23 Change File Protection

23.1 Description

The Change File Protection task allows adding, changing, or removing password protection and permissions for PDF files. You can manage both user passwords (for opening) and permission passwords (for restrictions).

Typical Use Cases

• Add Protection: Protect confidential documents with a password
• Remove Protection: Remove existing password protection for further processing
• Set Permissions: Restrict printing or editing
• Dynamic Passwords: Generate passwords from extracted data (e.g., customer number)

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23.2 General Settings

Enabled

Enable this option so the task is executed for matching PDF files. Disabled tasks are skipped.

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23.3 Remove Password

Remove Password Protection

Enable this option to completely remove existing password protection. The file can then be opened and edited without a password.

Prerequisite: The current password must be stored in the password list (program options) or in the profile.

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23.4 User Password

The user password (also called “open password”) is required to open the PDF.

Enable Encryption

Enable this option to set a user password.

Password Type

Type	Description
Static	A fixed password that you enter
Dynamic	The password is obtained from an extraction rule

Static Password

Enter the desired password. This will be used for all processed PDFs.

Dynamic Password

Select an extraction rule whose value will be used as the password.

Example: The rule “CustomerNumber” extracts “CU-12345”. This is used as the password. The customer can only open the PDF if they know their customer number.

Exclude Metadata from Encryption

Enable this option so PDF metadata (title, author, etc.) remains readable without a password. This allows indexing by search systems.

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23.5 Permission Password

The permission password (also called “owner password”) protects the permission settings. Without this password, the restrictions cannot be removed.

Enable Encryption

Enable this option to set a permission password.

Password Type

Same as user password: Static or Dynamic.

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23.6 Permissions

For each permission, you can specify: - Leave unchanged - Keep current setting - Allow - Grant permission - Disallow - Deny permission

Available Permissions

Permission	Description
Print (low quality)	Allow printing in low resolution
Print (high quality)	Allow printing in full quality
Modify document	Edit document content
Extract content	Copy text and graphics
Accessibility extraction	Extraction for assistive technologies
Annotations/Forms	Edit annotations and forms
Fill forms	Only fill form fields (not edit)
Assemble document	Insert, rotate, delete pages

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23.7 File Date

Adjust Creation and Modification Date

Optionally, you can adjust the file date after changing the protection.

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23.8 Afterwards

Call External Program

After changing the file protection, an external program can be started automatically.

Parameters: Available placeholders: - <PathIncludingFilename> - Full path of the file - <ParentDirectory> - Path of parent folder - <Filename> - Filename

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23.9 Example: Protect Documents with Customer Number

Initial Situation

You send personalized documents to customers. Each document should be protected with the respective customer number as password.

Prerequisites

• Extraction rule “CustomerNumber” defined

Configuration

1. Enabled: Yes
2. User Password: Enabled
3. Password Type: Dynamic
4. Extraction Rule: CustomerNumber
5. Permissions: All set to “Leave unchanged”

Result

PDF	Extracted Customer Number	Password
Invoice_001.pdf	CU-12345	CU-12345
Invoice_002.pdf	CU-67890	CU-67890

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23.10 Example: Allow Printing, Forbid Editing

Initial Situation

Documents should be printable but not editable.

Configuration

1. Enabled: Yes
2. Permission Password: Enabled, static password
3. Permissions:
   • Print (high quality): Allow
   • Modify document: Disallow
   • Extract content: Allow
   • Annotations/Forms: Disallow
   • Fill forms: Allow
   • Assemble document: Disallow

Result

The document can be opened, printed, and forms can be filled out. Editing and inserting/deleting pages is not possible.

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23.5 Tips and Notes

Difference Between User and Permission Password

Aspect	User Password	Permission Password
Required for	Opening the PDF	Changing permissions
Without password	PDF not readable	PDF readable but restricted
Typical use	Confidentiality	Protection against manipulation

Combining Both Passwords

You can set both passwords simultaneously: - User password for opening - Permission password for restrictions

Dynamic Passwords

With dynamic passwords, ensure the extraction rule reliably returns a value. An empty password would provide no protection.

Communicating Passwords

Don’t forget to communicate the password to the recipient, e.g.: - In the email message (separate email recommended) - Via SMS or phone call - In the cover letter

Encryption Strength

Encryption is performed by default with AES-256, the current industry standard for PDF encryption.