If you often apply the same security settings to multiple PDFs, you can save your settings as a policy that you can reuse. Security policies save time while ensuring a consistently secure workflow. Creating policies for password and certificate security lets you reuse the same security settings for any number of PDFs. Two kinds of security policies are available:
Organizational policies are especially useful if you want others to have access to PDFs for a limited time. Adobe LiveCycleRights Management ES policies are stored on a server. Users must have access to the server to use these policies. Creating these policies requires specifying the document recipients from a list on Adobe LiveCycleRights Management ES. Adobe LiveCycleRights Management ES controls access to PDFs and auditing events as defined by the security policy. You can use Adobe LiveCycleRights Management ES if your company has licensed the software and made it available to you.
User policies are created and applied by individuals. If you apply the same security settings to numerous documents, you can save time by creating a user policy. Then, apply the user policy to documents. User policies for passwords and public key certificates are stored on your local computer. With access to Adobe LiveCycleRights Management ES, you can create a user policy that’s stored on Adobe LiveCycleRights Management ES. That policy is available only to you.
In addition to reusing security settings, policies stored on Adobe LiveCycleRights Management ES enable you to expire and revoke documents. You can also maintain accountability by auditing users who open protected documents.
A. Policies are stored on server. B. Policies are applied to a PDF. C. Users can open, edit, and print a document only if permitted by policy.
Configure the Adobe LiveCycleRights Management ES
The system administrator of your company or group usually configures Adobe LiveCycleRights Management ES, manages accounts, and sets up organizational policies. For more information on configuringAdobe LiveCycleRights Management ES, see the Adobe website.
Publish a document with a security policy
An author creates a PDF and applies a policy stored on Adobe LiveCycle Rights Management ES to the PDF. The server generates a license and unique encryption key for the PDF. Acrobat embeds the license in the PDF and encrypts it using the encryption key. The author or administrator can use this license to track and audit the PDF.
View a document with a policy applied
When users try to open the secure PDF in Acrobat 9 (or Reader 9), they must authenticate their identities. If the user is granted access to the PDF, the PDF is decrypted and opens with the permissions specified in the policy.
Administer events and modify access
By logging in to an Adobe LiveCycleRights Management ES account, the author or administrator can track events and change access to policy-secured PDFs. Administrators can view all PDF and system events, modify configuration settings, and change access to policy-secured PDFs.
User policies can use passwords, certificates, or Adobe LiveCycleRights Management ES to authenticate documents.
The policies for password and certificate security can be stored on a local computer. Security policies created using Adobe LiveCycleRights Management ES are stored on a server. You can audit actions and change security settings dynamically. You can use Adobe LiveCycleRights Management ES if your company has licensed the software and made it available to you.
You can add security to one or more documents by embedding them in a security envelope and sending it as an email attachment. This method is useful if you want to send a secure file attachment without encrypting the files. You can embed the documents as file attachments in a security envelope, and encrypt and send the envelope to the recipients. When the recipients open the envelope, they can extract the file attachments and save them. The saved files are identical to the original file attachments and are no longer encrypted when saved.
For example, when you send confidential documents, including non-PDF files, you only want the recipient to view the documents. You can embed these documents as attachments in a security envelope, encrypt the envelope, and send it by email. Anyone can open the envelope, view its cover page, and even view a list of the contents. However, only the recipient can view the embedded attachments and extract them.
If you have access to Adobe LiveCycle Rights Management ES, you can restrict document access and rights of individuals registered with the server. When you create a user policy usingAdobe LiveCycleRights Management ES, you’re redirected to the AdobeLiveCycle Rights Management ES web page.
You can apply either an organization policy or a user policy to a PDF. To apply a server policy to a document, connect to Adobe LiveCycleRights Management ES. Adobe LiveCycleRights Management security policies must be stored on a server, but PDFs to which the policies are applied need not. You can apply policies to PDFs using Acrobat, server-side batch sequences, or other applications, such as Microsoft Outlook.
Only the policy administrator can edit or remove organizational policies. For details on editing security policies, choose Tools > Protection > More Protection > Rights Management > Manage Account. Then click Help in the upper-right corner.
Choose Tools > Protection > Encrypt > Manage Security Policies. Select a policy, and then click Apply To Document. If you don’t see the Protection panel, see the instructions for adding panels at Task panes.
You can send different types of files as secure PDF attachments in Microsoft Outlook. This option is available only if Adobe LiveCycleRights Management ES is set up and available in Acrobat.
You can remove a security policy from a PDF if you have appropriate permissions. In general, a document owner can remove a security policy from a PDF.
Options to edit or delete organizational policies aren’t available unless you have administrator rights to Adobe LiveCycleRights Management ES. Changes to these policies can be made only on Adobe LiveCycleRights Management ES, which opens automatically when you select an option.
Editing a user policy that is stored on a local computer affects only documents to which the policy is applied after the policy is edited. For user policies stored on a server, you can edit the permission settings and other options. This option isn’t available for organizational policies.
To restrict access to a policy-protected PDF that you made available to a group of users, you can revoke the document.