PDF Converter Online 9.14.1 - Watermark Word, Excel, PowerPoint & PDF Files

Posted at: 11:41 on 09 July 2021 by Muhimbi

sharepoint-online-logo

The Muhimbi PDF Converter Online is constantly being improved and extended. Similar to many other online services, when a new version is rolled out there is nothing to do for our users. New functionality just shows up, existing functionality continues to work as expected.

Since our previous formal announcement, we have added some interesting new facilities, and fixed / improved existing logic.

The full list of changes can be found further down, but the key highlights for versions 9.14.1 are as follows:

Please note that all SharePoint Online versions are numbered in the 9.X range. At the time of writing the most recent version of the on-premise software is 10.1.1.         
 

A simple 'Confidential' watermark applied to MS-Word, Excel, PowerPoint and PDF

 
For those not familiar with the product, the Muhimbi PDF Converter Online is a lightweight subscription based solution that allows users to convert merge, split, watermark, secure, and OCR common document types - including InfoPath, AutoCAD, MSG (email) MS-Office, HTML and images - to PDF using SharePoint Online through a friendly user interface or via workflows, without the need to install any client-side software or Adobe Acrobat. A REST based API as well as Power Automate (Flow), Azure LogicApps and Microsoft Power Apps integration is included in the service. More details can be found on the product page.  An on-premise version for SharePoint 2007-2019 is available separately. 

 

In addition to the changes listed above, the key changes and additions in the new version are as follows:

6156 Core Bug Some PDF files in Gujurati and Panjabi cannot be processed.
6934 Core Bug Fix working with PDF Bookmarks for certain edge cases.
6935 Core Bug Fix compatibility for certain PDF files.
7111 Core Bug Combination of Watermarking, post processing and ToC in same operation is not supported.
7129 Core Bug Bookmarks are missing in Adobe Document Cloud browser viewer.
7227 Core Bug Post Processing (watermark, security, PDF/A) of very large documents times out.
4394 Core Improvement Enable support for 1GB file operation.
5358 Core Improvement Improve support for processing Office documents in non-English languages.
5437 Core Improvement Improve regional routing for API requests.
4698 Core Improvement Improve error message when custom list is used as destination path.
4647 Core Improvement Update message for file type not supported by subscription.
6181 Core Improvement Improve compatibility with certain rare PDF files.
6171 Core Improvement Improve email delivery.
5976 Core Improvement Improve regional scalability.
6900 Core Improvement Improve font support for asian languages
6860 Core Improvement Improve error message for incorrect cross conversions
7182 Core Improvement Add support for additional font types during PDF Conversion
6494 Core Improvement Improve error messages for unrecognised file types
6510 Email Fix Disable automatic 'ligature' generation when converting emails to pdf.
6178 Excel Improvement Improve reliability of Excel converter for some edge cases.
6501 GUI Improvement OK and Cancel buttons not placed correctly on Watermark Settings screen.
6919 GUI Improvement Improve performance of SharePoint Online folder picker.
7220 GUI Improvement Improve user interface performance for large merge operations.
6543 GUI Improvement Update Real-Time watermarking screen to reflect it works with Office file types as well.
6198 GUI Improvement Improve error messages on Real-Time watermarking screens.
5403 GUI Improvement Visual Change to Muhimbi PDF Icons.
7197 GUI Improvement Include Subscription ID in SubscriptionDetails.aspx.
6542 GUI Improvement Rename the Watermarking and Security options in SharePoint Online UI.
6096 GUI Improvement Improve folder picker in SharePoint Online user interface.
6152 GUI Improvement Improve folder picker for Firefox users.
7114 HTML Bug Fix timeout during size optimisation of HTML Conversions.
5465 HTML FIx HTML conversion output is incorrect for sites that don't support redirects for HEAD requests.
4617 HTML Improvement Suppress 'working on it' message when converting SharePoint Online pages to PDF.
6183 HTML Improvement Resolve rare edge cases in HTML Converter.
6513 HTML Improvement Improve PDF rendering of SharePoint Modern pages.
6544 HTML Improvement Improve scaling during certain HTML conversions.
6938 HTML Improvement Upgrade HTML Converter to support the latest standards.
7123 HTML Improvement Improve PDF rendering of certain PowerBI reports.
6164 InfoPath Improvement Improve reliability of PowerPoint and InfoPath conversions under extreme load.
6184 InfoPath Improvement Improve processing of InfoPath XSN files in certain edge cases.
6933 Merging Bug Fix Merging of PDF files for certain edge cases.
7076 Merging Bug Fix Chinese bookmark text when merging PDF files.
6021 Merging Fix NullReferenceException when merging certain PDFs containing bookmarks and annotations.
6506 Merging Improvement Allow overriding of MergeSetting.OmitErrorPages using XML Override.
7215 MS-Word Bug Old style MS-Word (.doc) files without headers may be formatted incorrectly.
6512 MS-Word Fix Allow digitally signed DOCM files to be converted.
6177 MS-Word Fix Improve processing of field codes for Word documents that use revision tracking.
5928 MS-Word Improvement Make locking Word fields more versatile.
6549 MS-Word New Add support for Document Structure Tags when converting MS-Word and PowerPoint files.
7075 MS-Word New Add support for showing MS-Word revisions as 'Simple markup'.
6751 OCR Bug Improve ability to index OCRed PDFs using ifilter.
6995 OCR Bug Improve reliability of OCR for certain edge cases.
7138 OCR Improvement Improve error message for OCR operations that time out.
6131 PDF/A New Implement experimental support for PDF/a2u (and a3u).
6502 Power Automate Improvement Improve text layout in Power Automate actions.
6174 PowerPoint Bug Converting PowerPoint files to PDF/A after OCR doesn't always generate valid PDF/A documents.
7113 PowerPoint Improvement Allow PDF Conversion of corrupt PowerPoint files.
6009 Security New Support password protecting Office documents in SharePoint Online.
6084 Security New Support password protecting Office documents in SharePoint Designer Workflows.
6085 Security New Support password protecting Office documents in Power Automate & API.
6033 Setup Bug Fix global app deployment to root site collection
6014 Setup Fix Fix for 'App not installed' error if add-in deployed with tenant scope.
5964 Setup Fix Deployment of Add-in to root site collection using tenant scope deployment.
6923 Setup Improvement Improve email address validation for rare address types.
3961 Setup New Document code based SPFx package deployment.
6615 Setup New Make it possible to enable app-only access tokens via Muhimbi SharePoint Online user interface.
6932 Split Bug Invalid file name template not detected during split action.
6496 Watermarking Bug Fix visibility of watermarks for certain rare PDF files.
6684 Watermarking Bug Watermarks not consistently displayed in Office file formats for certain regional settings.
6884 Watermarking Bug PDF watermark from Power Automate always ends up in the foreground.
7330 Watermarking Bug Fix Real-Time watermarking on folders with a '.' (dot) in the folder name.
5436 Watermarking Fix Error while saving certain watermarked PDFs.
5939 Watermarking Improvement Improve watermarking of corrupt PDF files.
5944 Watermarking Improvement Support real-time watermarking on pinned documents.
6092 Watermarking Improvement Improve real-time watermarking on classic view.
6093 Watermarking Improvement Improve real-time watermarking on modern view.
6097 Watermarking Improvement Rename PDF watermark settings for site and library settings page.
5420 Watermarking Improvement Improve real-time watermarking from document preview window.
4761 Watermarking Improvement Support real-time watermarking on multilingual sites.
5391 Watermarking Improvement Real-time watermarking issue with call out menu in classic search results.
6505 Watermarking Improvement Improve real-time watermarking in Search Results.
7102 Watermarking Improvement Support real-time watermarking for all variations of English.
4760 Watermarking Improvement Improve real-time watermarking on custom search result page.
7074 Watermarking Improvement Real-time watermarking add support for document library web parts on modern pages.
6008 Watermarking New Support watermarking of Office documents in SharePoint Online.
4976 Watermarking New Add support for including UserProfile properties in watermarks.
6028 Watermarking New Support watermarking of Office documents in SharePoint Designer Workflows.
6029 Watermarking New Support watermarking of Office documents through the API.
6030 Watermarking New Support watermarking of Office documents through Power Automate.
6012 Watermarking New Implement EAN/UPC barcodes in SharePoint Online.
4650 Watermarking New Support on-open watermarking for Search results in Modern User Interface
6162 Watermarking New Add support for the 'PDF watermark type' in Word, PowerPoint and Excel.


For more information check out the following resources:


As always, feel free to contact us using Twitter, our Blog, regular email or subscribe to our newsletter.
 

Start your 30-day trial by installing the App and Workflow Actions, or just start

using it from Power Automate (Flow), there is nothing to install.

.

Labels: , , , , ,

PDF Converter Services 10.1.1 - Service Release

Posted at: 13:16 on 17 June 2021 by Muhimbi

PDFConverterServicesBox4_thumb3

Every once in a while you need to pause and look back. Stop adding endless new functionality and address some of the lesser exciting issues that have been accumulating over time. Bug fixes that only affect a very small number of operations or happen under an extremely rare combination of circumstances. Issues that no one has really complained about, but we feel need addressing.

In other words, a service release, which is what we are announcing today. A brand new release of the Muhimbi PDF Converter Services, version 10.1.1, that adds almost no new functionality, but fixes a number of issues that may be important depending on your use case. When you run a product at scale, like we do in the Muhimbi PDF Online cloud service, even issues that happen in fewer than 0.01% of the operations add up.

 


A quick introduction for those not familiar with the product: The Muhimbi PDF Converter Services is an ‘on premises’ server based SDK that allows software developers to convert typical Office files to PDF format using a robust, scalable but friendly Web Services interface from Java, .NET, Ruby & PHP based solutions. It supports a large number of file types including MS-Office and ODF file formats as well as HTML, MSG (email), EML, AutoCAD and Image based files and is used by some of the largest organisations in the world for mission critical document conversions. In addition to converting documents, the product ships with a sophisticated watermarking engine, PDF Splitting and Merging facilities, an OCR facility and the ability to secure PDF files. Separate SharePoint and Cloud-based Subscription services are available as well.  

    
 

When upgrading from a previous version, read this Knowledge Base article first.

 

Some of the main changes and additions in the new version are as follows:

6156 Core Bug Some PDF files in Gujurati and Panjabi cannot be processed.
6934 Core Bug Fix working with PDF Bookmarks for certain edge cases.
6935 Core Bug Fix compatibility for certain PDF files.
7111 Core Bug Combination of Watermarking, post processing and ToC in same operation is not supported.
7129 Core Bug Bookmarks are missing in Adobe Document Cloud browser viewer.
7147 Core Bug First few lines of logs are missing when service restarts under load.
7189 Core Bug Fix total service hang in certain edge cases.
7227 Core Bug Post Processing (watermark, PDF/A) of very large documents times out.
6181 Core Improvement Improve compatibility with certain rare PDF files.
7145 Core Improvement Update Diagnostic Tool to allow Web Service credentials to be passed in.
7134 Core Task Add verbose logging to potential complex areas.
6178 Excel Improvement Improve reliability of Excel converter for some edge cases.
7114 HTML Bug Fix timeout during size optimisation of HTML Conversions.
6183 HTML Improvement Resolve rare edge cases in HTML Converter.
6513 HTML Improvement Improve PDF rendering of SharePoint Modern pages.
6544 HTML Improvement Improve scaling during certain HTML conversions.
6938 HTML Improvement Upgrade HTML Converter to support the latest standards.
7123 HTML Improvement Improve PDF rendering of certain PowerBI reports.
7092 InfoPath Bug Fix unusual combination of TLS versions when converting InfoPath files.
6164 InfoPath Improvement Improve PowerPoint and InfoPath conversions under extreme load.
6184 InfoPath Improvement Improve processing of InfoPath XSN files in certain edge cases.
6933 Merging Bug Fix Merging of PDF files for certain edge cases.
7076 Merging Bug Fix Chinese bookmark text when merging PDF files.
7215 MS-Word Bug Old style '.doc' files without headers may be formatted incorrectly.
6549 MS-Word New Support for Document Structure Tags when converting MS-Word and PowerPoint.
7075 MS-Word New Add support for showing MS-Word revisions as 'Simple markup'.
6751 OCR Bug Improve ability to index OCRed PDFs using ifilter.
6995 OCR Bug Improve reliability of OCR for certain edge cases.
7138 OCR Improvement Improve error message for OCR operations that time out.
6174 PowerPoint Bug Converting PowerPoint files to PDF/A after OCR doesn't always generate valid PDF/A documents.
7113 PowerPoint Improvement Allow PDF Conversion of corrupt PowerPoint files.
6103 Setup Improvement Improve uninstallation user experience.
6173 Setup Improvement Improve setup user experience.
7004 Setup Task Make installer less prone to false Virus Positives.
6932 Split Bug Invalid file name template not detected during split action.
6496 Watermarking Bug Fix visibility of watermarks for certain rare PDF files.
6684 Watermarking Bug Watermarks not consistently displayed in Office file formats for certain regional settings.
2135 Watermarking Improvement Improve reliability under load when applying watermarks and security.
6162 Watermarking New Add support for the 'PDF watermark type' in Word, PowerPoint and Excel.


For more information check out the following resources:


As always, feel free to contact us using Twitter, our Blog, regular email or subscribe to our newsletter.

Download your free trial here (183MB). .

.

Labels: ,

PDF Converter for SharePoint 10.1.1 - Service Release

Posted at: 12:31 on by Muhimbi

PDFBox5Every once in a while you need to pause and look back. Stop adding endless new functionality and address some of the lesser exciting issues that have been accumulating over time. Bug fixes that only affect a very small number of operations or happen under an extremely rare combination of circumstances. Issues that no one has really complained about, but we feel need fixing.

In other words, a service release, which is what we are announcing today. A brand new release of the Muhimbi PDF Converter for SharePoint, version 10.1.1, that adds almost no new functionality, but fixes a number of issues that may be important depending on your use case. When you run a product at scale, like we do in the Muhimbi PDF Online cloud service, even issues that happen in fewer than 0.01% of the operations, add up.

 

 

For those not familiar with the product, the Muhimbi PDF Converter for SharePoint is a lightweight solution that allows users to merge, split, watermark, secure, OCR and convert common document types - including InfoPath, AutoCAD, MSG (email) MS-Office, HTML and images - to PDF as well as other formats from within SharePoint using a friendly user interface, workflows or a web service call, without the need to install any client-side software or Adobe Acrobat. It integrates at a deep level with SharePoint and leverages facilities such as the Audit log, Nintex Workflow, K2 blackpearl, localisation, security and tracing. It runs on SharePoint 2007-2019 & SharePoint Online and is available in English, German, Dutch, French, Traditional Chinese and Japanese. This ‘on-premise’ version of the PDF Converter requires software to be installed on the SharePoint server. Please note that if you have no server access, there is always the option to deploy our SharePoint Online App to on-premise versions of SharePoint 2013, 2016 and 2019. For details see this blog post.


 

When upgrading from a previous version, read this Knowledge Base article first.

 
Some of the main changes and additions in the new version are as follows:

6156 Core Bug Some PDF files in Gujurati and Panjabi cannot be processed.
6934 Core Bug Fix working with PDF Bookmarks for certain edge cases.
6935 Core Bug Fix compatibility for certain PDF files.
7111 Core Bug Combination of Watermarking, post processing and ToC in same operation is not supported.
7129 Core Bug Bookmarks are missing in Adobe Document Cloud browser viewer.
7147 Core Bug First few lines of logs are missing when service restarts under load.
7189 Core Bug Fix total service hang in certain edge cases.
7227 Core Bug Post Processing (watermark, PDF/A) of very large documents times out.
6181 Core Improvement Improve compatibility with certain rare PDF files.
7145 Core Improvement Update Diagnostic Tool to allow Web Service credentials to be passed in.
7134 Core Task Add verbose logging to potential complex areas.
6178 Excel Improvement Improve reliability of Excel converter for some edge cases.
7114 HTML Bug Fix timeout during size optimisation of HTML Conversions.
6183 HTML Improvement Resolve rare edge cases in HTML Converter.
6513 HTML Improvement Improve PDF rendering of SharePoint Modern pages.
6544 HTML Improvement Improve scaling during certain HTML conversions.
6938 HTML Improvement Upgrade HTML Converter to support the latest standards.
7123 HTML Improvement Improve PDF rendering of certain PowerBI reports.
7092 InfoPath Bug Fix unusual combination of TLS versions when converting InfoPath files.
6164 InfoPath Improvement Improve PowerPoint and InfoPath conversions under extreme load.
6184 InfoPath Improvement Improve processing of InfoPath XSN files in certain edge cases.
6933 Merging Bug Fix Merging of PDF files for certain edge cases.
7076 Merging Bug Fix Chinese bookmark text when merging PDF files.
7215 MS-Word Bug Old style '.doc' files without headers may be formatted incorrectly.
6549 MS-Word New Support for Document Structure Tags when converting MS-Word and PowerPoint.
7075 MS-Word New Add support for showing MS-Word revisions as 'Simple markup'.
6751 OCR Bug Improve ability to index OCRed PDFs using ifilter.
6995 OCR Bug Improve reliability of OCR for certain edge cases.
7138 OCR Improvement Improve error message for OCR operations that time out.
6174 PowerPoint Bug Converting PowerPoint files to PDF/A after OCR doesn't always generate valid PDF/A documents.
7113 PowerPoint Improvement Allow PDF Conversion of corrupt PowerPoint files.
6103 Setup Improvement Improve uninstallation user experience.
6173 Setup Improvement Improve setup user experience.
7004 Setup Task Make installer less prone to false Virus Positives.
6932 Split Bug Invalid file name template not detected during split action.
5404 GUI Improvement New PDF Icons for SharePoint User Interface / Nintex Workflow.
6086 GUI Improvement Revamp SharePoint real-time watermarking and securing pages.
6140 GUI Improvement Improve error messages in real-time watermarking and security screens.
6496 Watermarking Bug Fix visibility of watermarks for certain rare PDF files.
6684 Watermarking Bug Watermarks not consistently displayed in Office file formats for certain regional settings.
2135 Watermarking Improvement Improve reliability under load when applying watermarks and security.
6143 Watermarking Improvement Disable xlviewer when Excel file is secured / watermarked in SP2010 & SP2013.
6162 Watermarking New Add support for the 'PDF watermark type' in Word, PowerPoint and Excel.


For more information check out the following resources:


As always, feel free to contact us using Twitter, our Blog, regular email or subscribe to our newsletter.

Download your free trial here (195MB).

.

Labels: ,

PDF Converter Services 10.1 - Secure & Watermark Word, Excel, PowerPoint & PDF Files

Posted at: 16:56 on 29 January 2021 by Muhimbi

PDFConverterServicesBox4_thumb3

Time for a brand-new release of the Muhimbi PDF Converter Services (See this post for the new SharePoint version), version 10.1 already!

A full list of changes and additions can be found below, but the main highlight is the ability to use our powerful PDF watermarking facilities on MS-Word, Excel and PowerPoint files as well.

As always, when we introduce new functionality like this, we do so in our core processing engine. That way all our product lines benefit, being it SharePoint on-premise and its many integration facilities including Nintex Workflow, our API for Java, C# and PHP developers, or our Online Service.

There are many improvements and refinements, but also some great new features, specifically:


A simple 'Confidential' watermark applied to MS-Word, Excel, PowerPoint and PDF


A quick introduction for those not familiar with the product: The Muhimbi PDF Converter Services is an ‘on premises’ server based SDK that allows software developers to convert typical Office files to PDF format using a robust, scalable but friendly Web Services interface from Java, .NET, Ruby & PHP based solutions. It supports a large number of file types including MS-Office and ODF file formats as well as HTML, MSG (email), EML, AutoCAD and Image based files and is used by some of the largest organisations in the world for mission critical document conversions. In addition to converting documents, the product ships with a sophisticated watermarking engine, PDF Splitting and Merging facilities, an OCR facility and the ability to secure PDF files. Separate SharePoint and Cloud-based Subscription services are available as well.     
 

When upgrading from a previous version, read this Knowledge Base article first.

 
The main changes and additions in the new version are as follows:

6611 Core Improvement Add support for Ghostscript v9.53.3.
5445 Core Improvement Improve automatic clean-up of temporary and intermediate files.
5948 Documentation Improvement Update sample code including .net Core.
5453 Documentation New Provide PowerShell Sample code for PDF Conversion.
6510 Email Fix Disable automatic 'ligature' generation when converting emails to pdf.
5465 HTML Fix HTML conversion for sites that don't support HEAD redirects.
4880 HTML Improvement Improve HTML Conversion through proxy servers.
5918 InfoPath Improvement Add ProcessRuleSets to the object model for  InfoPath documents.
6021 Merging Fix NullReferenceException when merging PDFs containing bookmarks.
6506 Merging Improvement Allow overriding of MergeSetting.OmitErrorPages using XML Override.
6512 MS-Word Fix Allow digitally signed DOCM files to be converted.
6177 MS-Word Fix Improve processing of field codes for files that use revision tracking.
5928 MS-Word Improvement Make locking Word fields more versatile.
6131 PDF/A New Implement experimental support for PDF/A-2u (and A3-u).
4917 Security New Add support for password protecting Word, Excel and PowerPoint files.
5436 Watermarking Fix Error while saving certain watermarked PDFs.
5939 Watermarking Improvement Improve watermarking of corrupt PDF files.
4250 Watermarking New Add support for watermarking Word, Excel and PowerPoint files.
5450 Watermarking New Implement support for additional barcodes (EAN/UPC).


For more information check out the following resources:


As always, feel free to contact us using Twitter, our Blog, regular email or subscribe to our newsletter.

Download your free trial here (183MB). .

.

Labels: , , , ,

PDF Converter for SharePoint 10.1 - Secure & Watermark Word, Excel, PowerPoint & PDF Files

Posted at: 16:05 on by Muhimbi

PDFBox5We are excited to announce version 10.1 of our popular Muhimbi PDF Converter for SharePoint.

A full list of changes and additions can be found below, but the main highlight is the ability to use our powerful PDF watermarking facilities on MS-Word, Excel and PowerPoint files as well.

As always, when we introduce new functionality like this, we do so in our core processing engine. That way all our product lines benefit, being it SharePoint on-premise and its many integration facilities including Nintex Workflow, our API for Java, C# and PHP developers, or our Online Service.

There are many improvements and refinements, but also some great new features, specifically:


A simple 'Confidential' watermark applied to MS-Word, Excel, PowerPoint and PDF

 

For those not familiar with the product, the Muhimbi PDF Converter for SharePoint is a lightweight solution that allows users to merge, split, watermark, secure, OCR and convert common document types - including InfoPath, AutoCAD, MSG (email) MS-Office, HTML and images - to PDF as well as other formats from within SharePoint using a friendly user interface, workflows or a web service call, without the need to install any client-side software or Adobe Acrobat. It integrates at a deep level with SharePoint and leverages facilities such as the Audit log, Nintex Workflow, K2 blackpearl, localisation, security and tracing. It runs on SharePoint 2007-2019 & SharePoint Online and is available in English, German, Dutch, French, Traditional Chinese and Japanese. For detailed information check out the product page. This ‘on-premise’ version of the PDF Converter requires software to be installed on the SharePoint server. Please note that if you have no server access, there is always the option to deploy our SharePoint Online App to on-premise versions of SharePoint 2013, 2016 and 2019. For details see this blog post.
 

When upgrading from a previous version, read this Knowledge Base article first.

 
Some of the main changes and additions in the new version are as follows:

6611 Core Improvement Add support for Ghostscript v9.53.3.
5445 Core Improvement Improve automatic clean-up of temporary and intermediate files.
5948 Documentation Improvement Update sample code including .net Core.
5453 Documentation New Provide PowerShell Sample code for PDF Conversion.
6510 Email Fix Disable automatic 'ligature' generation when converting emails to pdf.
5465 HTML Fix HTML conversion for sites that don't support HEAD redirects.
4880 HTML Improvement Improve HTML Conversion through proxy servers.
5918 InfoPath Improvement Add ProcessRuleSets to the object model for  InfoPath documents.
6021 Merging Fix NullReferenceException when merging PDFs containing bookmarks.
6506 Merging Improvement Allow overriding of MergeSetting.OmitErrorPages using XML Override.
6512 MS-Word Fix Allow digitally signed DOCM files to be converted.
6177 MS-Word Fix Improve processing of field codes for files that use revision tracking.
5928 MS-Word Improvement Make locking Word fields more versatile.
6131 PDF/A New Implement experimental support for PDF/A-2u (and A3-u).
4917 Security New Add support for password protecting Word, Excel and PowerPoint files.
6125 Watermarking Fix Improve 'Inheriting settings' in real-time watermarking facility.
5436 Watermarking Fix Error while saving certain watermarked PDFs.
5939 Watermarking Improvement Improve watermarking of corrupt PDF files.
4250 Watermarking New Add support for watermarking Word, Excel and PowerPoint files.
5450 Watermarking New Implement support for additional barcodes (EAN/UPC).
6129 Workflow Improvement Rename Nintex Workflow actions to reflect Watermark and Security is not limited to just PDF.


For more information check out the following resources:


As always, feel free to contact us using Twitter, our Blog, regular email or subscribe to our newsletter.

Download your free trial here (195MB).

.

Labels: , , , ,

Automatically Securing Word, Excel, PowerPoint and PDF Files

Posted at: 15:04 on 04 September 2020 by Muhimbi

We recently announced the ability to automatically apply watermarks to MS-Word, Excel, PowerPoint and PDF Files. When applying such watermarks, you usually want to make sure that users cannot easily remove these watermarks or change the document in any way, which is why it is essential to secure documents at the same time.

We have offered the ability to secure PDF Files for many years, including restrictions such as disable print and disable clipboard copy. We are happy to announce that this same facility is now available for MS-Word, Excel and PowerPoint files as well.

As always, we make new functionality available throughout our entire stack, so it doesn't matter how you use our software, being it from the SharePoint on-premise user interface (SP2007-2019), the SharePoint Online one, Nintex Workflow, K2, traditional SharePoint Designer workflows, Workflow Manager workflows, UiPath, Power Automate, Azure Logic Apps, Power Apps or our on-premise and online APIs, the same facilities are available everywhere.
 

This new functionality is available with immediate effect in our SharePoint Online, Power Automate and REST API. There is nothing to do or install, it is available automatically to all new and existing users.

The on-premise version of the Muhimbi PDF Converter for SharePoint and the Muhimbi PDF Converter Services, include this new technology starting with version 10.1, which is available right now. 
 

Common use cases for securing PDF and Office files are:

  • Ensuring document content and watermarks cannot be modified.
  • Preventing piracy and unauthorised use, protect intellectual property.
  • Making sure that 'Final' documents remain unaltered.
  • Preventing printing of documents (PDF only)
  • Disabling copying of content (PDF only)

Office Security Dialogs Various security dialogs and related facilities displayed by MS-Office when encountering secured files.

 

SharePoint Designer Workflows

Regardless of platform used, applying security to documents using SharePoint Designer Workflows, Workflow Manager and SharePoint Online pretty much looks and works the same everywhere.

Specify the document to process, where to write it to, the optional password required to open the document (open password), and the optional password required to edit the document (owner password).

The various 'disable' options such as 'disable printing' and 'copying using the clipboard', is exclusive to PDF files. The various MS-Office file formats do not support these restrictions.

SharePoint Designer - Secure

For more details about securing documents using SharePoint Designer, see this blog post.

 

Nintex Workflow

Muhimbi supports all common Nintex Workflow versions (SP2007-SP2019), an ideal platform for beginners and professionals to create and visualise workflows. Applying security restrictions is a matter of filling in the blanks.

Specify the document to process, where to write it to, the optional password required to open the document (open password), and the optional password required to edit the document (owner password).

The various 'disable' options such as 'disable printing' and 'disable content copying, is exclusive to PDF files. The various MS-Office file formats do not support these restrictions.

Nintex Secure

For details about how to enable our Nintex Workflow actions, see this Knowledge Base article. A detailed blog post about how to use the Secure Document Nintex action can be found here.

 

Power Automate, Power Apps and Logic Apps

The fastest growing workflow platform in the world is Microsoft Power Automate (and by extension Power Apps and Logic Apps). We provide extensive support for this platform by exposing all features provided by our core engine including Document Conversion, File Security, PDF Merging, OCR and watermarking.

Specify the document to process, where to write it to, the optional password required to open the document (open password), and the optional password required to edit the document (owner password).

The various 'disable' options such as 'disable printing' and 'copying using the clipboard', is exclusive to PDF files. The various MS-Office file formats do not support these restrictions.

Power Automate Secure

For an overview of our Power Platform Tutorials and videos, see this Knowledge Base article.

 

Applying security in real-time ('on open')

One of the most powerful features provided by Muhimbi's range of software and services is the ability to apply watermarks in real-time when documents are opened.

But this blog post is about security, why are we talking about watermarking?

Well, quite often you want to make sure that watermarks cannot easily be removed or modified by users. This can be achieved by applying an owner password to the document. This doesn't stop users from opening the documents, but without the appropriate password they cannot edit the file. From this release onwards, this works for PDF, MS-Word, Excel and PowerPoint files.

Naturally there are other good reasons to apply security settings, in real-time, when a file is opened by a user. Perhaps you want to make sure that documents marked as 'Final' cannot be edited, or that members of a certain group require a special password in order to view or edit a file.

There are many other use cases, but the most common one we see is what we call 'DRM Light'. User details such as full name, user id, ip-address and time stamp are embedded in the document, either visibly or hidden, after which a file is secured using an owner password to prevent editing. If a document then shows up in a place where it is not supposed to (e.g. in a data leak) then you know exactly who to reach out to and have a bit of a difficult conversation with.

For more details see the blog posts about this technology for SharePoint on-premise, and SharePoint Online. The screenshot below illustrates how this can be enabled for the different document types.

Secure On Open - SP2016

If real-time processing is of interest, especially in combination with SharePoint Online, then please familiarise yourself with Watermark & Secure 'OnOpen' in SharePoint Online - FAQ.

 

Differences between file formats

Although we allow various different file formats to be secured, each file type has its own strengths and weaknesses. For example the PDF standard allows a range of individual restrictions to be applied to a PDF File, whereas MS-Office has a much simpler security model.

All supported files formats have the following in common:

  • Open Password: By specifying an optional open password, users need to provide the password in order to see the contents of the document. Once opened, the file can be edited unless an owner password is specified as well.
  • Owner Password: When the optional owner password is specified, users can open the file without needing to know the password, but they cannot make changes to the document unless they have access to the owner password. Please note that in order to apply restrictions to PDF files (disable print etc), an owner password must be specified and that owner password must be different from the open password.

 

The main differences between the various file types, in the context of applying security, can be found below:

  • PDF: The PDF standard supports additional security features such as restrict printing, restrict content copying, etc. These restrictions are not supported by the various Office file formats. Please note that in order to apply restrictions to PDF files, an owner password must be specified and that owner password must be different from the open password.
  • MS-Word: MS-Word supports the standard open and owner passwords described above. If the source document is already encrypted by means of an open password then it is not possible to change the open or owner password.
  • Excel: Excel supports the standard open and owner passwords described above. If the source document is already encrypted by means of an open password then it is not possible to change the open or owner password.
  • PowerPoint: PowerPoint supports the standard open and owner passwords described above. If the source document is already encrypted by means of an open password then it is not possible to change the open or owner password. In addition, if the source presentation is already secured using an owner password (read-only) then it is not possible to add an open password or update the owner password.

 

Caveats

Different file formats all have their own peculiarities so it is important to be aware of the limitations and potential issues that may arise.

  1. Modern Office formats only: Applying security  is only supported in modern Office formats (DOCX, XLSX, PPTX), legacy formats (DOC, XLS, PPT) are not supported. If this is a problem then use the Muhimbi PDF Converter's other facilities to convert old style documents to their modern equivalents.
  2. Real-time security in SP on-premise: The interaction between MS-Office and different SharePoint on-premise versions is extremely complex. To keep things manageable our software disables co-authoring (multiple people editing the same document at the same time) on libraries that have real-time watermarking or security enabled, and where our 'Apply when editing' setting is enabled.
    Due to the way Office files are fetched, for the more modern SharePoint versions it is recommended to enable the 'Apply when editing' setting to make sure watermarks and security settings are consistently applied. This only applies to our real-time processing facilities, applying watermarks and security via workflows does not suffer from this limitation.
  3. Real-time facilities on read-only files recommendation: It is important to put some serious thought in how your documents will be used. Imagine that automatic security is applied every time a document is opened. A user opens the document for editing purposes and then saves it back into SharePoint... INCLUDING THE NEW PASSWORD. From this point forward the password protection is permanent and can no longer be changed unless manually removed by someone with access to the appropriate password. It is for this reason that we recommend using either a filter to only apply real-time security in certain situations, or to only enable it on read-only documents or folders specially created and maintained for sharing these documents.
  4. Office Web Apps: When using real-time watermarking and Internet Explorer is used in combination with Office Web Apps, we recommend setting the 'Default open behaviour' to 'Open in the client application' and not to 'Open in the Browser' ('Advanced Library' settings for the relevant Lists and Libraries).

 

This new functionality is very powerful and in some cases complex. Any questions? Leave a comment below or drop us a line, we love to help.

.

Labels: , , , , , , , ,

Subscribe to News feed