Setting Default Properties for Documents

The Watermark setting controls the display of shaded text in the background of each Microsoft Word and HTML document page and indicates the document's current status except published. (Approved documents do not show a watermark.)

Note: Watermarks are always on when using the Office Online Module.

1. Click Settings & Tools > Content Setup, and then click Default Properties.

2. Click the Documents tab.

3. In the Watermark Settings section, select Use Watermark (MS Word and HTML only).

4. (Optional) If you want to change the color of the watermark, do one of the following:

   • Type a new hexadecimal color code, and then press Enter.

   • In the color menu, select a color, type RGB codes, or type a hexadecimal color code.

   

5. Click Save.

   A watermark, which users cannot remove, appears in a document when printed and on screen.

   

The Workflow setting controls the display of options for documents in the More menu.

1. Click Settings & Tools > Content Setup, and then click Default Properties.

2. Click the Documents tab.

3. In the Workflow section, do any of the following:

   • Select Disable allowing users to optionally mark a document as read to hide the Mark as Read option in the More menu. By default, a user who has access to an approved document can mark it as read even when that user is not designated as an assignee. This option applies only to the document content type.

   • Select Add owners of replaced documents as required reviewers on replacing documents, to add the owner of the document being replaced as a required reviewer on the replacement document.

4. Click Save.

When the Enhanced Validation setting is enabled, a user is required to validate their identity either by entering a personal identification number (PIN) or by providing their user name and password to complete a task such as marking a document as read, accepting a document in review, or approving a document.

Important: Enhanced Validation can also be enabled or disabled on document templates and individual documents. Changing the Enhanced Validation setting in Content Setup - Default Properties does not affect this setting in existing templates and documents. It will, however, become the default setting for new document templates.

1. Click Settings & Tools > Content Setup, and then click Default Properties.

2. Click the Documents tab.

3. In the Enhanced Validation section, do the following:

   • To set validation on document templates by default, select Require Enhanced Validation on Document Templates by Default.

   • To require a user to provide their user name and password (an electronic signature, in effect) to complete a task, select Require Login Credentials for Enhanced Validation.

     Note: This option is not applicable if single sign-on is enabled and is not available for stand-alone assessments or campaigns.

   • To require a user to enter a PIN to complete a task, select Require PIN for Enhanced Validation. An email containing the PIN is generated and sent to the user completing the task and if a user forgets their PIN, an email can be resent.

4. Click Save.

The Download Source File setting controls the downloading and viewing of documents.

Important: A downloaded document is no longer protected by PolicyTech security features.

1. Click Settings & Tools > Content Setup, and then click Default Properties.

2. Click the Documents tab.

3. In the Download Source File section, do any of the following:

   • Select Allow Download of Source Files, to allow document viewers to download a document in its native file format

   • Select Force download of PDF files for viewing, to disallow PDF documents from displaying in PolicyTech or in a browser. Instead, the user is prompted to download the file for viewing offline. This setting is disabled by default.

4. Click Save.

The Upload Security setting allows you to restrict the type of file that can be uploaded into PolicyTech. By default (when the Upload Security box is left blank), users can upload any type of file when using the following features:

• Import / Overwrite (when adding content to document)
• Attachments: External File (when adding content to a document)
• Import Documents

1. Click Settings & Tools > Content Setup, and then click Default Properties.

2. Click the Documents tab.

3. In the Upload Security section, in the Allowed File Extensions box, type the file extensions that can be uploaded into PolicyTech in a comma delimited list, such as the following:

   .docx, .xlsx, .html, .pdf

   With a list of allowed extensions specified, an upload attempt of any file with an unlisted extension will be blocked.

   Important: Be sure to include a period before and a comma after each extension. Spaces are ignored.

4. Click Save.

The Default Properties Wizard Views setting allows you to determine the user grouping to display for documents by default when selecting users in the Properties Wizard.

1. Click Settings & Tools > Content Setup, and then click Default Properties.
2. Click the Documents tab.
3. In the Default Properties Wizard Views section, choose the option owners will see by default when making task assignments.

   Each option corresponds with the Select From menu in a user selection step (Writers, Reviewers, Approvers, and Assignees) of the Properties Wizard.

   

4. Click Save.

The Microsoft Integration setting allows you to enable the PolicyTech Tools add-in with Office Add-ins Store or Microsoft 365 Centralized Deployment. You can also have the add-in automatically open when editing documents.

1. Click Settings & Tools > Content Setup, and then click Default Properties.
2. Click the Documents tab.
3. In the Tools Add-in section, do any of the following:

   • To automatically deploy the PolicyTech Tools add-in when a user first opens a document in edit mode, select Use Office Add-ins Store to enable PolicyTech Tools add-in.

   • To deploy the PolicyTech Tools add-in without requiring user access to the Microsoft Office Add-ins Store, select Use Microsoft 365 Centralized Deployment to enable PolicyTech Tools add-in.

   • To have the PolicyTech Tools add-in open in a panel to the right as soon as a user opens a document, select Add-in automatically opens when editing documents.

4. In the Default Edit Mode section, if you select Set default edit mode for all users, then you can choose to click either Open with Microsoft 365 for the web or Open in Microsoft 365 desktop app (2016 or later) box.

   • (Optional) To disallow users to change their own default edit mode, deselect Allow users to change their personal default edit mode.

     With both Set default edit mode for all users and Allow users to change default edit mode selected, the Edit Document (Default Mode) button is displayed with the same drop-down that would be shown if the user had selected a default. Clicking Edit Document (Default Mode) immediately opens the documents using the admin-set default mode.

     With Set default edit mode for all users selected and Allow users to change default edit mode NOT selected, the Edit Document button is displayed WITHOUT the drop-down. Clicking Edit Document immediately opens the document using the admin-set default mode (instead of showing the edit options pop-up).

5. Click Save.