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  5. BlackBerry Workspaces for Windows User Guide
  6. Sending files
  7. Send a protected file

Send a protected file

Sending a file creates a copy of the file which can then be managed in your Sent files, which is accessible from 
BlackBerry Workspaces
 mobile or web applications. You can also send a copy of a file from the 
Workspaces Viewer
. If you send a workspace file in this way, a copy of the workspace file is created and shared, and the sent file is a new instance of the file.
It is not possible to send multiple files in this way. To send multiple files, send a protected attachment via 
Microsoft Outlook
, or use 
BlackBerry Workspaces Web Application
.
 To send a copy of a file, you must be defined in your organization with an "Exchange sender" role, and your permissions for the file must be set to "full access" and no watermark.
  1. Do one of the following:
    • For files in the 
      Workspaces
       folder, right-click the file and select 
      Workspaces
      Send a copy
      . 
    • For files outside of the 
      Workspaces
       folder, right-click the file and select 
      Workspaces
      Send
      . 
    • In the 
      Workspaces Viewer
      , click 
      Send icon
       Send a copy
      .
  2. In the 
    Add recipients
     field, begin typing recipient's email addresses. 
    The autocomplete feature suggests matches as you type. Choose to add individual users (by email address), distribution list, or a 
    Microsoft Active Directory
     group (if your Organization’s 
    BlackBerry Workspaces
     server is connected to an 
    Active Directory
     server). 
  3. In the message box, type a message, if desired. 
  4. Click 
    Advanced settings
    .
  5. In the 
    Permission
     list, select the desired permissions from the drop-down list:  
    The permissions available and their defaults depend on what your organization administrator has set for your organization. You can change the default recipient permissions as desired for every file you send. 
    • Full access (not tracked)
      : Recipients can download an original or encrypted version, edit, copy-paste, and print. 
    • Advanced Rights Management: Download protected, edit, print, copy
      : Recipients can download an encrypted version, edit, copy-paste, and print. 
    • Advanced Rights Management: Download protected, edit, print
      : Recipients can view, download an encrypted version, edit, and print. 
    • Advanced Rights Management: Download protected, & edit
      : Recipients can view, download an encrypted version, and edit. 
    • Advanced Rights Management: Download protected, & print
      : Recipients can view, download an encrypted version, and print. 
    • Advanced Rights Management: Download protected: View
      : Recipients can view and download an encrypted version. 
    • Online only: View & print
      : Recipients can view files in the online viewer and print. 
    • Online only: View
      : Recipients can view files in the online viewer only.
    • Online only: Spotlight view
      : Recipients can view files in the online viewer in spotlight view only. In spotlight view, text is visible only in the region of the pointer; the rest of the text is obscured. 
  6. In the 
    Expiration
     list, set the time when the file will no longer be accessible by the recipients. Select a specific date, a time period from the list, or never. If you select 
    Specific date
    , choose the desired access expiration date from the calendar. 
  7. In the 
    Allow access to
     list, select who can access the file: 
    • Everyone
      : Everyone can access the file. 
    • Anyone within recipient’s domain
      : The recipient, and anyone else who signs in with an email in the same domain as the recipient, can access the file.
    • Recipients only
      : Only the recipients of the email can access the file. 
  8. In the 
    Watermark
     list, set whether the file is displayed with a watermark. 
    When user permissions are set to 
    Full access
    , watermarks are displayed only on PDF files.
  9. To allow comments, switch the 
    Commenting
     toggle on.
  10. If the 
    Require recipients to sign in
     check box is displayed, do one of the following: 
    • To ensure that recipients sign in to access the file, select the 
      Require recipients to sign in
       check box.
    • To allow recipients to access the file without signing in, clear the 
      Require recipients to sign in
       check box.
     For more information on this feature, see About requiring recipient sign in.
  11. To require read acknowledgement for the file, select 
    Require read acknowledgement
    .
  12. If you want to share annotations with the file, click 
    Include annotations
    .
  13. If you want to allow recipients to work on the files that you are sending, including uploading a new version, click 
    Enable collaboration
    .
    For more information on collaboration, see About collaboration.
  14. Click 
    Send
    . 
    A confirmation message appears.