This section covers the following topics:
This section covers the following topics:
Your rights (see Section 2.3, "About Rights") determine whether you can open a sealed document, and what you are allowed to do with the document once it is open.
To open a document that has been sealed using Oracle IRM, you must have Oracle IRM Desktop installed on your computer.
Rights:
To open a sealed document, you need the Open right. See Section 2.3, "About Rights".Use one of the following procedures to open a document in Microsoft Windows Explorer:
double-click the document name, or
select the document name, then select Open from the File menu.
Use one of the following procedures to open a document from the Microsoft Desktop:
double-click the document icon on the Desktop, or
right-click the document icon on the Desktop, then select Open.
Use the following procedure to open a document that is listed on a page in Microsoft Internet Explorer:
Click the file name, or right-click the file name and select Open.
In the File Download dialog, select either Open (to immediately open the sealed file in its associated application), or Save (to save the sealed file to a location from which it can be opened later).
Rights:
To open a sealed document, you need the Open right. See Section 2.3, "About Rights".If you have enabled Microsoft Office support (see Section 3.4, "Enabling Microsoft Office Integration" and Section A.1.1, "General Tab"), you can use the Oracle IRM Desktop toolbar to open a sealed document.
Use the following procedure to open a sealed document in a Microsoft Office application:
Open the Microsoft Office application.
On the Oracle IRM Desktop toolbar, click the Open Sealed button.
This opens the Open Sealed dialog, which lists sealed documents of the type shown in the Files Of Type drop-down list.
In the Files Of Type drop-down list, select the type of sealed file to open (for example, Sealed Word Document).
In the files area, select the sealed file to open.
Click Open.
You can also open sealed documents in the same way as other documents. For example, you can click the Open button in the Microsoft Word toolbar, and then select a sealed document from the familiar Open dialog. In this case, you can use the All Files option in the Files Of Type drop-down list to show any type of file, whether sealed or not.
This section covers the following topics:
If you have sufficient rights, as explained below, you can make changes to (edit) sealed documents in the same way and for the same reasons that you would make changes to unsealed documents.
As a prerequisite to editing a sealed document, you need the Open right. See Section 2.3, "About Rights". You will also need at least one edit right, as described below:
If you have been given the Edit right, you are able to edit a document as you would an unsealed document (unless other rights have been applied that restrict this). You may find that some application features have been restricted to increase document security.
If you have been given the Edit Tracked right, you are able to edit a document, but the track changes option is automatically invoked. (Applies only to Microsoft Word documents.)
If you have been given the Interact right, you are able to fill in form fields. If this is the only edit right you have been given, other types of edit are prevented.
If you have been given the Screen Capture right, you are able to take screen captures.
If you have been given the Program right, you are able to use macros that process or modify sealed content.
If you have sufficient rights, as explained below, you can use the clipboard to move content from one document to another.
If you have been given the Edit right, you can use the clipboard to help you. However, your ability to paste information to another document is controlled by additional permissions set up on the server to which the sealed document is synchronized.
Depending on your permissions on the server:
You might be allowed to paste within the same sealed document, but to no other document.
You might be allowed to paste to a document of the same type, for example from one Microsoft Word document to another Microsoft Word document, but not from a Microsoft Word document to a Microsoft Excel spreadsheet.
You might be allowed to paste anywhere you want, including to unsealed documents.
If you attempt to paste sealed content to an unauthorized destination, Oracle IRM Desktop displays a message explaining that you cannot.
Note:
Copying and pasting from sealed HTML is always disabled regardless of your rights and permissions.This section covers the following topics:
Using Windows Explorer to Create a New Microsoft Office Document that is Sealed from the Outset
Using Microsoft Office to Create a New Document that is Sealed from the Outset
You can create a new sealed document in more than one way:
For Microsoft Office documents, you can create a blank document that is sealed at the point of creation.
For other document types, you must first create an unsealed document as you would normally, and then seal the document.
In both of the above cases, you create the sealed document either by using menu items in Windows Explorer, or by using the Oracle IRM toolbar within a Microsoft Office application. If you have unsealed documents as icons on your Microsoft Desktop, you can seal them using the icon's context menu. These options are explained in the sections that follow.
If you do not want unsealed versions of your sealed documents to exist, you may be able to set an Oracle IRM Desktop option that will remove the unsealed version when a sealed version is created. (See Section A.1.2, "Desktop Sealing Tab"). This option may already have been set (or disabled) by your system administrator.
Rights:
To seal a document, you need the Seal right. See Section 2.3, "About Rights".Use the following procedure to create a new document that is sealed from the outset:
In Windows Explorer, select the File menu and choose New, then choose the Sealed menu item for the document type that you want to create. For example, to create a new sealed Word document, choose Sealed Word Document.
In the Select Context dialog, select the context to which you want to seal the new document.
If the context that you want to use is not shown, try refreshing the list by clicking the Refresh Contexts button.
Select a location and enter a name for the new document.
If more than one type of sealed file is available from the Files of type drop-down list, choose the type that you require.
If you have been authorized to allocate item codes manually (see Section 2.7, "About Sealed Document Item Codes"), you will see an Options section on the dialog for naming a document. To set the item code, check the Update Item Code box (if not already set), select the Use This Item Code option, then enter an item code in the accompanying text box.
Save the new document.
The new sealed document is opened in the appropriate application, if available. You can then work on the sealed document to the extent that your rights allow.
Rights:
To seal a document, you need the Seal right. See Section 2.3, "About Rights".If Microsoft Office support is enabled (this is an option on the General tab of the Oracle IRM Desktop Options dialog), use the following procedure to create a new document that is sealed from the outset:
In the Microsoft Office application, select the New Sealed icon on the Oracle IRM toolbar.
On the resultant menu, do one of the following:
select the context to which you want to seal the document, or
if the required context is not shown, select the Select Context menu item, or
if you want to base your new sealed document on a sealed template (in which the context will already have been set), select the From Sealed Template menu item.
If you have opened the Select Context dialog, select the context to which you want to seal the new document.
If the context that you want to use is not shown, try refreshing the list by clicking the Refresh Contexts button.
If you have opened the Select Sealed Template dialog, select the sealed template on which you want to base your sealed document.
You may have to change the type of template shown in the Files of type drop-down list to see the template that you want.
Select a location and enter a name for the new document.
If more than one type of sealed file is available from the Files of type drop-down list, choose the type that you require.
If you have been authorized to allocate item codes manually (see Section 2.7, "About Sealed Document Item Codes"), you will see an Options section on the dialog for naming a document. To set the item code, check the Update Item Code box (if not already set), select the Use This Item Code option, then enter an item code in the accompanying text box.
Save the new document.
The new sealed document is opened. You can then work on the sealed document to the extent that your rights allow.
Rights:
To seal a document, you need the Seal right. See Section 2.3, "About Rights".Use one of the following procedures to create a sealed version of a document that already exists:
In Windows Explorer, select the unsealed document, select the File menu, select Seal To, then select Select Context. In the Select Context dialog, select the context, then click OK.
On your Microsoft Desktop, right-click the icon that represents the unsealed document, select Seal To, then select Select Context. In the Select Context dialog, select the context, then click OK.
If Microsoft Office support is enabled, open the unsealed document in the Microsoft Office application and select the Save As Sealed button in the Oracle IRM toolbar.
If you have been authorized to allocate item codes manually (see Section 2.7, "About Sealed Document Item Codes"), you will see an Options section on the dialog for naming a document. To set the item code, check the Update Item Code box (if not already set), select the Use This Item Code option, then enter an item code in the accompanying text box.
This section covers the following topics:
If you have sufficient rights, you can save changes that you make to a sealed document.
It is very unlikely that you will have the right to edit a document but not the right to save changes. However, there are occasions when this might be the case. For example, you might have the right to change the values in a sealed Microsoft Excel worksheet so that you can plot charts for different scenarios and compare various projections, but you might not have the right to save changes to the worksheet.
Caution:
When working with plain text files, be aware that any format changes or other operations you make that are not supported by the text file format will be lost when you save the file.You may want to make changes to a sealed document but save the changes in an unsealed copy of the document. See Section 4.6, "Unsealing Sealed Documents".
Rights:
To save changes to a sealed document, you need the Reseal right. See Section 2.3, "About Rights".Use the following procedure to save changes to a sealed document:
Use the Save or Save As options as usual.
To save a copy of a document that is shown within Internet Explorer (for example, a PDF document), use Internet Explorer's Save (or Save As) option.
This section covers the following topics:
If you have sufficient rights, you can change the context that a document is sealed to. When doing this, you can choose to retain the original document (in a different location or with a different name), or you can overwrite the original sealed document.
During the lifecycle of a specific document, it might be appropriate for it to be sealed to different contexts at different times. For example, if you have a document sealed to a "work-in-progress" context (see Section 2.4, "About Contexts"), you might want to change it to a "published" context. Similarly, a document that is highly sensitive at the beginning of its lifecycle might become less sensitive after public announcements have been made.
Rights:
To change the context that a document is sealed to, you need the Copy To right for the current context and the Seal right for the destination context. See Section 2.3, "About Rights". You are limited to changing to certain trusted contexts. If there are any trusted contexts that you can change to, they are listed at the bottom of the Rights tab of the Oracle IRM Desktop Control Panel, in the Trusted Destinations section.Use the following procedure to change the context to which a document is sealed:
Right-click the sealed document in Windows Explorer.
If the sealed document is represented by an icon on your Microsoft Desktop, you can right-click that icon instead.
From the menu, select Reseal To.
In the Select Context dialog, select the context that you want to seal the new version to, then click OK.
Do one of the following:
To create a copy of the document sealed to the new context, change the directory or the file name, then click Save.
To replace the original document, click Save.
This section covers the following topics:
If you have sufficient rights, you can unseal a sealed document (that is, you can make an unsealed copy of a sealed document). The unsealed document can then be used without restrictions. The rights to do this are usually given only for relatively non-sensitive documents.
Rights:
To unseal a sealed document, you need the Save Unsealed right. See Section 2.3, "About Rights".Use the following procedure to unseal a document:
Do one of the following:
Open the sealed document in its normal application and, from the File menu, select Save As.
Right-click the document in Windows Explorer and select Unseal.
Right-click the icon that represents the document on your Microsoft Desktop and select Unseal.
In the Files of Type drop-down box, select an unsealed file type.
If required, change the location and name of the document, then click Save.
This section covers the following topics:
You can search sealed documents, subject to your rights, as follows:
You can use the search facility provided within any application that displays a sealed document that you have the right to open. For example, you could use the search facility provided by Microsoft Word to search a sealed Word document that you are viewing. This type of search does not require a specific right: you can search any sealed document that you can open.
You can use the search facility in your operating system (for example, the Windows Explorer file manager in Microsoft Windows XP) to search folders that contain sealed documents. If you have the Search right, search results may then include matches in sealed documents as well as unsealed documents. To use this search facility, you must at least enable search within Oracle IRM Desktop (see Section 4.7.2, "Enabling Sealed Documents to Be Searched"). Additionally, for the Microsoft Windows 2008, Microsoft Vista, and Microsoft Windows 7 operating systems, you must also configure Oracle IRM Desktop for the Microsoft Indexing Service (see Section 4.7.3, "Configuring for the Microsoft Indexing Service").
Note:
If you do not configure Oracle IRM Desktop for the Microsoft Indexing Service, sealed documents may still be included in the results of a file search, but for the Microsoft Windows 2008, Microsoft Vista, and Microsoft Windows 7 operating systems, not all file locations will have been searched.Search integration supports sealed Microsoft Office formats, sealed HTML, sealed XML, sealed email, and sealed PDF.
You will usually be given the Search right for any documents for which you have the Open right. However, you may be given only the Search right, in which case you will be able to search for the content of sealed documents but not open those documents.
Searching any PDF, including sealed PDF, requires a PDF filter. If the computer from which the search is implemented has Adobe Reader installed, it will probably already have the necessary filter. If the search is to be implemented from a computer that does not normally have Adobe Reader installed, the required filter is, at the time of writing, freely downloadable from Adobe.
Even if you are not using one of the operating systems that requires Oracle IRM Desktop to be configured for the Microsoft Indexing Service, it may still be useful to do so if your organization stores large numbers of sealed documents on a file share. Doing so will enable the Microsoft Indexing Service to create indexes that include sealed documents, and searches of the file share will then find sealed documents more efficiently.
Note:
There are special procedures for enabling search within Microsoft SharePoint. See Section 8, "Using Oracle IRM Desktop with Microsoft SharePoint".Sealed documents will be included in the results of any file search only if Oracle IRM Desktop is set to enable the searching of sealed documents. This applies to any Windows operating system.
Additionally, to include all file locations within the Microsoft Windows 2008, Microsoft Vista, and Microsoft Windows 7 operating systems, you must also configure Oracle IRM Desktop for the Microsoft Indexing Service. See Section 4.7.3, "Configuring for the Microsoft Indexing Service".
Use the following procedure to enable sealed documents to be searched:
Open the Oracle IRM Desktop Options dialog (for example, from the Windows Start menu, by selecting Programs, then Oracle IRM Desktop, then Options).
On the Search tab, make sure that the Enable Search box is checked.
You can configure the Oracle IRM Desktop search feature to use the Microsoft Indexing Service to support sealed documents.
Note:
To include all file locations in searches within the Microsoft Windows 2008, Microsoft Vista, and Microsoft Windows 7 operating systems, you must configure Oracle IRM Desktop for the Microsoft Indexing Service.Note:
The Oracle IRM Desktop search feature can be used only with an account that uses basic authentication as the user authentication method. Other methods of user authentication, such as Windows Native Authentication (WNA) and forms authentication, cannot be used for the account.Use the following procedure to configure Oracle IRM for the Microsoft Indexing Service:
Open the Oracle IRM Desktop Options dialog (for example, from the Windows Start menu, by selecting Programs, then Oracle IRM Desktop, then Options).
On the Search tab, click Advanced.
On the Indexing Service Configuration dialog, click New.
On the Oracle IRM Server URL page, specify the address of the Oracle IRM Server that manages the rights for the sealed documents that you want to be able to index. You can find a list of addresses and port numbers on the Servers tab of the Oracle IRM Desktop Options dialog.
The Oracle IRM Desktop search service writes messages to the Windows event log to report the status of the sealed document search.
Use the following procedure to configure certain aspects of the search logging feature:
Open the Oracle IRM Desktop Options dialog (for example, from the Windows Start menu, by selecting Programs, then Oracle IRM Desktop, then Options).
On the Search tab, click Settings.
On the Search Log Configuration dialog, select the message categories that you want written into the Windows event log, then click OK.
This section covers the following topics:
There are two print rights for sealed documents, the Print right and the Print To File right. See Section 2.3, "About Rights". If you have one of these rights for a specific sealed document, you can print it as if it were an unsealed document. If you do not have a print right for a document, the relevant print menu options and toolbars are disabled.
Rights:
To send a sealed document to a printer, you need the Print to File right or the Print right. To print a sealed document to a file, you need the Print to File right. The Print to File right includes the Print right. See Section 2.3, "About Rights".Use the following procedure to print a sealed document:
Using the usual application for the document type, open the document that you want to print.
Use the usual method for printing a document. For example, select the File menu, then select Print.
This section covers the following topics:
Oracle IRM Desktop controls your use of screen capture mechanisms, including the mechanisms used by popular web conferencing applications.
If you have the right to screen capture, then you can do so in the usual way.
If you do not have the right to screen capture, Oracle IRM Desktop uses an image to mask sealed documents when you invoke the capture operation.
Rights:
To start a web conference and share a sealed presentation, you need the Screen Capture right. See Section 2.3, "About Rights".Use the following procedure to share a sealed presentation:
Start the web conference.
Share the sealed presentation as if it were an unsealed presentation.
If you do not have the Screen Capture right, remote observers will see a blanking image comprising numerous Oracle IRM logos.
Rights:
To capture the image of a sealed document from the screen, you need the Screen Capture right. See Section 2.3, "About Rights".Use the following procedure to capture an image of a sealed document from the screen:
Capture the image in the usual way. For example, Alt+PrintScreen.
Paste the captured image into the destination application. For example, in Microsoft Word, select the point at which you want the image to be inserted, then select the Edit menu and select Paste.
If you do not have the Screen Capture right, an image comprising numerous Oracle IRM logos will be pasted into the destination application instead of the captured image.
This section covers the following topics:
The Oracle IRM solution for opening, editing, creating, resealing, and searching sealed documents is as applicable to Microsoft Excel spreadsheets as it is to other Microsoft Office documents. What you are able to do with Microsoft Excel spreadsheets is determined by the usual sealed document rights, such as Open, Edit, Seal, and Search. See Section 2.3, "About Rights". Additionally, the Formulae right determines whether formulae (formulas) are revealed or concealed in sealed spreadsheets.
The ability to display content from one sealed workbook in the cells of another sealed workbook is supported. This is the facility in Microsoft Excel to set up a link between workbooks by copying data (using the Copy command on the Edit menu) from a cell in one workbook and then pasting it (using the Paste Special command on the Edit menu) into a cell in the other workbook.
Oracle IRM allows such links between workbooks only if both workbooks are sealed to the same context.
Note:
If the pasted content is derived from data in cells in the same document (for example, a chart created from nearby data cells), the pasted content will not show in the destination document.Oracle IRM will prevent unauthorized access to data. This means that if a link is created to a sealed workbook from an unsealed one, or if the user of one sealed workbook is not authorized to see the content of a sealed workbook linked to it, the content of a linked cell will be shown as "#REF".
You can use Oracle IRM fields (see Section 6, "Working With Oracle IRM Fields and Watermarks") to help reinforce the confidential nature of a Microsoft Excel spreadsheet.
Linking Microsoft Excel spreadsheets usually involves copying the contents of a cell in one spreadsheet and pasting it (using Paste Special) into the cell of another spreadsheet. This means that any changes made to the cell in the first spreadsheet will be reflected in the second spreadsheet.
However, to protect the cell content of sealed spreadsheets, there are restrictions on the use of Copy and Paste Special between separately opened Microsoft Excel workbooks: if you do not have copy rights (Copy or Copy To), the content will be pasted as fixed text, and not as text that will be updated when the source workbook changes.
Caution:
If you have existing unsealed spreadsheet files with links between them, seal all the files before updating the links between them. If you seal only the destination spreadsheet and then try to update the links to a pre-existing unsealed source, the links will be destroyed and will not be recoverable.Rights:
To open a sealed spreadsheet, you need the Open right. To seal a spreadsheet, you need the Seal right. To see formulas on a sealed spreadsheet, you need the Formulae right. See Section 2.3, "About Rights".Use the following procedure to update existing links in spreadsheets that were previously unsealed:
Seal both the source and the destination spreadsheet files.
Open the sealed destination spreadsheet file.
You will see the Microsoft Excel message telling you that there are links to other data sources.
Only if you have already sealed the source spreadsheet file, accept the option to update the links.
You will see the Microsoft Excel message telling you that there are links that cannot be updated. (This is because the file extensions have been changed from .xls to .sxls.)
Accept the option to edit the links.
You will see a list of links with the status Error: Source not found.
Use the dialog's change source facility to search for the sealed source file (with a .sxls extension).
If prompted to, log in to the sealed source file.
The links between the sealed spreadsheet files are re-established.
This section covers the following topics:
Creating a Sealed Microsoft Office Template from Within Microsoft Office
Creating a Sealed Microsoft Office Template Using Windows Explorer
Sealed templates have the same benefits as ordinary templates: they enable you to create new documents in a simple and consistent way. However, when you use a sealed template, the new document is sealed to the same context as the template. For example, if a template is sealed to the Top Secret context, then all documents created from it are sealed to the Top Secret context too.
Rights:
To open a sealed template or document, you need the Open right. To seal an unsealed template or document, you need the Seal right. To edit a sealed template, you need the Edit right, or an associated right. To save changes made to a sealed template, you need the Reseal right. See Section 2.3, "About Rights".Use the following procedure to create a sealed template from within Microsoft Office (this uses Microsoft Word as an example):
Make sure that Microsoft Office integration is enabled:
Right-click the Oracle IRM icon in the notification area (system tooltray) and select Options.
On the Oracle IRM Desktop Options dialog, select the General tab.
Make sure that the Enable Microsoft Office support checkbox is checked.
Open a Microsoft Word template that you want to seal, or open a Microsoft Word document that you want to save as a sealed template.
On the Oracle IRM toolbar, click the Save as Sealed icon.
Select a context for the sealed template.
After selecting a context, Microsoft Office displays a dialog to enable you to name the file and specify its type.
From the Files of type drop-down list, select a sealed template type.
For legacy Microsoft Office systems, select *.sdot. For Microsoft Office 2007, select *.sdotx or *.sdotm, as appropriate.
Specify an appropriate name and location for the template, and save it.
The document is saved as a sealed template, and immediately opened with Oracle IRM Desktop for you to continue editing if required.
Rights:
To seal an unsealed template, you need the Seal right. See Section 2.3, "About Rights".Use the following procedure to create a sealed template using Windows Explorer:
In Windows Explorer, select an unsealed template (for example, .dot, .dotx, .dotm, .xlt, or .pot).
Right-click the selected template.
Select Seal To and the context that you want documents created from this template to be associated with.
Rights:
To open a sealed template, you need the Open right. To edit a sealed template, you need the Edit right, or an associated right. To save changes to a sealed template, you need the Reseal right. See Section 2.3, "About Rights".Use one of the following procedures to edit an existing sealed template:
In Windows Explorer, select the sealed template, select the File menu, select Open, edit the document, then save it.
While using the relevant Microsoft Office application, select the File menu, then select Open. You can then use the Files of Type field on the Open dialog to specify that you want to open a sealed template. Edit the document, then save it.