Step 11: Protecting Downloaded Documents & Group Settings

This video outlines the essential security features and permissions administrators should apply to user groups within a virtual data room to ensure a secure transaction environment.

Key security and management features discussed:

• Digital Rights Management (DRM): When enabled, DRM converts non‑PDF files to PDF, requires users to enter credentials to open downloaded documents, and blocks forwarding or printing. Administrators can also remotely revoke access to already-downloaded files by disabling DRM or setting a future expiration date. (0:12-0:46)
• Watermarking & Workspace Expiration: Customizable watermarking can be applied to all Office file types in the viewer and to PDFs on download. Admins can also set an expiration date for the group's entire workspace access, after which members lose access automatically. (0:49-1:12)
• Group Permissions & File Management: Additional settings (including Q&A controls) are managed from the group permissions or Q&A pages. Members with upload access can also be granted file managing abilities — letting them delete, rename, and re-index files and folders. (1:16-1:32)