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Channel Defaults: Watermarking

Updated

How to Configure Default Watermarking Settings

1. What This Feature Does

Watermarking settings allow administrators to control whether PDF files are automatically watermarked when accessed within TitanFile channels.

Watermarks help enhance document security by adding visible identifiers (such as user details or timestamps), discouraging unauthorized sharing and improving traceability.

You can define:

  • Whether watermarking is enabled by default for new channels
  • Whether users can enable or disable watermarking at the channel level
  • Whether watermarking changes should be applied to existing channels (retroactively)

2. Who Can Use It

  • Admin users can configure Watermarking settings

Plan-Based Behavior

For Non-Enterprise Plans

  • Settings apply across the entire subscription
  • When a setting is enabled, it is enforced for all users and all new channels
  • “Allow Channel Owners and Managers to...” determines whether users can override the default at the channel level

For Enterprise Plans

  • Settings act as feature controls (similar to admin configuration)

When a setting is:

  • Enabled → The option becomes available to assign in Manage Roles
  • Disabled → The option is not available anywhere in the system

Important:

  • A setting must be enabled here before it can be assigned to a role
  • For full control, settings should be managed through custom roles

For more granular control, we recommend managing these settings through custom roles in the Manage Roles page.

3. Step-by-Step Instructions

  1. Navigate to Channel Defaults
  2. Select Watermarking
  3. Configure the following options:

A. Enable Watermarked PDFs by Default

  • Toggle ON to enable watermarking by default in newly created channels
  • Toggle OFF to disable watermarking by default

B. Allow Channel Owners and Managers to Enable or Disable Watermarking

  • Toggle ON to allow users to enable or disable watermarking at the channel level
  • Toggle OFF to enforce the admin-defined default without user override

C. Apply Changes to Existing Channels (Retroactive Application)

When changing watermarking settings, a confirmation popup will appear with the option to apply changes to existing channels.

  • Select “Apply to all existing channels” to enforce the updated setting across current channels
  • Leave unchecked to apply changes only to newly created channels

Changes are saved automatically when toggles are enabled or disabled. There is no Save button.

4. What Happens After

For Non-Enterprise Plans

  • Settings are applied across the entire subscription
  • Changes can optionally be applied to existing channels if selected
  • Users follow the defined defaults (based on “Allow Channel Owners and Managers to...”)

For Enterprise Plans

  • These settings act as feature availability controls

When enabled:

  • The option becomes available in Manage Roles

When disabled:

  • The option is not available anywhere in the system

Important Behavior

  • If user control is disabled:
    • Users cannot modify watermarking at the channel level
  • If user control is enabled:
    • Users can override the default when permitted by their role
  • If retroactive application is selected:
    • Existing channels are updated to match the new watermarking setting
  • If retroactive application is not selected:
    • Existing channels remain unchanged

5. Best Practice for Enterprise

For greater flexibility and control:

  • Enable the feature in Channel Defaults
  • Use the retroactive option carefully when enforcing organization-wide changes
  • Then manage access using custom roles in Manage Roles

This ensures:

  • The right users have the right level of control
  • Existing channels are updated only when appropriate
  • Default roles (Admin/Standard) do not become overly permissive

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