Using an older version of VDR? This article covers features and functionality for the latest version of our VDR. If you're using an older version, please refer to Available permissions [old VDR] for relevant information.
There are 8 levels of permissions, with two sub-levels for Excel files.
All permissions are assigned according to the hierarchical descending principle: all the higher-level permissions inherit the lower-level permissions.
Administrators can manage users' permissions and grant or remove different levels of access to their project documents at any time. Permissions are assigned on the group level, and cannot be changed for particular users within one group.
ℹ️ The permission levels are applicable to folders and supported file types only and may be limited depending on file type.
Permission levels
No access
Users cannot see a folder or a file listed in the project.
💡 The root folder (your project name) has no access by default to keep your documents hidden and secured from unintentional sharing upon uploading. You can assign different permission levels to the lower-level documents inside the root one at any time.
Fence
Users can view files in a browser, but only part of the file will be visible. The zone of a screen where a user hovers the cursor is visible, while the rest of a file is masked with a fence.
The main part of the document is protected by a "fence". Moreover, there are watermarks on it. This feature is unique, and it prevents copying the whole page from camera shot attacks.
View
A user can view files protected by watermarks in a browser. Fence view can be enabled/disabled by the user (the feature will be useful for working in public or crowded locations).
Additionally, there is a possibility to choose one of view permissions for Excel files:
Formulas on: allows users to see formulas in Excel documents.
Formulas off: makes formulas invisible to users.
Encrypted
Users can download an encrypted version of the file:
For MS Office documents (DOC | DOCX | XLS | XLSX | XLSM | PPT | PPTX): the special IRM-encrypted version will be downloaded to allow working with the native yet protected file (users will need to authenticate to open the document). In addition, it is possible to assign one of two modes of access for Excel:
Formulas on: users can see formulas in Excel documents, apply their own formulas, use macros, edit the document, and save the changes. Yet, copying and making screen capture is disabled.
Formulas off: formulas are invisible to users. Editing and data analysis are disabled. Copying, saving changes, and making screen capture are disabled.
For PDF documents and other convertible formats – users will be able to download PDF with password protection. The user will be prompted to fill in login details and an SMS code (if 2-step verification is enabled). Internet connection is required to open the document. Encrypted PDF is also protected by watermarks. Access to encrypted PDF may be restricted by changing permission or deactivating a user. Additionally, you can track any file viewing or downloading event in Reports.
Users can download and print documents in PDF format with watermarks. The downloading event is logged in reports. However, there is no password protection or tracking of further interactions with the downloaded PDF.
Original
Users can download documents in the original format. Administrators can track the downloading event but no further interaction with the downloaded document. It’s not possible to revoke access to the downloaded original document.
Upload
Users can upload new documents to the folder with this permission, and perform all actions that lower-access permissions allow.
Manage
Users can delete, move, copy, rename, redact, and extract documents from archives inside the folder with this permission. It also allows adding labels to documents if this feature is enabled in the project.