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How can I control my PDF files using Bluebeam Studio?
Bluebeam Studio is our latest technology for real-time PDF collaboration and was introduced in Bluebeam PDF Revu 8.5 last month. With Studio, you can start a session, upload PDF files and invite anyone to view and add markups to the PDF files at any time. A built-in chat feature makes it a simple and useful way to collaborate online.
Using Studio to collaborate gives you more control over your PDFs, especially when compared to distributing PDF documents to clients and contractors via email. Studio allows you to restrict who is able to access certain PDF documents, what can be done to the documents during a session, and restrict attendees from sending out or saving down a copy of the PDF documents for further use. Studio also allows you to apply security to individual markups. Attendees are only allowed to edit or delete the markups that they add to the PDFs, and cannot change or delete markups that have been created by other session attendees.
Here are some of the ways that Studio safeguards your PDF files during sessions.
Restrict Attendees
Studio includes the Restrict Attendees by E-mail Address option to limit who is able to join a session based on email addresses. If the host chooses this option, Studio will only allow attendees with predetermined email addresses to join your session. If a person’s email address was not included in the original session invite they will not be able to enter the session, and attendees can not invite anyone else to attend.
To Restrict Attendees by E-mail Address:
When starting a session:
- Check the box next to Restrict Attendees by E-mail Address in the Start Studio Session dialog.
After starting a session:
- Click on the Attendees Access button, which is indicated by a small padlock icon, in the Attendees section of the Studio tab.
- Check the box next to Restrict Attendees by E-mail Address.
Attendee Permissions
With Studio, you have the option to place restrictions on what an attendee can do with the PDF document. The ability for an attendee to save, print or even markup documents within a session can be controlled. The save and print restrictions ensure that no one is allowed to keep a copy of the documents or send them to other non-attendees.
When you e-mail a document to a client or contractor, they are able to save a copy of the document forever. The permissions in Studio ensure that your documents are not distributed to others.
To restrict Attendees Permissions:
When starting a session:
- Uncheck the Save and Print boxes in the Start Studio Session dialog.
After starting a session:
- Click on the Studio Settings button on the Studio toolbar.
- Uncheck the Save and Print boxes and click OK.
Markups are Secure
Studio saves all markups within the Studio session, not to a local PDF file. This means that you are able to add additional restrictions to markups that do not exist in individual PDF files.
Studio allows each person attending a session to add markups and then change or delete the markups that they create. However, they cannot change or delete markups that someone else created. This means that you do not have to worry about your markups being changed or removed by someone else.
Files Cannot be Changed
Only the host can add or remove a PDF document from the session. And, attendees do not have the ability to change the PDF document(s). All of the functions within Revu that allow you to change a PDF (i.e. add, remove, reorder pages, edit text, redaction, etc.) are disabled in Studio.
Finishing a Session
The host is also the only person that can finish a session. Once a session is finished, all of the documents that were made available to attendees will be removed from Studio, which means that no one will be able to access the documents after that point. As a host, you have the option of saving the files back to your computer (markups included) so that they can be archived, or you can create a report of the session that can be sent out to all attendees for their records.
For more information about Bluebeam Studio, including videos and a tutorial, please visit http://www.bluebeam.com/web07/us/products/revu/8.5/studio/
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