Uploading

While access rights to view a document (Digital Rights management) can be restricted per unique computer, access to your upload pages can be gained from any computer in the world, even from an internet cafe. No special software is required on your computer because it is provided from this server. After uploading you have different options depending on the file type that you uploaded for the file type that you want to it converted into.

Conversion types

File types that you can upload are Microsoft Word, Microsoft Excel, PowerPoint and have them converted to PDF format. You can also upload GIF, JPG, PNG and TIF images and convert to PDF. Or you can upload ready made PDF files. Once converted to PDF you have the option of:

- Saving as is and leaving it as a normal PDF (not copy protected)
- Copy protect conversion of your PDF to Copysafe PDF for general distribution
- Copy protect conversion of your PDF to DRM for restricted distribution

Copy protected PDF

Our server side software will encrypt and convert your PDF to Copysafe PDF format which is safe from all copying, printing, Prinstscreen and screen capture. This option enables distribution to anyone with Copysafe PDF Reader installed which is a free download to the public.

DRM protected PDF

DRM protected PDFs enjoy all of the above mentioned copy protection features plus more. When converted to DRM your document can only be read by the persons that you entitle. You can limit the number of times it can be viewed or how many times it is printed. And you can change these permissions at any time with immediate effect regardless of whose computer it is stored on.

Document types

The most secure method for copy protecting images and documents for distribution is by encrypting for use with our proprietary reader. Copy protected documents can be output output in two (2) different file types.

.ENC documents

Documents in .ENC format are lightweight library files that can be read by anyone with the Copysafe PDF Reader installed. Use .ENC documents where you have a regular readers who already have the reader installed.

.EXE documents

Documents in .EXE format are much larger files and do not require a reader as it is embedded inside the document. .EXE documents are ideal for one-off publications where software installation is not required.

Setting document permissions

Each registered author can set user access permissions on document for:

      - Expiry date
      - Password
      - Number of views allowed
      - Number of prints allowed

Authors with admin permissions can set all of the above plus:

      - Edit all documents including those of their members
      - Add new members and edit
      - Add new groups and edit

Account rules

To cater for the maximum possibility of variations in groups, accounts and documents the following rules apply:

      - Every account must have a unique username (email address) per computer
      - Each database is limited to 999,999 users
      - Each database is limited to 999,999 groups
      - Each database is limited to 999,999 documents
      - Each database is limited to 999,999 web pages

The same web site or server can host an unlimited number of databases, for example one database for each author account who may have up to 999,999 users each, extending the scope of your DRM solution to cater for every one in the world from a single domain.

Admin rights

Admin rights vary according to user status and group. For example a demo account can:

     - Add and edit new user accounts but cannot make them active
     - Upload and create documents and web pages for their own group
     - Edit their own documents and pages
     - Send test emails to their own email address
     - View their own gallery and documents
     - View all documents and pages assigned to their group

Any author with admin permissions (but not a demo account) can:

     - Create their own group
     - Add and edit users belonging to any groups which they are a member of
     - Set access levels to users, groups and documents that belong to their groups
     - View, add and edit all documents and pages where they are author
     - View and edit all documents and pages that are active in their groups
     - Send newsletter emails to all groups and users which they author
     - Customise the look of the pages used by their users and groups
     - View statistics on their pages and documents and reset their users' hit counts
     - Set expiration and renew subscription dates for all users in their groups

The owner has absolute control over all aspects plus:

     - Set new memberships for auto approval when validated by email or manually approve each user
     - Enable or ban access by IP number or network group
     - Enable or suspend any group, user, document or web page
     - Move users, documents and pages to different groups
     - View statistics on all pages and documents including failed validations

Expiry date

When setting expiration on a protected PDF for public distribution, the expiry date is embedded in the encrypted document and is final... it cannot be changed without uploading the original and re-converting. However when setting expiration for a DRM document, the expiry date is stored on record and can be changed at any time.

When you set an expiry date the document will expire at midnight of that day according to GMT.

IP ban and networks allowed

Users can be banned by IP number or network and exceptions to the rule can be set. For example you can ban a network but permit an individual IP number. Likewise you can allow a network and ban a single IP from it. For example to ban an ISP you can set 100.100.100 or 100.100. You can also set 100. but be warned that you will also ban any IP numbers or networks that contain "100". In the main settings file for the DRM site you can set to allow all networks except those listed, or deny all networks except those listed.

Password

Setting a password for a document only applies if it's not converted for DRM options. If a password is applied to a copy protected document (not DRM) then it is embedded into the document.

Users and groups

Permissions can be assigned to groups and/or users. Documents can be assigned to a single group and multiple users. Web pages can be assigned per group only so that they can get a menu of all pages assigned to their group.

Print limitation

When converting a document for DRM the number of prints allowed per user or group can be limited. DRM print limits can be varied at an time.

Document quality

The quality of your copy protected PDF will depend on its content and the PDF converter that was used in its creation. While some converters may be able to produce a file that behaves as a PDF it may not survive encryption. While our solution has been optimized for use with Adobe PDF documents, those using layers and transparency may not end up looking like the original. The choice of image format is also a factor.

Image quality

For the best quality do not use compressed images or images of low resolution. It's also best to avoid using GIF images in documents because when viewed at smaller or higher percentages of the actual document size, the images may not look so good. JPG and PNG are good but BMP will look better all round when the page is varied in size.

Quality control

The recommended practice is to start with the document original. Not the original PDF but the original image or Word document that was used to create the PDF. Start by uploading the original document and let our online converters create the PDF. Then when converted for either Copysafe PDF or DRM, you will be assured of a document that still looks good when distributed in the most secure format imaginable.

Email distribution

From your document menu you can select a file to send to your readers by email as a newsletter. You have the option to select which users or groups to send to and which file format to send. The best practice is to send a test email to yourself first so that you can check the output.

Email templates

The newsletter function uses different templates for download links and attachments to which you can add custom messages applicable to the document. The contact details sent with the email are drawn from the settings in your Preferences.

Zipping executables for email

A lot of mail servers today employ spam and virus filters which may not allow executable files (.exe) as attachments. Antivirus programs on an end users' computer may not allow any attachment in an email unless it is in ZIP format, so the best practice is sending all attachments in ZIP format which also reduces the file size by compression.

Maintenance

As an administrator (owner) you have total control over who uses your distributables and what functions are available to your users. You also have the choice of allowing automatic account approvals (email validation required) or being notified by email when a new user signs up for an account so that you can allow disallow their access, assign to select groups or set other restrictions.

Maintaining consistency

The key linking your DRM console and your end readers is the file itself. It is unique and there cannot be any duplicates. You can overwrite documents but you cannot add the same document twice. So before distributing a document, make sure that you proof read it and test the download links etc. Once a document is distributed any changes to the files stored on the server or their permissions could affect your readers accessibility. For example if the earlier version had different users assigned as authorised readers, if they are not set on the updated document then readers with the first version will not be able to view the new document.

File update and overwrite

Modification to existing documents is not recommended, especially after distribution to your readers. However a document's details can be modified by selecting the "Edit" link beside its entry in your document menu. To update the actual document file requires that you upload an original file of the same name.

When you upload a new file to replace an existing one, until it's saved to the database, the protected version will not be updated. If also providing links to the originals, by not completing the sequence past "update existing file" will enable you to update the original file only (word, xls, pdf).

Statistics and usage counts

Each time a document is validated the hit is recorded so that Authors can monitor usage and the popularity of their content. Registered authors can view the hits on their documents and if needed reset usage counts for individual users. If an account is regulated by credits for validation hits then the Author's Preferences will show the current balance of hits in credit.

How hit counts work

Each time one of your users requests permission to open a DRM protected document their ID and access rights are checked against the database. Each request that is unique in any given session is recorded as a hit against the author's account. For example if a user requests authorization for 3 documents in the one session then the total of hits recorded will be 3. If the same user loads and reloads the same document several times the recorded hits will still be 3.

The exception to the rule is if the visitor is either the site administrator, an admin for the Group that the document belongs to, or is the author of that Group or document, then the total hit count will be 0... enabling authors and administrators to check, edit and test their deliverables without being penalised.