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Securing Documents

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

ClosedRestricting Visibility to Root Folders

After you enable 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 that is not specifically granted visibility to the folder cannot see the folder in the document browser and therefore cannot print the documents in the folder. You should 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 the Print Portal Administrative Setup page.

  2. In the left navigation pane, click Root Folders to open the Root Folders property page.

  3. In the root folders pane, click the root folder that you want.

  4. Click to select Visible to selected users and groups.

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

  6. Select the user or group that you want to add. 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, in the Search area.

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

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

ClosedFiltering Folder Contents

You can create a filter for a root folder to show only specific documents in the document browser. When you do this, users are prevented from inadvertently printing unwanted documents, because they can print only those documents that are displayed. For example, if you want to allow users to print only those documents in the folder that include the word "synthetic," you can 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 the Print Portal Administrative Setup page.

  2. In the left navigation pane, click Root Folders to open the Root Folders property page.

  3. In the Root Folders pane, click the root folder that you want.

  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 respects document passwords that were assigned in BarTender. If the document password was enabled for opening or printing the document, the password is requested in Print Portal when the user clicks the document in the document browser.

For information about how to assign document passwords, refer to the BarTender help system.

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