Configuring BarTender Security

There are a number of security measures available in BarTender to help you protect your documents and to regulate your printing environment. Security in BarTender is highly customizable, ranging from simple document protection to more complex user permission systems. To help you decide which methods are most appropriate for your environment, refer to the BarTender System Security white paper for a comprehensive description of all the available security measures.

All of BarTender's security settings fall into one of the following two categories:

Application-level security limits someone's ability to run or administer BarTender as an application. For example, applying a print-only password affects a user's ability to modify every document in BarTender.
Document-level security affects only a single document. These security settings are stored with the document; therefore, moving the document to another computer will not affect the document's security settings. Examples include defining a document password or encrypting a document.

Application-Level Security

The following application-level security methods are available:

Print-Only Password: A print-only password locks BarTender so that without the password, users have limited access to BarTender's design functionality. This is the quickest security method to set up but also the most easily defeated.

To define a print-only password
1. From the Administer menu, select Print-Only Password Setup to open the corresponding dialog.
2. Enter and confirm the password.
3. Click OK.
User Permissions: With Administration Console, a companion application to BarTender, administrators can control user access for different actions across the BarTender Suite. Specifically for BarTender, administrators can prevent users from making configuration changes, modifying documents, or printing.

To assign permissions by using Administration Console
1. Open Administration Console.
2. In the Navigation Pane, click Security.
3. Click to select the Enable Security for this PC check box if it is not already selected.
4. In the Navigation Pane, click User Permissions to open the User Permissions page.
5. At the bottom of Users and Groups, click Add to open the Add User or Group dialog.
6. Select the user whom you want to add. You can refine the users and groups in the list by selecting a Location or by entering search criteria, such as a user or group name.
7. Click OK to close the Add User or Group dialog.
8. With the newly added user or group selected in the Users and Groups pane, specify the permissions that you want to allow or deny.
9. Click Apply to apply the settings. Or, click OK to apply the settings and also close Administration Console.

Document-Level Security

The following document-level security methods are available:

BarTender Document Password: A BarTender document password protects various aspects of a document from all users who don't know the password. These protected actions include opening the document, modifying the design, or changing VBScripts.

Document passwords cannot be recovered if lost. This means that after you configure your document to have a document password, losing the associated password is likely to prevent you from using that document again.

To set up a BarTender document password

Document Encryption: By enabling document encryption in Administration Console, administrators prevent unauthorized users from accessing encrypted documents on unsecured PCs. If an encrypted document is moved to a different PC, it cannot be opened unless Administration Console is also installed and someone has defined the same key that was used to encrypt the document.

To create an encryption key
1. Open Administration Console.
2. In the Navigation Pane, click Security.
3. Click to select the Enable Security for this PC check box if it is not already selected.
4. In the Navigation Pane, click Encryption to open the Encryption page.
5. Click Add, and then enter the key of your choice along with any comment that you want to associate with it.
6. Click OK to close the dialog.
7. To automatically encrypt all documents in BarTender when you save them, click to select Encrypt documents when saving.
8. Click Apply to apply the settings. Or, click OK to apply the settings and also close Administration Console.
To encrypt existing documents
1. Open Administration Console.
2. In the Navigation Pane, click Security.
3. Click to select the Enable Security for this PC check box if it is not already selected.
4. In the Navigation Pane, click Encryption to open the Encryption page.
5. At the bottom of the Encryption page, click the Document Encryptor link to open the BarTender Document Encryptor dialog.
6. Click the Add button to open Windows Explorer.
7. Browse to and select the documents that you want, and then click Open.
8. In the BarTender Documents pane, select the documents that you want to be encrypted.
9. From the New Key dropdown list, select the encryption key that you want.
10. Click Encrypt Selected Documents Using New Key.
11. Click Close to close the Document Encryptor dialog.
12. Click Apply to apply the settings. Or, click OK to apply the settings and also close Administration Console.