How to “Time-bomb” a Confidential File with Vera
This is the second installment in our How-To series: an ongoing set of product posts full of tips and tricks for getting the most out of Vera.
Self-destructing messages are certainly attention grabbing, but there are many legitimate reasons to limit someone’s ability to view or edit a file, by time, by usage, or even by role. We have customers today using this capability to manage job offers and term sheets that expire after a specific date. Some are even managing the lifecycle of business records and classified data types that must be destroyed after a certain number of days, weeks, or months.
Fortunately, doing this is very straightforward with Vera. We provide a number of tools for admins and individual users to automatically expire access to a file with our simple, flexible policy management page. Let’s look at what a policy looks like, and how you can use it to protect a document.
First, open up the Vera Dashboard. To do this from your desktop, just choose ‘Open Web Portal’ in the client.
Once you’re logged in, select the Policies tab on the left-hand side, where you’ll see a list of the policies created for your organization. As an admin, I can drill into one and adjust settings, which will affect all files with that policy, in real-time.
In addition to controlling Copy/Paste, Save As, and Printing, the options at the bottom allow me to do some pretty cool things.
In addition to adding a watermark, I can also:
- Enable a one-time view. Perfect for secret agents or simply limiting access to information, this setting will allow any recipient with access to open a file only once. After the file has been closed, it won’t be accessible again unless you explicitly grant it.
- Set a time-bomb duration. Very useful for information that has a specific shelf life, like pending contracts, regulated pharmaceutical collateral, or online coupons with expiration dates. From the time a document is created or shared, you can limit how long it will be accessible for.
- And, I can allow or disallow offline access. This last setting lets me control if a recipient can take a file offline and open it without checking permissions against the server. Enabling offline also lets me control how long those permissions will live without checking back in again.
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