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    Steps to Setting Up Policies (Part II)

    By Francis Preston

    In the last blog post, we discussed rules and policies related to the distribution of corporate documents. In this article, we will continue to explore the topic and will consider sections of the New Policy set in Adobe Experience Manager (AEM).



    The New Policy screen has six sections:


    • New Policy
    • Users and Groups
    • General Settings
    • Authentication Settings
    • Advanced Settings
    • Unchangeable Advanced Settings


    New Policy



    This section is very basic; provide the Policy Name and a Description.


    Keep in mind that there is a limit on the number of characters you can use. They will be truncated if you use more than the allotted characters.


    Now you can scroll down to the Users and Group Section.


    Users and Groups



    This section defines what a user can do with the document protected with this policy.


    In this case the only level of access is Read Only. What a user that is a member of the selected group (4Point Management Group), the user cannot Print, Modify or Copy any part of the protected Document.


    If you are not a member of that specific group you will not be able to view the document at all.


    You next scroll down to the General Settings.


    General Settings



    The General Settings provide the ability to control how long a document will be accessible for. You can set it for a specific number of days from the time the document was published or choose a specific date to disable a document.


    In some cases you may want to release a document that is only available from a specific date and not available after a date. This is useful when you want to release a time sensitive document and want to ensure no one can access it before a specific date and time.


    You can enable auditing and extended usage tracking that allows you to collect data on when a document is accessed, by whom and what activity was performed with the document such as printing, copying content and access failures.


    Finally you can set an offline lease period. This allows a user to access the document offline. This period is only active once a user has opened the document while online the first time. It still requires authentication but manages it internally. Once back online the server receives an update for auditing purposes.


    Authentication and Advanced Settings


    Authentication is generally left unchecked which is the default model. This option is selected if you have implemented a custom authentication process. This is where you would select the jar file necessary to handle the authentication. Or you could configure to use Kerboros etc…



    The Advanced Settings allows you to select a dynamic Watermark, or to only allow certified Acrobat plug-ins to open the document.


    You can also set up a custom Access denied error message that would be appropriate for a given Policy.


    Unchangeable Advanced Settings


    These setting cannot be changed once the Policy is created. You select here the level of encryption you want to apply to the document, AES 128 or 256 bit or no encryption. In addition you can choose to apply the encryption to all content of the document, or all content except media and finally only file attachments.


    Once this has all been done you click the Save button and your policy is saved.


    Now our server is fully configured and ready to start protecting and distributing documents.


    In our final post on Document Security we will discuss the methods available to protect documents, both manual and automated models.




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