can remove the ability for users to save the documents.
This feature requires the Microsoft Office plugin to be installed and PDF viewer to be enabled.
To disable attachment export:
- Open the Administration module.
- Select Document Security Options (under Preferences).
- Check all types you want to prevent users from saving.