Lock documents and packages

You can protect all or selected content in Microsoft Word created documents and packages by locking it upon build. This prevents users and recipients from editing the content in the document or package unless they know the password. For example, you may want to lock specific content so that sales representatives can edit a proposal's executive summary, but not terms and conditions.

Note: Project participants can still edit the locked content within the project.

You can set entire documents or packages to lock upon build in the document type properties. If you want to lock specific content records that are used within the document or package, you must lock the content in both the content record properties and the document type properties.

Lock a content record

  1. Locate the content record in the library.
  2. Right- click the content record and then select Properties from the Actions menu.
  3. Select the Lock Content After Build check box.
  4. Click Save.

Set a document type to lock upon build

  1. Go to Architecture > Document Types to open the "Edit Document Type Properties" page using one of the following methods:
    • Hover over the document type properties you would like to edit and click the Edit Edit icon icon.
    • Select the checkbox of the document type properties you would like to edit and click the Edit Edit icon icon at the top of the grid.
  2. Open the Details tab.
  3. Select the following After Build options from the Lock after build dropdown menu:
    • None: The Microsoft Word package or document can be edited after the build.
    • Content Marked as Locked: Locks only the content with the Lock Content After Build property enabled. If you select this option, you user must enter a password that will be required to unlock the file.
    • Entire Document: Locks the entire Word package or document. If you select this option, you must enter a password that will be required to unlock the file.
    • Entire Document with Track Changes: Locks the entire Word document and editing is only permitted via Track Changes. If you select this option, you must enter a password that will be required to unlock the Word file. Once a document has gone through all the appropriate reviews, only a manager or individual with the password can approve any Track Changes that have been made before sending the document to customers.
  4. Click Save.