Controlling access to policy-protected documents

You can control the way in which recipients use your policy-protected documents no matter how widely you distribute them.

Using the Documents page you can do these tasks:

  • Search for and view the details of policy-protected documents. You can see information about the document name, publisher name, policy name, and date the policy was applied. If the policy that protected a document is deleted, you can also see the deleted policy ID under the policy name. Users can view and manage their own policy-protected documents. Administrators can view and manage all policy-protected documents.

  • Change the details of the policy that is applied to a document. Users can edit their own policies, administrators can edit shared and personal policies, and policy set coordinators can edit shared policies in the policy sets they have permissions for. You can access the policy that is associated with a document directly from the Document Detail page.

  • Revoke and reinstate access to a policy-protected document. Administrators can revoke and reinstate access to any document. Policy set coordinators (who have permission to manage documents) can revoke and reinstate access to policy-protected documents that use shared policies from their policy sets. Users can revoke access to their policy-protected documents if they created the policy that is protecting the document or if the policy is a shared one that permits this capability.

  • Switch the policy that is applied to a document. Users who apply policies to documents can switch a policy if they created it or if it is a shared policy that enables this capability. Policy set coordinators can switch policies from their policy sets. Administrators can switch policies that are applied to any document.

When a document is protected by a policy and you revoke access privileges or switch the applied policy, the changes take effect as follows:

  • 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), the changes take effect the next time the recipient synchronizes with Rights Management by opening any policy-protected document.

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