This guide walks you through how to manage PDF-specific permissions in ark, allowing you to control whether LPs can download, print, or copy text from PDFs. Permissions can be set during upload or adjusted at any time for individual or multiple files.
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What You’ll Learn
By the end of this guide, you’ll be able to:
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Set PDF permissions that control LP actions
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Use toggles to enable or restrict printing, downloading, and copying
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Apply permission settings in bulk or one by one
Who Can Use This Feature
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Basic Admin users
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Ark Client Admin users
Understanding PDF Permissions
When a PDF is uploaded to ark, three specific permissions can be managed:
| Permission | What It Controls |
|---|---|
| Download | Allows LPs to download the PDF to their device |
| Allows LPs to print the PDF from within the portal | |
| Copy | Allows LPs to copy and paste text from the PDF |
These permissions are enabled by default. However, if a PDF had restrictions (e.g., password protection) before upload, those settings will still apply and will override the toggles set in ark.
Step-by-Step: Setting Permissions During Upload
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Navigate to the Documents tab
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Click into a folder and select + Add New > Upload Files
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During the upload process, locate the Download, Print, and Copy toggles
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Adjust each toggle based on how you want LPs to interact with the file
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Complete the upload process by selecting the correct tags and clicking Upload
Step-by-Step: Editing Permissions After Upload
Bulk Edit Permissions
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Go to the Documents tab
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Select the checkboxes for the files you want to update
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Click Actions > Bulk Edit
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Adjust the toggles for Download, Print, and Copy
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Click Apply to save changes
Edit Permissions One by One
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Locate the document in the file list
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Scroll right to see the permissions columns
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Toggle Download, Print, and Copy as needed
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Changes save automatically
For large batches, the Bulk Edit tool is recommended for speed and consistency.
Tips & Best Practices
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Use the impersonation feature to test how PDF permissions behave for LPs. This can be found in the Contacts' tab.
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If a PDF toggle is enabled but the action is still blocked, check if the original file has password protection or digital restrictions
FAQ
Q: Why can’t a user print or download even when the toggle is on?
A: The original PDF may have restrictions embedded before upload. You’ll need to re-save the file without restrictions and re-upload.
Q: Can I remove permissions after the file is published?
A: Yes. Permissions can be changed anytime, even for published documents.
Next Steps
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To control visibility over time, refer to How to Archive Documents in ark
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For uploading and organizing files, visit How to Upload, Tag, and Manage Documents in ark
If you have any questions, reach out to us at support@arkpes.com - we're here to help!