1.1 Overview

The Content tab is the primary place where you will manage your files and folders.  This tab has 3 main sections:

1. FILES (or CONTENT) section in the middle
2. FOLDERS section on the left-hand side – refer to Section 1.8 Using Folders for more details but one important note to be aware of is the Search bar in this section is folder searches, not file searches.
3. ADD CONTENT, SEARCH and FILTER section along the top – the ADD CONTENT function is described in the following section. 

   The SEARCH function at the top right-hand side allows you to search for a FILE NAME or a TAG.  A ‘tag’ is a meta keyword that you would add when uploading and protecting your content

   
   The FILTER function at the top left-hand side allows you to filter the content by their type – DOCUMENT or IMAGE or VIDEO (if video is enabled on your account).
   

 

1.2 Protecting Content

1. Click the button and the “Add Content” box appears
2. Upload Content: you can upload content (as a single file or multiple files) via two methods:
   1. Click BROWSE and select your file(s) from your computer or a network
   2. Drag and drop your files from anywhere onto this screen
      
      

       IMPORTANT NOTE: if you select multiple files to upload, they must be all documents, or all images, or all videos.  You cannot mix different types of content since they have different Content Settings that apply. Click here to view the list of supported input formats.

3. Content Settings: choose the default setting or another Content Setting that you have set up (refer to section 5.2 for more details on creating Content Settings)
4. Tags: enter any Tags that you wish to apply to the content – tags are keywords or other meta data you wish to use to define your content so you can search for it more easily in the Content tab, or users can search for tags in the user portal (if the ‘Portal’ has been enabled)
5. You may complete the process here by clicking on Save & Exit, or continue to the Advanced Options and Permissions.

Advanced Options Tab

 6. There are additional advanced options that you may wish to apply to your content such as:

For Documents & Images:

1. Content Name: you can enter a different file name if you wish to change it from the original
2. Pages to Leave Unprotected: this applies to the protected PDF file only (not the web version); it allows you to leave specific pages in your document unprotected – for example, the title page and table of contents or an executive summary
3. Disable Web Viewer: allow you to disable the access to the secured web link, and instead, focus on the secured PDF version of your secured document(s).
4. Notify User When New Version is Available: the default is always checked so end users will always be notified when there is a new version (or even an update made) to the original file that was uploaded
5. External Key: this option is available to Enterprise customers only; it allows you to store your own ID for your own document management, content management, CRM or other system

For Videos:

1. Content Name: you can enter a different file name if you wish to change it from the original
2. Upload Thumbnail: you can add a thumbnail image as the preview image in the video player.
3. External Key: It allows you to store your own ID for your own content management system.
4. Notify User When New Version is Available: the default is always checked so end users will always be notified when there is a new version (or even an update made) to the original file that was uploaded

PERMISSIONS TAB

7. This is where you assign USERS or GROUPS to have access to your secured content:

1. Add Users or Groups: check the box beside any of the users or groups you wish to assign permissions to this file; the selected users and/or groups will appear in the right-hand side. If you haven’t already set up any Users or Groups, you can always come back to add the Permissions later
2. DRM Policy: you may select a DRM Policy from the drop-down menu if you wish to apply one at this level (see the DRM Policy section for more details about other places you can apply a DRM policy)

8. Click Save & Exit and your content will go through an uploading and processing stage.

IMPORTANT NOTE: For video uploads or larger file uploads, the processing stage may take some time as the files are being converted into their protected formats. You will only see the protected file links when this processing has completed.

 

1.3 Opening Protected Content

 Vitrium offers 2 types of protected content:

1. SECURE WEB LINK (available for documents, images and video content) – this is an HTML5 web version of your content. Your original file has been converted to a web-friendly format with 256-bit AES encryption and can be opened on any web browser on any device. The content cannot be downloaded but there is an ‘offline access’ feature available for documents and images.
   

   Supported Browsers: all currently supported versions of Chrome, Firefox, Safari, Edge, Internet Explorer, Opera

2. SECURE PDF FILE (available for documents and images) – this is a protected PDF file with 128-bit AES encryption that your users can download to their own computer. The file can be opened with Adobe Reader or Acrobat, on a PC or Mac desktop environment. Although the file can be downloaded, it will remain encrypted and protected no matter where it travels.

   Supported Applications: all currently supported versions of Adobe Acrobat Reader DC or Adobe Acrobat Pro DC

SECURE WEB LINK

To copy and share the secure web link with your users, you can do this in one of two ways:

1. Click the web link and, once it opens in a web browser, copy the URL address,

        -OR-

2. Right-click on the link and select “Copy Link Location” and then paste the URL link in an email, your website, or any other method of distribution you are using.

To open the secure web link:

1. First, ensure you set yourself up as a test user and assign yourself with permissions to view the content:
   1. Click the Permissions icon
   2. Click Add, then click the + symbol beside USERS
   3. Enter your test username and password, then click SAVE & EXIT (you can learn more about the other user fields in Section 2 Users)
   4. Select a DRM policy from the drop-down menu, then click ADD PERMISSIONS
   5. Click SAVE & EXIT one more time
2. Once you’re assigned permission to access the content, click the web link icon and log in with your test username and password – you’ll see this login page:
   
3. Once logged in, you should see Vitrium’s web viewer:

 

SECURE PDF / PROTECTED PDF file

Vitrium’s protected PDF file can be opened with Adobe Reader or Acrobat, on a PC or Mac desktop environment only. Your end user does not require a plug-in to access the protected content but the user may be prompted with some messages in Adobe: (1) to allow the communication to occur with the Vitrium server for authentication, or your server if you have Vitrium installed on your environment, and (2) to disable the Adobe global object security policy.

To DOWNOAD the protected PDF file to send to your customers or upload it to your website or other system:

1. In the Content tab, find your file and click the download icon under the Secure PDF column
2. Depending on which browser you’re using will depend on how the download occurs
3. If you save the file, browsers like Chrome will automatically save it your Downloads folder on your computer and the file will have your original file name, along with the extension –protected (i.e. Your File Name-protected.pdf)
4. You can now send this protected PDF file to your users or upload it to your website or another system

To OPEN the protected PDF file: 

1. Unless you have Adobe Reader installed as the default PDF viewer on your computer, when you open the protected PDF file, it may open automatically in Chrome’s built-in PDF viewer – this will NOT work and you should set Adobe as your default viewer
2. In your downloads folder (or wherever you saved the file), right-click on the file and select “Open With”, then select Adobe Reader from the menu (check the box “Make this my default”), then click Open

1.4 Understanding Column Functions

CONTENT NAME

This is the name of the file you uploaded. You can change this in the Advanced Options tab when you upload or edit content.

ADDED ON

This is the date when the file was uploaded into Vitrium.

PERMISSIONS

This is where you can add or change permissions (add users or groups) to the file.

WEB LINK

This is one of the protected file outputs, the secure web link that you can send to your end users to unlock or view the protected content. They can open this link using any web browser, from any type of web-enabled device.

SECURE PDF

This is the other protected file outputs, the downloadable protected PDF file (available for documents and images only) that you can send to your end users to unlock or view the protected content. They can open this with Adobe Reader or Acrobat, on a PC or Mac desktop environment only, without the need to download a plug-in. 

ACTIVE

This is where you can de-activate a file if you no longer wish to allow end users to access it. You can later re-activate the file or delete it entirely from the system.

REPORT

This is where you can access a ‘User Activity Log’ report for the file you click on. You will be redirected to the Reports section and you will see who has opened the file, on what date and time, from which IP address, from what type of application or browser, and more. 

EMBED CODE (Professional & Enterprise only)

This is an iFrame code that you can use to embed the protected web version of your file onto your website, portal or other 3^rd party application.

VERSION (Enterprise only)

This allows you to manage and control the different versions of files you might have. All customers (including Standard and Professional accounts) can replace content but the ‘version’ functionality allows you to keep previous versions while adding new ones.

a) Add a New Version

To add a version, click the  icon and a pop-up window will appear.

Click BROWSE to find the newer version of your file, change the name if you wish, then click ‘Save Version’.

b) Manage Versions

Once you have more than 1 version set in place, the icon will change to , which would also indicate how many versions of the original document have added or changed (in this case, 2 versions). If you click the ‘Manage’ button, you will be redirected to a new page where you will see the different versions:

1.5 Replacing Content

If you accidentally uploaded the wrong file or you want to change an existing file, you can click on the file to replace the content. Beside the ‘Replace Last Version Content’ field, click BROWSE or drag and drop the new file into this window. If you don’t require any other changes, click Save & Exit and this will re-process your file.

IMPORTANT NOTE: When replacing content, these changes will appear immediately for the web viewer content, but for the protected PDF version, you will need to re-download it and re-send the updated version to your end users.

1.6 Changing Content Settings

If you wish to change the Content Settings for a file because you decided to allow printing after not allowing printing, or you wanted to use a different watermark, you can do this easily in the Edit Content pop-up box by and selecting a different Content Settings (assuming you already created it) or clicking the + symbol to create a new Content Settings.  Once you have the new Content Settings you wish to apply, click Save & Exit and this will re-process your file.

IMPORTANT NOTE: When changing Content Settings, these changes will appear immediately for the web viewer content, but for the protected PDF version, you will need to re-download it and re-send the updated version to your end users.

1.7 Deleting Content

You can delete a single file or multiple files from within the Content tab. Select the file(s) that you wish to delete, then the ADD CONTENT button will change to DELETE CONTENT. Click this Delete Content button and you will see another prompt confirming your deletion as these files will be permanently deleted from the Vitrium system and you cannot get them back. If you are absolutely certain you want to delete them, then you can click DELETE.

1.8 Understanding Offline Unlock

If you have a customer who is in a location with no access to Internet but they need to unlock a protected PDF file, you can do this via the ‘Offline Unlock’ feature, either at the file level or user level.

IMPORTANT NOTE: The ‘offline unlock’ feature only works with the protected PDF file, not the web viewer version of the file.

End User Steps – STAGE 1

1. The user should open the protected PDF file using Adobe Reader
2. Near the bottom of the login page, they should check the ‘offline unlock’ statement and, once clicked, the user should see an access code that they will need to provide to the Vitrium administrator
   

Vitrium Administrator Steps

1. In the Vitrium Content tab, click the file in question and go to the Offline Unlock tab
2. Enter the following information:
   1. Username = enter the person’s username that needs the offline unlock
   2. Allow offline access for = enter however many days you feel comfortable in providing
   3. Access code = enter the access code that the user has provided to you (see steps above)
   4. Click the GENERATE UNLOCK CODE button
      
3. You should then see an unlock code that you can provide to the end user
   

End User Steps – STAGE 2

The end user should then enter the unlock code provided to them in their protected PDF file at step 2 indicated below, then click UNLOCK and the file should open successfully

1.9 Using Folders

This is the area where you can sort and organize your files and content into different folders.

Add a New Folder

1. Click on the Add Folder button 
2. Enter the Folder Name and click Save & Exit
   
3. For Enterprise Customers, if you wish to add an external key to your folder, you can click on the Advanced Options tab and enter one there.

Moving Content to a Different Folder 

1. You can drag and drop a file from one folder to another folder

Rename Folder

1. Click the arrow beside the folder you wish to rename and select Edit folder
2. Rename the folder, then click Save & Exit

Download Folder

1. Click the arrow beside the folder you wish to download and select Download Folder
2. This bundles and zips into a file the selected folder and all its subfolders and protected files

Permissions (Folder Level)

If you wish to set Permissions and a DRM policy at the folder level, follow these instructions:

1. Click the arrow beside the folder you wish to assign Permissions to and select Permissions
2. Add the appropriate Permissions, then click Save & Exit

Delete a Folder

1. Click the arrow beside the folder you wish to delete and select Delete Folder
2. A pop-up window will open asking if you wish to delete the folder; click OK if you agree

   IMPORTANT NOTE: you can only delete subfolders and not the root folders.