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Publishing Guidance - User Lists

UserlistsUserlists - If you know who your users are and are happy to use Drumlin as the end-user reader rather than Javelin then it is possible to create secured files that are 'pre-authorized' which makes the whole process simpler for both yourself and especially, for the end user.

This is particularly useful if you have large numbers of documents to provide securely to a fixed group of known users. Click herefor a video demo of this facility. As before, the steps are:

1. Download, install and register the free Drumlin reader/publisher software (to obtain the software for Drumlin please Download from here - 2.4 Mb zip file). Then, instead of creating a 'fully secured DRMX file', we will create a Basic DRM file.

2. Use the File menu, Publish option and select a test PDF on your PC/network for secure publishing - choose the Basic DRM file option and set the other options you would like to use as controls (e.g. View=5, Print=0, End date=31st December 2013) and press the OK button. You need to have an active Internet connection at this stage

3. Drumlin then sends strongly encrypted control information (NOT THE PDF FILE ITSELF) to our server. This includes the information necessary to identify your file (including the file name, your details and the controls you have applied) together with other security information. This information is stored on the server. At the same time your PDF file is strongly encrypted and the encrypted version is saved on your PC/chosen location with the file extension .DRM. Your original PDF file remains unchanged.

4. You can now use your Drumlin file menu, Open option, to open and view the DRM file you have created. This file has the security controls you applied and is immediately readable, so does not require separate authorization or access to the central DRM service. This sounds great, is very quick and easy, but actually anyone can read this DRM file if they have a Drumlin reader, which is probably not the result you wanted! To make sure it can only be read by a specific user or group of users you need to have access to the UserLists facility. By default this may not be enabled in your Publishing screen, so contact us byemailif you wish to have the facility enabled. For ongoing use, and for the associated utility programs for userlist management, please order the Userlist option via the onlineStore

5. To specify which users are allowed to open your DRM file you must create a list of these with their Drumlin userIDs. The process is described in the online help system, Publishing Facilities section, User Lists subsection (pleaseClick here for the help page). Once you have selected the users for whom the document or documents apply, you publish them exactly as in step 3, above. You can then supply the DRMs to the relevant users and they can open them immediately using Drumlin, but other people cannot access them. If you need to add or alter the list of users permitted to open the documents you can do this by re-publishing the documents with a new list or by modifying the list using a utility program we provide.

6. There are lots of checks and log files to make sure that as far as possible this all works smoothly. However, if there are questions or problems these can generally be sorted out very quickly. Facilities for this include:
(a) a file called PublishingHistory.csv on your PC somewhere like:
C:\DocumentsandSettings\<username>\Application Data\DrumlinSecurity\Drumlin
which is very useful, as it contains lots of information about your publishing activities.... - you can access this within Drumlin via the Tools menu, Publishing History option and
(b) there are several other files like this in the same location which are useful... such as the Drumlin.History file (can be opened with Notepad etc), AuthorisationHistory.xml and in the logs subdirectory, a full log file of usage of Drumlin and any issues or errors that arise
(c) Within Drumlin itself there are facilities on the Help menu to assist end users. These include the Welcome document, the links to onlinehelpandfaqs, the Updates... facility for automated updating of their software, and the ABOUT form, which includes a SEND LOG FILE button... this latter facility automatically sends the user's log file and settings file to our support desk by email in case of problems that cannot easily be resolved
(d) users can double-click on a DRM or DRMX/DRMZ file to open it with Drumlin. If they do this with a DRMX/DRMZ file it will ask if they wish to authorize it - if they have done so already it will detect this. Users should not try and re-authorize a document as this will generally fail (because the code they have used will typically have been used already)
(e) user activity is logged on our central servers, so it is possible for use to identify end-user issues and actvities remotely. It is also possible for us to report on such activities to the relevant publsiher and to enable/disable documents and users if absolutely necessary (applies to Drumlin rather than Javelin use).

7. Publishers often have special requirements. By default the free service provides the core software and service publishers require. However, there are many additional facilities and services available - Please contact us byemailif you have any questions

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