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Securing Documents

Depending on the type of printing your business performs, you may have Print Portal users that require different levels of access to the BarTender documents available in the application. You can restrict a user's ability to print documents from Print Portal using one or more of the following methods:

ClosedRestricting Visibility to Root Folders

Once you have enabled authentication for Print Portal, you can additionally secure a specific set of documents by limiting the visibility of the root folder that contains them to only specific users or groups. Any user or group not specifically granted visibility to the folder is unable to see the folder in the Document Browser and is therefore unable to print the documents within the folder. You will of course need to ensure that all sensitive documents are saved to only the secured root folders.

To limit folder visibility to certain users or groups, you must also enable authentication for Print Portal.

ClosedTo restrict folder visibility

  1. Open Print Portal's Administrative Setup page.

  2. In the Left Navigation pane, select Root Folders to open the Root Folders property page.

  3. In the root folders pane, click on the desired root folder.

  4. Enable Visible to selected users and groups.

  5. Click Add to open the Add User or Group dialog.

  6. If desired, you can filter the users and groups in the list by selecting a Location or by entering search criteria, such as a user or group name.

  7. Select the user or group you wish to add.

  8. Click OK to close the Add User or Group dialog.

  9. Click OK to save your changes and close Administrative Setup.

ClosedFiltering Folder Contents

You may find it necessary to filter a root folder to show only specific documents in the Document Browser. This can help prevent users from inadvertently printing undesired documents, as they will only be able to print those documents that are displayed. For instance, if you want to allow users to print only those documents in the folder that include the word "synthetic", then you would create a filter for the folder by typing synthetic in the File Filter field of the Root Folders property page.

ClosedTo create a filter for a root folder

  1. Open Print Portal's Administrative Setup page.

  2. In the Left Navigation pane, select Root Folders to open the Root Folders property page.

  3. In the Root Folders pane, click on the desired root folder.

  4. Type the filter criteria in the File Filter field.

  5. Click OK to save your changes and close Administrative Setup.

ClosedAssigning Document Passwords

Print Portal will respect document passwords that have been assigned in BarTender. If the document password was enabled for opening and/or printing the document, the password will be requested in Print Portal when the user clicks on the document in the Document Browser.

For information on assigning document passwords, refer to the BarTender help system.

Print Portal authentication is not required to take advantage of BarTender document password security.