Securing your assets with permissions

To prevent sensitive information from falling into the wrong hands, it's important to secure your valuable assets. We provide several permission options to make sure your content is secure. 

See how it works

 

Key features

• Decide if assets can be shared, downloaded, or annotated
• Select if assets can be downloaded as a PDF, by users and buyers separately 
• Allow mixing and matching of pages in a document
• Make content available in Kiosk Mode

You need this to succeed

• Administrator access on Showpad's Online Platform
• Assets in your Library
• Consider what you want to keep internal

The quick way to awesomeness

Open the Properties of your asset and edit the Permissions by selecting a file in the Library. Click the pencil icon when hovering over the Permissions section.

• Show in Kiosk Mode: This document will be displayed when a mobile device is in Kiosk Mode. Kiosk Mode is very useful at trade shows where customers or prospects may need to access Showpad without being able to see all Experiences and content. These assets will be displayed with a lock icon before the filename. 
  See how users can use Kiosk Mode.
• Can be shared: Your users can share, and their prospects can reshare. They can share this file via email, plugin, or link. However, they cannot download the content if only this checkbox is activated. 
  When using Salesforce and Content Recommendations, it will also show these files in the "Share these files" section. If a file cannot be shared, it will appear in the "Learn from these files" section.
• Can be downloaded internally: Select if this file can be downloaded internally by users within your organization. Unchecking this box prohibits internal users from downloading or editing this content. They won't be able to open the document in other applications on their device. Viewing is still possible, but downloading or sharing the original copy is disabled.
  
  You can also restrict downloads to PDF versions. This will prevent downloaders from being able to edit the original file version and can be an easier way to view content on their device. Restrict to PDF works on the following file types: Word (DOC, DOCX), Excel (XLS, XLSX), PowerPoint (PPT, PPTX), iWork, Pages (PAGES), Numbers (NUMBERS), Keynote (KEY), Text and Rich-text (TXT, RTF).

• Can be downloaded externally: Choose if this asset can be downloaded externally by people outside of your organization. Unchecking this box will prohibit external users from editing or downloading the content. They will be able to view it without downloading it.
  
  You can also restrict downloads to PDF versions. This will prevent downloaders from being able to edit the original file version and can be an easier way to view content on their device. Restrict to PDF works on the following file types: Word (DOC, DOCX), Excel (XLS, XLSX), PowerPoint (PPT, PPTX), iWork, Pages (PAGES), Numbers (NUMBERS), Keynote (KEY), Text and Rich-text (TXT, RTF).

  Note: The default behavior for newly uploaded assets is that they are downloadable but restricted to PDF for external downloaders.

  If you, as an admin, deny downloading of an asset, your users won't be able to override your setting. In other words, when they allow downloading of content and you don't, your setting will apply.
  
  It's still possible to add the file to a Collection if it cannot be downloaded. However, when you try to share a collection with a file that cannot be shared, it will not be included in the Share.

  Note: While these permission settings make it harder to download files by removing the download button, it's not possible to prevent visitors from using other techniques to capture content.

• Can be personalized: Users can edit PowerPoint documents by using the Showpad Edit middleware, Microsoft PowerPoint, and the Web app. The personalization option is only available if pages of an asset are allowed to be separated as well. Personal Uploads must be enabled in admin settings for this permission to be visible in asset permissions. 
• Can be annotated: Users can add notes and drawings on the document.
• Allow pages separation: Users can mix and match all pages of this document with other content. Disabling this option means that users can't select pages to share and the document will always be shared as a whole. If you enable the Enforce grouped pages option, you can group the pages that will be locked together.
  See how to use the page separation option.

You have an additional permission option for assets if you're using Divisions. Global assets are available in other divisions and may need this extra security setting. You won't see this permission option if you don't use Divisions.

• Global: Share the selected asset(s) with your other Divisions or not.

Do this step by step

You can change the permissions of a single file by following these steps:

1. Click the Library tab and select a division, if relevant.  
2. Select the asset you want to modify and click the pencil icon beside Permissions.
   
3. Select the desired permission settings for this asset, as described above, and click save.
   

To change permissions in bulk, follow these steps:

1. Select the assets you would like to configure.
2. Click Edit.
   
3. Scroll down to the drop-down menu for Permissions.
   
4. Select the desired permissions and click Apply.