Liquid Machines Document Control Client Version 7. Helpdesk Run Book and Troubleshooting Guide

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1 Document Control Client Version 7

2 OVERVIEW OF LIQUID MACHINES DOCUMENT CONTROL VERSION FEATURES...1 Microsoft Windows Rights Management Services (RMS)...1 Policies and Rights...1 Client...1 Policy Service...1 Automatic Client Updates...2 Auditing and Advanced Dynamic Rights Enforcement...2 WHY IS DOCUMENT PROTECTION NECESSARY?...2 Policies...3 Policy Rights...3 WINDOWS RMS PROTECTION...4 WORKING WITH PROTECTED DOCUMENTS...5 OPENING A PROTECTED DOCUMENT...5 WHEN THE LIQUID MACHINES DOCUMENT CONTROL CLIENT SOFTWARE IS INSTALLED AND ENABLED...5 WHEN THE LIQUID MACHINES DOCUMENT CONTROL CLIENT SOFTWARE IS EITHER NOT INSTALLED, DISABLED, OR IN STANDBY MODE6 MODIFYING A PROTECTED DOCUMENT...7 PRINTING A PROTECTED DOCUMENT...8 CREATING AN ADOBE ACROBAT PDF...8 USING THE PRINT SCREEN FUNCTION...9 MOVING INFORMATION BETWEEN DOCUMENTS...9 Moving Information from an Unprotected Document...9 Moving Information within a Policy...10 Moving Information between Policies...11 Moving Protected Information to an Unprotected Document...11 Attempting to Move Protected Information to an Unsecured Application...12 MANAGING DOCUMENT PROTECTION WHEN THE CLIENT COMPUTER IS OFFLINE...12 Example...13 LIQUID MACHINES POLICY DROPLET TM CONTROL...14 EXPANDED POLICY DROPLET CONTROL...15 PROTECTING DOCUMENTS...17 Selecting a Policy...17 Defining an Ad Hoc Policy...18

3 Changing a Protected Document to Another Policy...23 Irreversible Change...25 Removing Protection from a Document...25 COMMON MISTAKES AND TROUBLESHOOTING...26 CONCEPTS/TRAINING...26 What Is the Client Console?...26 Operations Are Meant to Be Transparent...26 TROUBLESHOOTING CLIPBOARD OPERATIONS...26 Pasting into Unsupported Applications...26 Screen Captures (Print Screen and Alt + Print Screen)...27 Protection is Transferred via Paste Operation...27 Other Content Moving Operations...27 AVAILABLE POLICIES...27 Policy List in Client Console Is Longer Than the List in the Droplet...27 User Cannot Find a Policy to Which They Have Access...28 OPEN WITH UNSUPPORTED APPLICATION...28 NO POLICY SERVICE IS DEFINED...28 VB SCRIPTS ARE IN USE...28 MANAGING AND TROUBLESHOOTING WITH THE CLIENT CONSOLE...29 VIEWING POLICIES AND MANAGING POLICY SERVICES...30 Viewing Policy Rights...31 Adding a New Policy Service...33 Removing a Policy Service...34 Working with Multiple Policy Services...35 Configuring a Policy Service...35 Checking a Policy Service's Connection Status...36 Checking a Policy Service for an Update...37 Exporting Policy Service Information...39 Troubleshooting a Policy Service Connection...41 MANAGING AUTHENTICATION CREDENTIALS (USERNAME AND PASSWORD)...42 Using Logon Credentials...42 Using Alternate Credentials...43 Changing Authentication Credentials...43 DISABLING AND ENABLING LIQUID MACHINES DOCUMENT CONTROL...45

4 Disabling Document Control...46 Enabling Document Control...48 Putting the Document Control Client into Standby Mode...50 MANAGING CONFIGURATION INFORMATION AND THE CLIENT CONNECTION...51 Viewing Configuration Information...51 Managing the Client Connection...53 Configuring Proxy Server Information...54 CLIENT INSTALLATION PROCEDURES...55 INSTALLER PACKAGES...55 MANUAL INSTALL PROCEDURE...55 Prerequisites...55 Specifying a Control Service...55 Installing the Client Software...55 ERRORS AND LOGGING...56 LIQUID MACHINES INTERNAL ERROR...56 APPLICATION ERRORS...57 DIAGNOSTIC LOGGING...58 CONTACTING LIQUID MACHINES PRODUCT SUPPORT FOR ASSISTANCE...59 HOW TO GET HELP...59 PROVIDING INFORMATION TO SUPPORT...60

5 Overview of Document Control Version 7 Document Control enables your company's corporate information to be protected from loss or unauthorized use, regardless of its location or method of distribution. Document Control provides a security solution with flexibility. It protects documents by providing access only to authorized users and preventing unauthorized use. Document Control is activated when the computer is started and remains active unless it is explicitly disabled or put in standby state. If it is in a disabled or standby state, users will not be able to access protected documents from that computer. Features Microsoft Windows Rights Management Services (RMS) Document Control extends Microsoft Windows Rights Management Services (RMS). RMS provides the security capabilities used to encrypt and decrypt policy-protected documents. Office 2003 and 2007 Professional applications are natively able to work with RMS-protected documents. Document Control adds RMS protection to Office XP, as well as to leading desktop and enterprise applications, such as Adobe Acrobat, Adobe Reader, and Microsoft Visio. Users with the client will work with the same user interface, the Policy Droplet control, when working in all of these applications including Office 2003 and 2007 Professional. Through the Policy Droplet control, users can access content protected with policies on Document Control policy servers as well as Microsoft RMS policy servers. A document can be protected by either a Document Control policy or a Microsoft Windows RMS policy, but not by both at the same time. Policies and Rights To provide access to protected content, Document Control uses policies that specify each user's rights in protected documents. An administrator sets up policies that specify user rights on either an RMS policy server or a policy server. Related policies can be classified into policy groups. The Document Control client communicates with the Document Control servers and the Microsoft Windows RMS servers. Client The Document Control program that is installed on individual computers is referred to as the client program. The Document Control client works with desktop applications, so it does not interfere with the user s usual manner of working. Document Control manages document protection so that users can access protected documents, for a predetermined period of time, even when the client computer is not connected to the corporate network. Policy Service A policy service provides policies and rights information to client computers and receives audit information. At least one policy service is necessary to work with protected documents, but a client computer can interact with multiple policy services. One or more Document Control servers, an RMS server, or a 1

6 combination of both can be specified as policy services. Users can configure policy services, view policy rights, and check the status of connections through the Policy Service tab of the Client Console. Automatic Client Updates A Document Control client can be configured to automatically acquire configuration information for the secured applications used and software updates to the Document Control client. Automatic updates are not required but, during the client installation process, a Document Control server can be specified to act as a control service that will provide these updates. Users can check the status of their connection to the Document Control server identified as the control service on the Configuration tab of the Client Console. If a control service is specified during installation, a policy service is automatically created with the same name. This policy service is referred to as the global policy service. The policy service associated with the control service cannot be deleted as long as the control service is in effect. Auditing and Advanced Dynamic Rights Enforcement Administrators can enable auditing for a policy to create a trail of all the actions taken on documents it protects. Users must have the client software installed and enabled for auditing information to be collected when accessing protected documents. Likewise, when the Document Control client is used, administrators can enable advanced dynamic rights updates for a policy, so that if your rights in the policy's roles are updated, the client receives the updates. Again, to ensure that users get the latest updates, if this option is enabled for a policy, users must have the client software installed and enabled to access any documents protected by that policy. Why is Document Protection Necessary? In today's enterprise, the nature of work is becoming increasingly collaborative, requiring organizations to interact with expanding networks of partners, suppliers, and other third parties to achieve their business goals. This collaboration requires individuals within organizations to exchange information, often very sensitive information, with colleagues inside and outside their workgroups, in unprecedented levels. As more and more organizations use and share information digitally, the risk of improperly sharing information grows as well. Building larger walls around the organization by using firewalls and restricting access cannot guarantee the protection of sensitive internal documents. The ease of ing documents or storing them on portable media means that documents can be accidentally or deliberately shared with unauthorized users. Once authorized users open documents, they can do whatever they want with the contents--including accidentally or purposely sharing them with unauthorized parties. Document Control provides a security solution that allows corporations to protect and control their sensitive documents wherever they reside. This flexible solution allows organizations to determine which users can select policies to protect documents, change protected documents to other policies, or remove protection. 2

7 Policies To help protect your organization's sensitive or confidential documents, a policy administrator defines policies that determine how individuals in your company access information. A policy defines the rights each user has for documents protected by the policy. Different people may have different rights for the same policy, so different people will have different rights to the exact same document. Only one policy can protect a document at a time. After a policy is selected for a document, that policy and its rights protect the document wherever it goes. A document protected by a policy can only be used in an application that is managed by Liquid Machines Document Control. Most application features work the same with protected content as they do with unprotected content. However, a few application features have been disabled to fully protect the content. When a user needs access to a protected document (even when offline) Document Control automatically checks the user s identity through a transparent authentication process. It provides the appropriate level of access to the document based on the policy definition. A user cannot change a pre-defined policy's rights, but can view them through the Liquid Machines Policy Droplet control and Client Console. Policy Rights In the Policy Droplet control and the Client Console, symbols indicate a user s rights. policies include two categories of rights: Content rights and Policy rights. Content Rights Content rights determine the tasks users can perform on protected documents. A policy administrator determines which users can perform these tasks: Read: View protected content. Write: Edit and save protected content. Print: Print protected content. This symbol: Means the Content right is: Allowed Denied 3

8 Policy Rights Policy rights determine the tasks users can perform relative to a document's protection. A Liquid Machines policy administrator determines which users can perform these tasks: Select: Apply the policy to a document via the Policy Droplet control. Change: Change a document s protection from the current policy to another policy. A user can change the document s protection to any policy listed in the Policy Droplet control. Remove: Remove the document s protection. This symbol: Means the Policy right is: Allowed Denied Windows RMS Protection For Document Control users with RMS: Document Control extends Microsoft Windows Rights Management Services (RMS) protection by providing the following. A broad range of application support: Through its patent-pending auto-integration technology, extends RMS to leading desktop and enterprise applications, such as Adobe Acrobat and Microsoft Visio. In addition, it enables companies to make optimal use of existing Microsoft investments and use Microsoft Office 2002 (XP) to view and modify RMS-protected documents created in Office 2003 Professional. Comprehensive information lifecycle management: provides users with security-enhanced collaboration of electronic information through a document's lifecycle: from the moment of creation through distribution, editing, storage, and subsequent destruction and disposal. User actions, such as distilling a rightsprotected document to Adobe Acrobat or cutting and pasting protected content to an unprotected document, maintain the policy of the original document on the derived file. Consistent user interface: The Policy Droplet control displays protection status in all managed applications. Regardless of whether users are working within Office 2003 Professional, Office XP, Adobe Acrobat or Microsoft Visio, they can easily select policies and view rights through the same, easy-to-use interface. 4

9 Working with Protected Documents In an application that uses Document Control, the Policy Droplet control appears on the right side of the application's title bar. The Policy Droplet control displays the current protection state of the document. With the appropriate rights, a user can work with a protected document in the same way they work with unprotected documents. Depending on the user s rights in the policy protecting the document, Document Control may deny access to certain actions. For example, a policy may allow a user to open a document and print it but deny the same user the right to modify its content. Users can work with protected documents in the following ways. Open a protected document Modify a protected document Print a protected document Create an Adobe Acrobat PDF Use the print screen function Move information between documents Opening a Protected Document When the Document Control client software is installed and enabled If a user needs to open a protected document, they can do so as they would an unprotected document. When the user logs on to the Document Control client computer, the Document Control server verifies the user s identity through a transparent authentication process. Then, if the server determines that the user is an authorized user with the appropriate rights, the document opens. When a user opens a protected document, the Policy Droplet control displays policy information in the title bar. Users can perform any of the tasks for which they have rights. The expanded Policy Droplet control displays the following information for the selected policy: The policy group, if the policy is in a group The description and contact information Your rights Note for Document Control users with RMS: If the document is protected by an Ad Hoc policy, and a user has Full Control access, they can also view or change the policy settings in the Policy Droplet control, if an administrator allows it. Document Control provides an additional layer of security above and beyond Windows File System (WFS) protection. For example, if a user is allowed Write access to a document through the document's 5

10 WFS security properties, but is also denied Write access through the policy protecting the document, the user cannot write to the document. In that case the user is warned, upon opening the document, that any changes they make will be discarded. The reverse is also true: if a user is allowed Write access through the policy, but is also denied access through the WFS, the user cannot write to the document. If a user is denied access to a document to which they believe they should have access, they should contact the person identified in the Contact section for the policy group or policy in the expanded Policy Droplet control or on the Policy Service tab of the Client Console. Note: A user may have access to documents that are protected by policies on multiple policy services. If a user opens a document protected by a policy on a policy service that is not configured for that user, they will be prompted to configure it by entering their authentication credentials. When the Document Control client software is either NOT installed, disabled, or in standby mode When a user who does not have the Document Control client software installed attempts to open a protected document, a message similar to the one shown below will display: This message is known as the friendly file message. It includes a link for the user to visit to learn more about software. Versions and later of the Document Control client installs a plug-in into the user s browser that notices when this link is clicked. If the client software is installed and in standby mode, the plug-in will enable the client and notify that user that it has done so. If the client software is installed and disabled, the plug-in will display the following message: 6

11 Clicking OK will cause the following message to display: After clicking OK on this message dialog, the user will have to reboot their client computer in order for the Document Control client to become enabled. If you suspect this plug-in is causing problems in the browser, you can disable it for troubleshooting purposes. To disable the plug-in from within your browser, go to the Tools-> Internet Options -> Programs -> Manage Add-ons. It is the Browser Helper Object. Modifying a Protected Document A user can modify a protected document only if the user has Write rights within the policy. If the user does not have Write rights to a document, they are warned by a message like the one shown below when they open the document. 7

12 Document Control does not prevent users from changing the document as it is displayed, but they cannot save the changes. All changes are discarded when the user closes the document. If a user is denied access to a document to which they believe they should have access, they should contact the person identified in the Contact section for the policy group or policy in the expanded Policy Droplet control or on the Policy Service tab of the Client Console. Printing a Protected Document If a user needs to print a protected document, they can do so as they would an unprotected document, provided they have Print rights within the selected policy. If the user is not allowed Print rights for the document, the following message appears. If the user is denied access to a document to which they believe they should have access, they should contact the person identified in the Contact section for the policy group or policy in the expanded Policy Droplet control or on the Policy Service tab of the Client Console. Creating an Adobe Acrobat PDF With Document Control, users can create a protected Adobe Acrobat PDF from any protected document if they have the appropriate rights. The policy of the original document is automatically applied to the Adobe PDF file. Follow these steps. 1) Open the document in its native application (for example, Word or Excel). 2) Select the option to distill the content to Acrobat (that is, print to Acrobat Distiller, Acrobat PDFWriter, or Adobe PDF). Alternatively: 1) Open Adobe Acrobat. 2) On the File menu, click Create PDF and then click From File. 3) Open the file. 8

13 Using the Print Screen Function Users can use the Windows Print Screen and Alt+Print Screen functions to capture screen content with Liquid Machines Document Control as they would normally, but only when no protected documents are open. If a protected document is open on a client computer when the user attempts to use the Print Screen or Alt+Print Screen functions, they will be prohibited from pasting the results. When the user attempts to paste the results into an application, the following message appears. The user must close all protected files and perform the Print Screen or Alt+Print Screen operation once again to capture unprotected screen content. Moving Information Between Documents Information can be moved between documents by: Cutting or copying and pasting, using the Clipboard Dragging and dropping Inserting files or other objects A user s ability to move information between documents depends on their rights and where the information is moving to and from: Moving Information from an Unprotected Document Moving Information Within a Policy Moving Information Between Policies Moving Protected Information to an Unprotected Document Attempting to Move Protected Information to an Unsecured Application Moving Information from an Unprotected Document Users can move content from an unprotected document into a document protected by a policy, but they must have Write rights to save the changes to the protected document. 9

14 If a user attempts to move unprotected content to a protected document for which they do not have Write rights, Document Control does not prevent the user from changing the document as it is displayed, but they cannot save the changes. All changes are discarded when the user closes the document. If the user is unable to save a changed document and they believe that they should have this right, they should contact the person identified in the Contact section for the policy group or policy in the expanded Policy Droplet control or on the Policy Service tab of the Client Console. Moving Information within a Policy Users can move content between documents protected by the same policy, but they must have Write rights to save the changes to the protected document. Note to RMS users: In certain situations (documents protected by an Ad Hoc policy or policies created outside the environment), Remove rights are required to paste between protected documents. Users can, however, paste multiple times from one protected document into a document that started out as unprotected (even after it takes on the policy of the source document). If the user attempt to move content between documents protected by the same policy for which they do not have Write rights, Document Control does not prevent the user from changing the document as it is displayed, but they cannot save the changes. All changes are discarded when the user closes the document. If the user is unable to move content into a document, it may be because the policy does not permit the action. If a user is denied access to a document to which they believe they should have access, they should contact the person identified in the Contact section for the policy group or policy in the expanded Policy Droplet control or on the Policy Service tab of the Client Console. 10

15 Moving Information between Policies Users can move content between documents protected by different policies on the same policy service only if your rights allow it: if the policy they are moving content from gives them the right to Change to a different policy. Users can move content between documents protected by any policy on any policy service if the policy they are moving content from gives them the right to Remove the protection entirely. The figure below illustrates moving protected content to a document that is protected by a different policy: Document 1 is protected by a policy named Policy A. Document 2 is protected by a policy named Policy B. Note to RMS users: In certain situations (documents protected by an Ad Hoc policy or policies created outside the environment), Remove rights are required to paste between protected documents. If the user s rights to the document in which the moved information is pasted do not allow Write, the paste action will be allowed, but the user will not be allowed to save the change. After a user moves protected information to a document that is protected by a different policy, the moved information becomes protected by the policy of the document to which it was moved. If a user is denied access to a document to which they believe they should have access, they should contact the person identified in the Contact section for the policy group or policy in the expanded Policy Droplet control or on the Policy Service tab of the Client Console. Moving Protected Information to an Unprotected Document Users can move content from a protected document into an unprotected document if the policy the user is moving content from allows the user Write rights. The unprotected document becomes protected by the same policy as the moved content. Subsequent pastes from the original source document to the same target document will always be allowed. The figure below illustrates copying protected content to an unprotected document. 11

16 If a user s rights to the document from which the protected information is moved do not allow Write, the paste action will be denied. After the user moves protected information to an unprotected document, the policy of the protected information is immediately selected for the unprotected document, and the Policy Droplet control display changes from Unprotected to the policy name. If a user is denied access to a document to which they believe they should have access, they should contact the person identified in the Contact section for the policy group or policy in the expanded Policy Droplet control or on the Policy Service tab of the Client Console. Attempting to Move Protected Information to an Unsecured Application When a document is protected by a policy, a user can only move its content to an application that is not secured by Document Control if their rights allow them to remove the protection first. The following table describes what happens when a user attempts to move protected content to an unsecured application without removing its protection first. When the user attempts to: Paste from the Clipboard Drag and drop Insert protected text into an unsecured application The following occurs: A message is pasted instead, specifying that the text is protected by. Drag and drop is disabled. The insertion fails. Document Control does not support selecting policies for Microsoft Outlook messages. However, Microsoft Outlook allows users to use Microsoft Word as their editor. If they use Microsoft Word as their editor within the environment, the Policy Droplet control does not appear in their messages, and they cannot protect content. In addition, they can only copy protected content into the body of an message if they have the Remove right. In that case, the paste is allowed, and the content pasted into the will be unprotected. They can, however, attach protected files to your messages. Managing Document Protection When the Client Computer is Offline If a user has been granted offline rights within the governing policy, they can access documents that are protected by Document Control even when their client computer is not connected to the corporate network. 12

17 Document Control manages document protection while offline by storing policy information on the user s computer. Each time the Document Control client and server communicate, updated policy information is downloaded to the user s computer. When the user attempts to access a protected document while offline, Document Control uses the policy information stored on the user s computer to determine their rights. Every policy has two settings that govern when the user can access protected documents. These limits are defined and maintained by the policy administrator. Offline: The user can access protected content when their computer is not connected to the network. Offline access can be limited to a certain number of days before the user is required to connect to the corporate network to obtain updated policy information. Users must have connected to their corporate network at least once before they can work with protected documents offline. Note for Document Control users with RMS: Users must be connected to their corporate network the first time they open a protected document. Example Expire: Users can access protected content for a duration (number of days), until a certain date, or with no expiration date. When expiration is specified with a duration, the duration begins on the date on which the document was last saved. Together, these settings control when protected documents may be accessed. The following example shows how these settings might be configured in a policy to control offline access to documents protected by the policy. Settings The number of consecutive days the user can work offline is 3. The expiration date of the document is 8 days. Results If a document was last saved on September 9, 2008, the user can access the protected document until September 17, If the user goes offline on September 9, 2008, they will be allowed offline access to documents protected by this policy until September 12, After that date, they must reconnect to the network before they will be able to work offline with those documents again. If a user attempts to access a protected document offline after the offline period has expired, a message informs the user that they must connect to the network for updated policy information. 13

18 Policy Droplet TM Control The Policy Droplet control appears in the title bar of applications that are secured by Document Control. The illustration below shows the Policy Droplet control as it appears in Microsoft Word. The Policy Droplet control displays one of the following, depending on how the document is protected. Protection Not protected by a policy Protected by a policy Protected by an Ad Hoc policy Protected by an Ad Hoc policy with RMS before Liquid Machines Document Control was installed Policy Droplet Control Display Unprotected policy name Permissions in Effect Do Not Distribute Users should click on the Policy Droplet control to expand it. It displays further information related to the task the user is performing. 14

19 Expanded Policy Droplet Control When a user clicks the Policy Droplet control, it expands. With the appropriate rights, they can use the Policy Droplet control for the following tasks. Selecting a policy to protect a document. Defining an Ad Hoc policy. Changing an Ad Hoc policy (if the user have Full Control). Changing to another policy to protect a document. Removing protection from a document. The expanded Policy Droplet control contains information specific to the task the user is performing. The following illustration shows its content when the user is selecting a policy. 15

20 To see the policy groups and policies available from a different policy service, select another policy service from the Show Policies From list. Policies can come from three places: policy services RMS policy service, labeled RMS Policy Service (server name) Ad Hoc policies To open the Client Console, click the button with the ellipsis (...). To see the policies in a policy group, click the plus (+) sign. To collapse the policy group, click the minus (-) sign. To see additional information about a policy group or a policy, click its name. Additional information appears at the bottom to help the user select the appropriate policy for their document. The user can select different policy groups or policies in turn to view the following information: A description of the policy group or policy. If no description has been provided, the description box displays, "No description is available." Symbols indicating the users rights within the selected policy. Information about the contact person for the selected policy group or policy. If the user is denied access to a function in a protected document to which they believe they should have access, they should contact this person. If no contact information has been provided, the contact box displays, "No contact information is available." Information about offline access and expiration. To save any changes and collapse the Policy Droplet control, click the OK button. To collapse the Policy Droplet control without making any changes, either click the Cancel button or click the Policy Droplet control in the title bar again. To access Help for information on how to use Document Control to protect documents, click the Help button. To see information about the Document Control client, click the About button. Note to Document Control users with RMS: In the Policy Droplet control, although users can modify Ad Hoc policy settings for documents they have authored, they cannot modify Liquid Machines policy settings. 16

21 Protecting Documents In the Policy Droplet Control, they can: Selecting a Policy 1) Select a policy for a document. 2) Change to another policy. 3) Remove protection from a document. When users create a new document or open an existing unprotected document in an application that is secured by Document Control, the Policy Droplet control appears in the title bar. Users can protect an unprotected document by selecting a policy for it, as long as they have the appropriate rights. Click the Policy Droplet control to expand it. 17

22 In the expanded Policy Droplet control, users may see one or more policy group names and policy names. If not, they do not belong to policies that allow the user to select them for their documents on the selected policy service. In that case, they can select another policy service or they must leave their document unprotected. If the user does not belong to a policy to which they believe they should, they should contact their server administrator. Click the arrow next to the Show Policies From list and select the policy service from the list. The policy service name is the label given to the server on which the policy information resides. Note to Document Control users with RMS: If an administrator allows, users can also define an Ad Hoc policy. If the policy is in a policy group, click the plus (+) sign to the left of the policy group name to display its policies. Click the policy name to select it. Users can select only one policy for their document at a time. Selecting a policy also selects the Restrict permission to this document check box. Click the OK button. The Policy Droplet control collapses to display the name of the selected policy, and Document Control protection takes effect immediately, unless the policy selection is irreversible. users cannot change the policy's rights settings, but they can view them in the expanded Policy Droplet control or on the Policy Service tab of the Client Console. Defining an Ad Hoc Policy Note: This function is only available to Document Control users with RMS. If a system administrator has enabled this option, users can define an Ad Hoc policy to limit access to a document to specific users. When the Ad Hoc Policies policy service is selected in the Policy Droplet control the contents of the Policy Droplet control changes, so users can define the details of the policy by identifying users and their permissions. Users can define an Ad Hoc policy s users with: Read permission, who can only read the document. Change permission, who can read, edit, and save the document. 18

23 To define an Ad Hoc policy for the document, follow these steps. 1) Select the Ad Hoc Policies policy service in the Policy Droplet control. 2) Select the Restrict permission to this document check box. 3) To specify users with Read permission for the document, enter addresses in the box to the right of the Read button. Use one of these methods: a) Click the Read button and select addresses from an Outlook address book. b) Type addresses in the box, separated by semicolons. c) To include everyone, click. 4) To specify users with Change permission for the document, enter addresses in the box to the right of the Change button. Use one of these methods: 19

24 a) Click the Change button and select addresses from an Outlook address book. b) Type addresses in the box, separated by semicolons. c) To include everyone, click. 5) To define additional permissions and administrative settings for the document, click the More Options button. 6) To confirm your selection, click the OK button. The Policy Droplet control in the title bar of the document displays Permissions in Effect. Selecting Addresses from An Outlook Address Book When a user defines an Ad Hoc policy, they can select addresses for Read and Change permissions from an Outlook Address book. When they click the Read button or the Change button on the Policy Droplet control, the Select Names window appears. To search for a user, type the name in the Type Name or Select from List box. 20

25 To change the source of the name list, click the arrow next to the Show Names from list. To select a user for Read permission, click the user name in the list, and then click the Read button. The address appears in the Read box. To select a user for Change permission, click the user name in the list, and then click the Change button. The address appears in the Change box. To confirm your selections, click the OK button. The Select Names window closes, and the Policy Droplet control includes the user s selections in the appropriate boxes. Defining Additional Permissions and Administrative Settings When a user defines an Ad Hoc policy, they can set additional permissions and administrative settings for the document. When the user clicks the More Options button on the Policy Droplet control, the Permission window appears. In the Permission window, users with Full Control can specify settings for expiration, printing, copying, and accessing content programmatically. Users with Full Control can also enter contact information and connection requirements. 21

26 To add or remove users: To add a user or users with Read, Change, or Full Control rights click the Add button. To remove a user, select the user in the list and click the Remove button. To select any of the following additional permissions or settings: To set an expiration date for the document, select the This document expires on check box and type or select an expiration date in the box. To allow users to print the protected content, select the Print content check box. Any user who has any type of access to the document will be able to print the protected content. To allow users to access data in the protected document through application scripts, select the Access content programmatically check box. Any user who has any type of access to the document can access the protected content 22

27 programmatically. To allow users with Read permission to use Windows Clipboard functions to move content from the protected document, select the Allow Read users without the client to use the clipboard check box. Users should keep in mind that if they allow these users to use the clipboard, any information they copy will be unprotected. Note: Users with Change permission can always move protected content using Clipboard functions. To inform users of an address to which they can submit requests for additional permissions, select the Users can request additional permissions from check box and enter a contact address. Only a user with Full Control access to the document can change permissions. To force users to verify their permission by connecting to the Windows Rights Management server every time they attempt to access the document, select the Require a connection to verify a user's permission check box. To confirm the selections, click the OK button. The Permission window closes. Changing a Protected Document to Another Policy Once a policy has been selected to protect a document, users can change it to a different policy, as long as they have the appropriate rights in both policies. To change from one policy to another, users must have the Change right in the original policy, and the policy must appear as an option in the Policy Droplet control, as shown below. 1) Click the Policy Droplet control to expand it. 23

28 In the expanded Policy Droplet control, users might see one or more policy group names or policy names. If they see only the current policy, then they may not have Change rights to the policy or they may not have any available policies in the current policy service. If other policy services are available, the user may be able to change to a policy on another policy service. If no additional policies are shown, then the user cannot change the policy. If a user does not belong to a policy to which they believe they should, they should contact their policy administrator. 1) To select a policy from a different policy service, click the arrow next to the Show Policies From list and select the policy service from the list. The policy service is the name of the server on which the policy information resides. Note: Users must have Remove rights for the policy that currently protects the document to change it to a policy on a different policy service. 2) If the policy is in a policy group, click the plus (+) sign to the left of the policy group name to display its policies. 24

29 Irreversible Change 3) Click the policy name to select it. Only one policy can protect a document at a time. Selecting a policy also checks the Restrict permission to this document check box. 4) Click the OK button. The Policy Droplet control collapses to display the name of the selected policy, and Document Control protection takes effect immediately, unless the change is irreversible. A policy selection is considered irreversible if, after the new policy settings are applied, the user cannot return the document to its previous protection state (a selected policy or unprotected) using the Policy Droplet control. When the user makes an irreversible change, displays the following warning message. 1) To proceed with the policy selection, click the Yes button. The new policy settings are applied to the document, the message box closes, and the Policy Droplet control collapses. The Policy Droplet control in the title bar of the application displays the name of the policy selected for the document. 2) To close the message window, click the No button. The user is returned to the Policy Droplet control, where they may select a different policy or close the Policy Droplet control. Removing Protection from a Document A user can remove protection from a policy-protected document, if they have the Change and Remove rights within that policy. 1) Click the Policy Droplet control to expand it. 2) Click the Restrict permission to this document check box to clear it. If the check box is grayed out, the user s rights in the policy do not allow them to remove protection from documents. 3) Click the OK button. Document Control immediately removes any protection from the document content and changes the Policy Droplet control value to Unprotected. 25

30 Common Mistakes and Troubleshooting The configuration and training necessary to address the issues below is covered in the product documentation. This list is meant to alert you to the most common issues that may arise, why they happen, and how to resolve them. In general, you will find that the Document Control Client is a robust, transparent, and simple application. Often, your main focus will not be problems with the client software, but helping users build process and add value around enterprise rights management and encrypted documents. Concepts/Training What Is the Client Console? The Client Console is meant to help configure, troubleshoot, and gather information about the Client. It is not necessary for users to be aware of the Client Console or how to use it. The interfaces with which users interact during normal operation are the Policy Droplet and the application, such as Microsoft Word or Adobe Acrobat, itself. The Client Console is accessible from the Windows Start Menu. This means that users may discover it and be curious about it. You may choose as part of training to ask users to ignore the console, to inform them that you will show them how to use it in the event you need to troubleshoot a problem, or to fully familiarize them with the console s elements. Choose the best course of action based on company policy and the skill of your users. Operations Are Meant to Be Transparent The Client is designed to make workflow with protected documents as transparent as possible. The only actions users take is to add protections to a new document, or change or remove protections on an existing document. All other user actions happen transparently by interacting with the regular application interface. The transparency of can have the effect that users forget that is installed. When a special protected document behavior occurs, for example the blocking of a print or cut-and-paste operation, users may forget why it happens, and will report the behavior as a problem to the helpdesk. Reminding users that is installed and is protecting those operations and documents may be all that is needed. Troubleshooting Clipboard Operations Pasting into Unsupported Applications When the receiving application in a cut and paste operation is one that does not support, the document that was intended to receive the pasted content instead receives a message similar to the following text: The data on the clipboard is protected by a policy (//Corporate Baseline/Corporate Default) and cannot be pasted into this document. This is normal behavior, but users are sometimes confused or startled by the message. Familiarize yourself with the message so you can quickly recognize and explain it, and train your users to recognize it, too. 26

31 Screen Captures (Print Screen and Alt + Print Screen) When a user tries to paste a Windows screen capture while any protected document is open, an error graphic that is similar to that which is shown below will be displayed. The error displays even when the content of a protected document is not visible on the screen. Simply have the user close all protected documents and try the screen capture again. Once all protected documents are closed the screen capture will behave as expected. Protection is Transferred via Paste Operation If a user pastes information from a protected document into a new or existing unprotected document within a -supported application, the unprotected document will become automatically protected with the same protections as the document from which the information was copied. Users sometimes are unaware of the change, and do not understand how the document to which the information was pasted became protected. Other Content Moving Operations Some other methods of moving content between applications, for example dragging and dropping from one Office application to another, will simply fail silently and without warning when the protections prevent copy and paste. Available Policies Policy List in Client Console Is Longer Than the List in the Droplet A user may discover in the list of policies to which they have rights in the Client Console has more policies in it than the list they can see in the Policy Droplet control. Since the Droplet is used to apply policies to documents, it contains only policies in which a user s role allows Select rights. By default, the Policy Service tab of the Client Console lists all policies in which the user has role membership. Selecting the Selectable in Policy Droplet radio button in the Policy Service tab changes the view to list only those policies that would display in the Policy Droplet. The list should match the list they can see in the Policy Droplet. 27

32 User Cannot Find a Policy to Which They Have Access Users may sometimes be aware that they should have access to a certain policy, but they don t see it in the Droplet or in the Client Console. There are a number of reasons this may happen: The user does not have role membership to the Policy. At the server level, the user has not in fact been given role membership to the policy. You will need to contact a server administrator or a business administrator who has access to change the policy, in order to verify that the user should have access and then give them role membership to the policy. The user s role membership is recent and the client has not yet received an update from the server. You may learn that the user does in fact already have role membership to the policy, but still the policy does not appear in the users Policy Droplet control or Client Console. The user may have been recently added as a role member to the policy and that change has not yet been reflected on the client because a client/server communication has not occurred since the change was made. Requesting an update from the server by clicking the Update Now button on the Policy Service tab of the Client Console will resolve the problem in this case. You may find that after requesting the update, the client console shows the policy but the droplet does not. This will happen appropriately when the user does not have Select rights to the policy. It may also happen when the user does in fact have Select rights but a -supported application is open when a client/server communication occurs. Close all supported applications (including Outlook if Word is used as the editor) and then reopen a Liquid-Machines supported application. The droplet should show the policy. Open with Unsupported Application If the user opened a protected document in an unsupported application, they will be able to view the encrypted byte stream, which looks like a bunch of random characters and symbols. Users are sometimes confused or startled by this behavior. No Policy Service is Defined When the user expands the Policy Droplet, they should see the server defined at the top, near the label Show policies from:. If this is not the case, try the following: Have the user logoff and then logon again Reboot the client computer They may have forgotten to specify the service when installing the client. Refer to the Client Installation Procedures section of this document on page 55. VB Scripts are in Use If a policy denies scripting, then the Document Control Client will try to block all VB scripting functionality. If scripting is allowed by a policy, then there are still certain actions that are accessible via scripting that may be blocked by other policy settings (e.g., printing and saving). In addition, the 6.4 version of the LMDC Client introduced a feature whereby scripting integration can be disabled in the Document Control Client, resulting in scripting being fully functional, regardless of the policy settings. This new feature is intended to be used in cases where the client scripting integration is interfering with scripting in unacceptable ways. It should be used only if a problem with scripting is observed and should be thought of as 28

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