How do I watermark my shared files?

This guide explains how to enable dynamic watermarking for your shared files as well as how it works. Dynamic watermarking helps protect sensitive information by making each document traceable to the individual accessing it.

Enabling Dynamic Watermarking

You can enable dynamic watermarking directly from your shared file settings by following these steps

1. Go to the Shared Files app
2. Select your shared file to open the settings panel
3. Go to the Options tab
4. Toggle on Dynamic Watermarking

Once enabled, watermarking will automatically apply to all supported documents within that shared file.

Note: Dynamic watermarking is only available on Teams plans.

Documents Supported for Watermarking

Dynamic watermarking applies to documents that can be previewed within Orangedox. Supported file types are the following (full list can be found here)

1. PDF files
2. Google Docs
3. Google Sheets
4. Google Slides
5. Microsoft Word files
6. PowerPoint presentations (.ppt, .pptx)

Watermarking is applied when these files are previewed in-browser and is also included in downloaded versions (if downloading is enabled).

How Dynamic Watermarking Works for your Recipients

When dynamic watermarking is enabled, each recipient will see a personalized watermark applied to documents when viewing them.

The watermark includes the recipient’s email address overlaid across each page of the document, allowing

1. Each document to be uniquely tied to the recipient
2. Screenshots or shared copies to be traced back to the viewer
3. Recipients to be discouraged from unauthorized sharing

Watermarking is applied automatically and does not require any changes to your original files. It works seamlessly within the document preview experience, ensuring security without interrupting usability.

Note: Watermarking will also apply to downloaded documents if downloads are enabled.

Best Practices

To maximize the effectiveness of dynamic watermarking, it’s recommended to combine it with additional security controls

Use device-level security

Limit the number of devices each recipient can use to access the shared file. This reduces the risk of access links being shared or reused across multiple users.

Enable NDA gating

Require recipients to accept a non-disclosure agreement before accessing your files. This adds a legal layer of protection and reinforces confidentiality.

Control downloads

Disable downloads where possible to keep documents within the secure viewing environment. If downloads are required, watermarking ensures files remain traceable.

Using these controls together helps ensure your documents remain secure, traceable, and accessible only to the intended recipients.

Summary

Dynamic watermarking adds an extra layer of security to your shared files by making document access traceable to each recipient. By enabling watermarking, you can confidently share sensitive documents while reducing the risk of unauthorized distribution and maintaining accountability.