In tenders, proposals, and RFPs, you often need “readable but hard to copy/alter”. This guide provides a practical flow and clarifies the boundaries and synergy between different protection methods.
Understand “anti‑copy” correctly
- Open password: without the password, the file can’t be opened.
- Permissions (Owner/Permission): even when opened, you can disable copy/print/edit/page extraction.
- Watermark: overlay visible marks on pages (company name/for tender/internal only, etc.).
- Flatten: solidify annotations/forms/layers into the page so casual edits become harder.
Limits in the real world
Permissions rely on viewer compliance (mainstream readers respect them) — not absolute defense. Combining “disable printing + broad watermarks + flattening” significantly raises the cost of redistribution and improves traceability.
Recommended flow (adjust as needed)
- Set permissions and passwords
Open Encrypt/Permissions:
- Optional open password (use only for internal or limited distribution)
- Tick “disable copy/print/edit/page extraction”, etc.
- Add watermarks (visible deterrent + traceability)
Add Watermark:
- Text watermark: company name/for tender/internal only/unique IDs; diagonal, semi‑transparent, wide coverage
- Image watermark: logos/seals; set opacity/position to avoid obscuring content
- Flatten (solidify easily changed elements)
Flatten PDF:
- Solidify annotations/forms/layers so casual removal/editing is harder
- Convert critical comments into watermarks before flattening
- Compatibility and archiving (optional)
- If the submission portal requires PDF/A: use Convert to PDF/A and pass validation
Order of signing and protection
Any conversion/editing invalidates existing digital signatures. Typically: finalize → encrypt/watermark/flatten → sign last; or provide a “protected review copy” and a “to‑be‑signed” version for the signing flow.
FAQ
Q: Can I absolutely block copy/print if someone uses a non‑compliant viewer?
A: Not 100%. Permission flags depend on the viewer. Combining “disable print + overlay watermark + flattening” greatly increases friction and preserves trace clues.
Q: Will watermarks hurt readability?
A: Use diagonal, low‑opacity (10–20%) text watermarks; avoid or soften coverage on critical tables/drawings.
Q: File won’t open or errors appear after protection?
A: Try Repair PDF; or re‑export a clean base and reapply “protect → watermark → flatten” in order.
Q: Can I remove someone else’s watermark or permissions?
A: Follow law and contracts. If you have legitimate rights, use Remove Watermark or Unlock PDF — ensure the operation is compliant.
Encrypt / Permissions
Set open passwords; disable copy/print/edit.
Add Watermark
Text/image watermarks; batch and style controls.
Flatten PDF
Solidify annotations/forms/layers to resist edits.
PDF/A Conversion
Meet portals that require archival compliance.
Repair PDF
Fix damaged/incompatible files as a fallback.