Configuring Document and Application Security

Several security measures are 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 technical document for a comprehensive description of all the available security measures.

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

Application-level security limits someone's ability to run or administer BarTender as an application. For example, when you apply a print-only password, you can limit 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, so moving the document to another computer does 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 the BarTender design functionality. This is the quickest security method to set up but also the most easily defeated.

To define a print-only password
1. On the Administer menu, click Print-Only Password Setup to open the Print-Only Password Setup dialog.
2. Enter and confirm the password.
3. Click OK.
User Permissions: By using Administration Console, a companion application to BarTender, administrators can restrict user access for different actions across the BarTender Suite. 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. To do this, on the Tools menu, click Administration Console. Alternatively, in Windows, click Start, click to expand the BarTender 2021 folder in the apps list, and then click the Administration Console icon.
2. In the navigation pane, click Security to open the Security page.
3. Click to select the Enable Security for this computer check box if it is not already selected.
4. Expand the Security node and in the navigation pane, click User Permissions to open the User Permissions page.
5. At the bottom of the Users and Groups pane, 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.
7. Click OK to close the Add User or Group dialog.
8. In the Users and Groups pane, select the newly added user or group, and then click to select the check boxes for the permissions that you want to allow or deny.
9. Click Apply to apply the settings. Alternatively, 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 they are lost. This means that if the password is lost after you configure your document to have a document password, you are likely to be unable to use 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 computers. If an encrypted document is moved to a different computer, it cannot be opened unless Administration Console is also installed on that computer and someone has defined the same key on that computer that was used to encrypt the document.

To create an encryption key
1. Open Administration Console. To do this, on the Tools menu, click Administration Console. Alternatively, in Windows, click Start, click to expand the BarTender 2021 folder in the apps list, and then click the Administration Console icon.
2. In the navigation pane, click Security to open the Security page.
3. Click to select the Enable Security for this computer check box if it is not already selected.
4. Expand the Security node and in the navigation pane, click Document Encryption to open the Document Encryption page.
5. Click Add to open the Add Document Encryption Key dialog.
6. Enter a user-friendly name for the key and the encryption key that you want. Optionally, enter any comments that you want to associate with the key.
7. Click OK to close the dialog.
8. To automatically encrypt all documents in BarTender when you save them, click to select the Encrypt documents when saving check box and then select the encryption key that you want from the Encryption Key Name list.
9. Click Apply to apply the settings. Alternatively, click OK to apply the settings and also close Administration Console.
To encrypt existing documents
1. Open Administration Console. To do this, on the Tools menu, click Administration Console. Alternatively, in Windows, click Start, click to expand the BarTender 2021 folder in the apps list, and then click the Administration Console icon.
2. In the navigation pane, click Security to open the Security page.
3. Click to select the Enable Security for this computer check box if it is not already selected.
4. Expand the Security node and in the navigation pane, click Document Encryption to open the Document Encryption page.
5. At the bottom of the Document Encryption page, click the Document Encryptor link to open the BarTender Document Encryptor dialog.
6. Click Add 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. In the New Encryption Key Name list, click 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. Alternatively, click OK to apply the settings and also close Administration Console.