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Security properties

Specify and change security properties for an open PDF document, set passwords needed for opening it or for specifying permitted or prohibited actions on it, and/or use certificate schemes to encrypt it.

Do one of the following to display the Security pane in the Document Properties dialog box:

  • Manage Security icon Click the Manage Security tool at Security > Security and select Add or Remove in the drop-down list.

  • Click the ► symbol at the top of the vertical scroll bar, select Document Properties and click the Security tab.

View the Summary of Permitted Actions currently set for the document and select a security method.

  • No Security: By default, all actions are allowed. Select to remove all security properties from a previously secured document, if you have the rights to do so.

  • Password Security: Select to display the Password Security dialog box. See Password Security for details.

  • Certificate Security: Select to display the Certificate Security Settings wizard. See Certificate Security for details.

  • FileOpen (read only): Can be selected only if a FileOpen client is installed.

  • RMS Security: Select to apply security settings to the document that will be managed by the Microsoft Rights Management System (RMS). See below.

You must save Security Properties modifications and the document for the new settings to take effect. Click "Details" to view changed settings. Click "Settings" to make more changes.

About using RMS security

This type of security is available only if your computer has an installed RMS client. A system administrator may be able to provide this. RMS can also be accessed by a tool on the right of the Security ribbon. The service allows you to compile a set of names or groups and specify permissions and prohibitions for each of them, in relation to the current document.

You must provide login authentication to enter the RMS server.

The following rights are available:

  • Owner: Full rights over the document

  • View: Rights only to view the document

  • Print: Rights to view and print the document
  • Modify: Rights for the defined user or group to modify the document
  • Copy or extract content: All or part of the content can be pasted into other documents

These rights are a subset of the permissions offered directly by this panel in Power PDF. When settings are made via RMS, they appear in the relevant Power PDF list items. These permissions travel with the document and remain valid wherever it is opened.

The following methods can be used to apply RMS security settings:

  • Use a server template: Template may have been created by a system administrator.

  • Use a local template: You can create such a template.

  • Use a customized policy: You make settings without using a template.

Additional actions are available, such a setting an expiration date for the rights, giving an address where a user may request additional rights and specifying a time limit for license checking (the default is ten days). This determines the length of time a user may use the document off-line. To prevent expiration, the user must reenter the RMS server with the document, so the license is renewed.

Microsoft Azure Information Protection

This feature relies on the of Azure cloud security, and does not need an on-premise server installed, but requires internet connection and an Azure account with the following approvals:

  • Maintain access to data you have given it access to.
  • Have full access to all files user can access.
  • Sign in and read user profile.
  • Create and access protected content for users.
  • Read all unified policies a user has access to.

Make sure that the Use Azure Information Protection instead of AD RMS setting is selected on the Security page of the Options dialog box.

To apply Azure Information Protection to a document, do the following:

  1. Open the document.

  2. Click Security > DRM > Azure Information Protection on the ribbon.

  3. Click Yes in the confirmation dialog box with the following question: "Are you sure you want to change the security settings of this document?"

    Optionaly, select the Do not display this dialog again setting before clicking Yes.

  4. The Microsoft authentication dialog appears. Log in with your Azure credentials.

    The Labels dialog box appears after a successful authentication.

  5. Browse the list and select a label to apply.

    Your Azure Administrator can manage your labels. Refer to the Microsoft Azure Information Protection documentation for details.

    Administrators can set labels to which users can assign custom permissions when applying the label. If you select such a label, a confirmation message appears, then the Permissions dialog box starts.

  6. In the confirmation dialog, select Save Now to apply the selected labels immediately.

    The information bar appears under the ribbon with a summary and a View permission button on the right.

  7. Optionally, review or modify your protection settings:

    1. On the information bar, click View permission to open the Info panel. Click the arrow next to Document properties to drop down the list, then select Advanced Properties.

      The Document Properties dialog box appears.

    2. Select the Security tab.

    3. Review the permissions under Summary of Permitted Actions.

      Even if you set a restricted label, such as View only, all actions display as Allowed if you open the file as a document owner. However, restrictions still apply to other users.

    4. Under Document protection, click Details to review the label description and the current user.
    5. Under Document protection, click Settings to return to the Labels dialog box and select another label. The confirmation message from step 3 appears again.