Adding steps to encrypt PDF files

You can add steps to your workflow that add password protection to PDF files and that restrict the actions that can be done to the PDF files.
For example, you might need to send a sample of a job to your customer. If the job contains sensitive data, you can add a step based on the EncryptPDF step template to encrypt the sample before you send it.

When you encrypt a PDF file, you can specify one or two passwords. The Owner password is the master password. It completely unlocks the file, so the recipient can read it, fill in form fields, and even edit the contents of the file. RICOH ProcessDirector steps need the level of access provided by the Owner password when they process jobs, because they often make changes to those PDF files.

The User password is a more limited password. It unlocks the file so that it can be read, but not edited in any way. This password is only needed if both of these statements are true:

  • The recipient must enter a password to open the file to read it.
  • The recipient must be prohibited from changing the document, such as by filling in forms or editing the contents.

If the file does not contain secure information, you can encrypt it so that it can be opened without a password, but require the Owner password for editing functions.

To add steps to encrypt PDF files:

  1. Click the Workflow tab.
  2. Click the name of the workflow you want to modify.
  3. Optional: Disable the workflow by clicking the switch to the left of the workflow name.
    If you do not disable the workflow while you edit it, jobs that use this workflow continue to move through steps. When you save, the workflow is momentarily disabled then enabled again. Jobs that are processing in the workflow could move into error.
  4. Add the EncryptPDF step to process the PDF files.
    Most workflow steps cannot process encrypted PDF files. Choose where you place this step carefully to prevent a workflow error. For example, if you are delivering an encrypted PDF file as a final document, you should place the step as close to the end of the workflow as possible. If you are sending the encrypted PDF file as a preview to the customer, it can be placed earlier in the workflow. Make sure to save the encrypted PDF file to a location other than the spool directory.
  5. Enter the Owner password you want to set for the file and select the Password-protected actions level.
  6. If the Password-protected actions level is set to Edit, Fill, Read and you want the recipient to type a password to open the file, enter a User password. If the Password-protected actions level is set to Edit or Edit, Fill, a User password is not required.
  7. If the remaining steps in the workflow do not need to open the PDF file, you can use the default value for the Encrypted PDF file property. The job default, ${JobID.print.pdf}, replaces the spool file for the job. To keep the unencrypted version of the file in the spool directory for further processing, specify a different value for the Encrypted PDF file property, such as: ${getFileName(encrypted, pdf, write)}
  8. Save and enable the workflow.

Related information:

Jobs with encrypted PDF files
Parent topic: Preparing to use workflows