What are the differences among the download options I can choose to assign to a role?

Part of creating a new role entails selecting a download option for the group. When you grant download permissions to the role for any of your project content, the download option you've selected is invoked.

Download options include:

Native File

Files are downloaded in their native format (.docx, .xlsx., .pdf, etc.). This download option is selected by default.


Watermarked PDF
 

• Downloaded files are presented as secure, watermarked PDFs.
• Files that can't be converted to PDF (ex:, zipped files, media files) are downloaded in their native format.
• Excel files also download in their native format (without a watermark).

Note: Once selected, this function can be deactivated for individual files if desired. In Documents, select the desired file(s) via check box in the document grid. Then, choose Modify > Allow Native File Download. 


Revoke Access Control

This download option is available upon request. Please contact us if you wish to enable it.






Revoke Access Control (RAC), also referred to as Information Rights Management (IRM) or Document Rights Management (DRM), keeps document security in admin control at all times.

Files are downloaded with encryption, allowing site admins the ability to remove access to downloaded documents remotely as desired.


File types available for RAC protection include:

• Microsoft Office files
• PDF
• CSV
• JPEG
• JPG
• PNG
• BMP
• TIFF
• TIF

Printable file types not listed above download as watermarked PDFs, provided watermarks are enabled on the project.

When choosing this option, reviewers have read-access only to downloaded content, unless additional features are enabled. Select the check box(es) corresponding to additional end-user capabilities if desired.


Options below can be selected and unselected at any time:

• Allow users to edit downloaded content - Reviewer can view, edit, and save changes to downloaded files. Note that with this selection, content can be copied into RAC-protected files from an external source, but content cannot be copied out of RAC-protected files. File types that can be edited and saved differ depending on which RAC viewer you choose:
  • With Seclore (see below): doc, docx, xls, xlsx, xlsb, ppt, pptx, csv
  • Without Seclore: docx, pptx, xlsx, csv
• Allow users to print downloaded content - Reviewers can print downloaded content locally (not from the Datasite document viewer). Printed content cannot be revoked.
• Add expiration date for downloaded content - Choose an automatic expiration date for content downloaded by reviewers. Click the calendar icon to select the desired expiration date, then click Add. Content access expires at midnight UTC on the selected date.

Exceptions not covered by Revoke Access Control or secondary watermark pdf protection include Excel files with macros enabled (disable macros before uploading), and Download Only file types, which are downloaded in their native format(s), and are not encrypted.

When setting Permissions on roles with RAC enabled, Print capabilities are grayed out. RAC files cannot be printed by reviewers from the document viewer. They can print locally if the option was selected to allow the printing of downloaded content.

Note: Admins should be aware of the reviewer's experience prior to choosing this option. To view downloaded revocable files, reviewers might wish to first install the Seclore plug-in (please see Installing the Seclore Plug-In). The plug-in is not required in order to download most files.  

Also, this function can be deactivated for individual files if desired. In Documents, select the desired file(s) via a check box in the document grid. Then, choose Modify > Allow Native File Download. 


Your download option selection can be changed at any time. To choose a download option:
 

  1   From within the Permissions tab, in the Roles panel, find the role you'd like to change.

  2   Click the options menu (3 vertical dots) associated with the role.

  3   Click Edit Role.

  4   Select the desired Download Type.

  5   Click Save.

  6   When done, click the 'X' in the upper right corner, or anywhere outside of the editing window to close it.

 
The role tab now displays an icon for quick identification of the download option set on the group.

• No icon = Native File type
• Shield with PDF symbol icon = Watermarked PDF
• Partitioned shield icon = Revoke Access Control