Considerations for editing policies
When you edit a policy, the changes affect documents that
the policy currently protects, as well as documents that the policy
protect thereafter. For example, if you remove recipients from a
policy that is currently applied to a document, the recipients can
no longer open the document.
The status of the document determines when the change takes effect:
If the document is online, changes are applied immediately
unless the user has the document open. In this case, the user must
close the document for the changes to take effect.
If a recipient is using the document offline (for example,
on a laptop computer), the changes take effect the next time the
recipient takes the document online and synchronizes with Rights
Management by opening any policy-protected document.
Note: Policies that Acrobat auto-generates for the
recipients of documents that are attached to email messages in Microsoft
Outlook do not appear in the policy list. You can view these policies
only by opening the Document Detail page for the associated document.
When you edit policies, these restrictions apply:
Invited users can only edit policies if the administrator
enables this capability. If you cannot edit policies, the Edit option
will not be available.
Policy set coordinators can edit policies within policy sets
only if they have the correct permissions. The super user or policy
set administrator sets these permissions in the Rights Management
If the policy has a watermark configured that the administrator
deleted since the policy was created, this watermark will no longer
be applied to documents if you edit and save the policy. Deleted
watermarks remain in effect only for existing policies as long as
you do not edit the policy. If you edit the policy, you must select
another watermark to replace the deleted one.
You cannot grant anonymous access to a document by editing
the policy that is currently applied. If you edit the policy, users
must still log in to access the document. To apply anonymous access
to this document, first remove the policy in the client application
and then apply another policy that permits anonymous access.
Policies that Acrobat auto-generates for the recipients of
a document that is attached to an email message in Microsoft Outlook
do not appear in the policy list. To access this policy, locate
the document on the Documents page, open the Document Detail page,
and click the policy name in the list of document details.
Create or edit a policy
Rights Management page, click Policies and click one of these tabs:
To create or edit a personal policy, click the My Policy
To create or edit a shared policy, if you have permission,
click the Policy Sets tab and click the appropriate policy set name,
then click the Policies tab.
Click New or select the policy that you want to edit from
In the Name box, type a name that uniquely identifies the
policy. In the Description box, describe what the policy does and
when to use it. If the policy is within a policy set, the name and
description appear in the policy list for all specified users. Personal
policies are available only to the user and the administrators.
following characters cannot be used in the name or description:
If you use the following
character in the name or description, they are converted to spaces:
Note: You can create
a policy name that contains extended characters; however, when a
comparison is made between two strings, accented and non-accented characters
such as "e" and "é" are considered to be the same. When someone creates
a policy, a comparison is made to check whether a policy with the
same name already exists. The comparison cannot distinguish between
names that are the same except for accented characters. It is assumed
that the policy is already added to the database and the new one
is not added.
Add users and groups to the policy and set the appropriate
permissions. (See Users and Groups.)
Under General Settings, select the appropriate options. (See General Settings.)
(Optional) If applicable, select an external authorization
provider and specify its properties. If you do not want to use an
external authorization provider, click Remove Default Provider.
external authorization provider is used to set up properties within
the policy and when selected, the external authorization provider
uses this information to evaluate the policy. The available properties
are configured by the administrator and the person who installs
Under Advanced Settings, select the appropriate options.
(See Advanced Settings.)
Under Unchangeable Advanced Settings, select the appropriate
options. (See Unchangeable Advanced Settings.)
Click Save. The policy appears in the policy list. An icon
with a red circle appears beside the new policy, indicating that
it is still disabled.
To make the policy available
to users, enable it. (See Enable or disable shared policies.)