Watermarking

Brief

Secure Document Watermarks serve as both a deterrent and a tracking mechanism for unauthorized document distribution. Each viewed or downloaded document displays a subtle, encrypted document ID in multiple locations, reducing the risk of screen captures or photos. This ID, composed of 10–15 characters (letters, numbers, and symbols), is embedded throughout the document. Admin users can use a dedicated tool to trace the secure ID back to the specific individual, document, and access date, allowing for precise tracking and accountability in case of leaks.

eSignatures cannot be totally watermarked

Due to the integration with OneSpan, we cannot add secure watermarks to downloaded, completed eSignatures. On screen watermarks will be available after completion when Govenda has stored the final file.

Native files will not be watermarked

Govenda does not modify your original files after uploading into the system. Therefore, watermarks are only applied to the system-created PDF version.

Watermarking Defaults

• Enable or Disable System-Wide Watermarks:
  • Admin users can set the default under ‘Document Settings’ to ‘No watermarks by default’ or ‘Watermark all documents by default’.  Be sure to save after changing the default settings.
• Admin users may also individually control which documents are watermarked in the area where the document is stored.

Understand Watermark Components:

• The watermark consists of:
  • Company-defined text (e.g., “Confidential, Secret, Top Secret”). This is a company wide setting, not a per-document setting.
  • Unique 16-character ID (numbers and letters) to track file access. 

Identify Watermarked Files:

• Go to your Document Library.
• Files with a watermark will display a watermark overlay icon on the PDF file icon.

Open a Watermarked Document:

• Click on a file from your Documents tab to view it with a visible watermark.

Look Up a Watermark:

1. Go to Reports > Watermark Lookup.
2. Enter the 16-character ID (without the company-defined text).
3. The system will then display the file activity log.

Activity Log:

• From the lookup results, access the user’s Activity Log to view further details of file interaction. This will take the Admin to the Activity tab to further investigate all of the user’s activity in their user profile.

Add or Remove Watermarks:

• To remove a watermark:

1. Navigate to the Documents tab on the left hand panel.
2. Select the file using the check box.
3. Choose Remove Watermark under bulk actions.

• To add a watermark to a non-watermarked file:

1. Navigate to the Documents tab on the left hand panel.
2. Select the file
3. Add Watermark in bulk actions.