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Profile and Content Security

Overview

Profile Center provides a suite of security features designed to safeguard your profiles and their content, ensuring that only authorized individuals can access your valuable data.

Select the applicable tab for your edition of Responsive.

  • Profile Types

    Profiles in Profile Center can be Public (visible with a link) or Private (visible only to invited personnel). You can choose the option that best suits your organizational needs.

    Once you are ready to publish the profile, you can select the type from the Who has access drop-down list.

    Public-Private Profiles.png

    Public Profiles

    When a profile is set as a public it acts as a Trust Center and the published profile is publicly accessible via a unique URL. This makes it ideal for sharing and showcasing your content to a wider audience.

    Customizing Profile URLs

    Note: This feature must be enabled prior to use. Contact your account manager, or accountmanagers@responsive.io, to enable it.

    1. Go to Organization Settings > Company > Custom Domain and click New Domain.
    2. Enter the domain name you want to use, the title you want to appear on the browser tab, and upload a favicon image.
      Note: Setting up a custom URL is permanent and cannot be modified or disabled later.
      18.png
    3. Click Verify to confirm that the domain is valid and available.
      Note: If the name is not valid, try entering another domain name.
    4. Once validated, copy the c-name that is generated and paste it to your main domain.
    5. When you go to publish the profile, turn on the Custom URL toggle and enter your domain name in the Custom URL field.
      19.png
    6. Click Publish.

    Private Profiles

    Private profiles are accessible only to invitees. The profile owner, contributors, and users with access have the ability to send invites to specific individuals, ensuring controlled access.

    Security Access Control

    This feature allows you to tailor access rights to your specific requirements. Users can exercise precise control over who has access to their profiles by configuring access control. Access control can be set up for the profile as well as for individual artifacts.

    Access Control for Profiles

    Access control at the Profile level can be configured in two ways:

    • Click Publish to open the pop-up, next turn on the Access Control toggle, and then click Publish.
      Access Control - 03.png
    • Alternatively, click the Lock icon beside the profile title and turn on the Access Control toggle.
      Access Control - 01.png

    Access Control for Individual Artifacts

    Click the Lock icon on an artifact and turn on the Access Control toggle to enable it.

    Access Control - 02.png

    Non-Disclosure Agreements

    Profile authors have the option to require users to digitally sign a Non-Disclosure Agreement (NDA) before they can view the profiles or individual artifacts. This extra layer of security ensures that sensitive information is protected, and only authorized individuals can access it.

    Creating Non-Disclosure Agreements

    Administrators with access to Organization Settings can set up the verbiage for the NDA.

    1. Go to Organization Settings > Profile Center > NDA, then click Add.
      PC - NDA.png
    2. To modify the disclaimer and acknowledgment language to reflect your organization's unique style and requirements, click the Preview to view the agreement, and Back to Editing to return to edit the agreement.
      Preview NDA.gif
    3. Click Save.
      Save NDA.png

     

    If an NDA has not been created in the Organization Settings, and a user attempts to enforce an NDA, the following actions occur:

    • If the user has access to Organization Settings, a pop-up displays with the Add NDA option.
      NDA - Add NDA.png
    • If the user does not have access to Organization Settings, a pop-up displays providing a Contact Admin option for reaching out to the administrator for additional support.
      NDA - Contact Admin.png

    Enforcing Non-Disclosure Agreements for a Profile

    NDAs can be enforced at the Profile level in two ways:

    • Click Publish to open the pop-up, next turn on the NDA toggle, and then click Publish.
      NDA - 03.png
    • Alternatively, click the Lock icon beside the profile title and turn on the NDA toggle.
      NDA - 01.png

    Enforcing Non-Disclosure Agreements for Individual Artifacts

    Click the Lock icon on an artifact and turn on the NDA toggle to enable it.

    NDA - 02.png

    Bypassing Non-Disclosure Agreements for Salesforce Contacts

    Profile Center Admins have the ability to configure whether or not the NDA can be bypassed for a Salesforce contact by going to Organization Settings > Integration > CRM > Salesforce and clicking the Settings icon.

    17.png

    Watermarking PDF Documents

    To reinforce the protection of intellectual property and discourage unauthorized sharing of sensitive information, we now offer the option to apply watermarks. You can leverage the feature to apply watermarks or brandings to questionnaires and a wider range of document formats, including image, text, Word, Excel, and PowerPoint.

    • Applying watermark to a Profile Questionnaire inherently extends to the attachments of the questionnaire on download.
    • When downloading documents, the watermark is applied to a PDF version of the file ensuring document integrity.

    To configure the watermark:

    1. Go to Organization Settings > Profile Center > Watermark.
      22.png
    2. Edit the various options here to personalize the watermark to suit your needs:
      Note: You can click Reset to restore the default settings, or click Cancel to discard the changes you have made.
      PC - Watermark Options.png
      1. Manage Watermark Toggle: Enable or Disable watermark for your organization.
      2. Watermark Text: Enter the text to be used as the watermark.
        Note: The maximum number of characters is limited to 32 including spaces.
      3. Include email & timestamp: Toggle the setting to display your email and time.
      4. Font Options: Select the font Family and the size of the font.
      5. Color: Change the color of the watermark text.
      6. Transparency: Controls the opacity of the watermark text.
      7. Rotation: Controls the angle of the text.
      8. Fill Type: Select the display pattern of the watermark text. You can choose between the following
        1. Fit - applied to the center of the page
        2. Fill - applied in a tile fashion across the page
        3. Pattern - applied in a tilted tile fashion across the page
      9. Spacing: Controls the spacing between the watermark when the watermark Fill Type is set to Fill or Pattern.
      10. Watermark Layer: Determines if the watermark is to be applied above or below the document's content.
    3. Click Save to apply the changes.

    Previewing Watermarks

    This feature is disabled by default. You must go to Organization Settings > Profile Center > Watermark to enable it.

    The Enable Document Viewing toggle in the Watermark settings gives you more control over how watermarked documents are visible to viewers.

    26.png

    • Once enabled, viewers have the option to preview (open) a watermarked version of the document as well as download them, providing enhanced security for your sensitive information.
      27.png
    • If the option remains disabled, viewers will only be able to download the artifacts.

  • Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.

    Profile Types

    Profiles in Profile Center can be Public (visible with a link) or Private (visible only to invited personnel). You can choose the option that best suits your organizational needs.

    Once you are ready to publish the profile, you can select the type from the Who has access drop-down list.

    Public-Private Profiles.png

    Public Profiles

    When a profile is set as a public it acts as a Trust Center and the published profile is publicly accessible via a unique URL. This makes it ideal for sharing and showcasing your content to a wider audience.

    Customizing Profile URLs

    Note: This feature must be enabled prior to use. Contact your account manager, or accountmanagers@responsive.io, to enable it.

    1. Go to Organization Settings > Company > Custom Domain and click New Domain.
    2. Enter the domain name you want to use, the title you want to appear on the browser tab, and upload a favicon image.
      Note: Setting up a custom URL is permanent and cannot be modified or disabled later.
      18.png
    3. Click Verify to confirm that the domain is valid and available.
      Note: If the name is not valid, try entering another domain name.
    4. Once validated, copy the c-name that is generated and paste it to your main domain.
    5. When you go to publish the profile, turn on the Custom URL toggle and enter your domain name in the Custom URL field.
      19.png
    6. Click Publish.

    Private Profiles

    Private profiles are accessible only to invitees. The profile owner, contributors, and users with access have the ability to send invites to specific individuals, ensuring controlled access.

    Security Access Control

    This feature allows you to tailor access rights to your specific requirements. Users can exercise precise control over who has access to their profiles by configuring access control. Access control can be set up for the profile as well as for individual artifacts.

    Access Control for Profiles

    Access control at the Profile level can be configured in two ways:

    • Click Publish to open the pop-up, next turn on the Access Control toggle, and then click Publish.
      Access Control - 03.png
    • Alternatively, click the Lock icon beside the profile title and turn on the Access Control toggle.
      Access Control - 01.png

    Access Control for Individual Artifacts

    Click the Lock icon on an artifact and turn on the Access Control toggle to enable it.

    Access Control - 02.png

    Non-Disclosure Agreements

    Profile authors have the option to require users to digitally sign a Non-Disclosure Agreement (NDA) before they can view the profiles or individual artifacts. This extra layer of security ensures that sensitive information is protected, and only authorized individuals can access it.

    Creating Non-Disclosure Agreements

    Administrators with access to Organization Settings can set up the verbiage for the NDA.

    1. Go to Organization Settings > Profile Center > NDA, then click Add.
      PC - NDA.png
    2. To modify the disclaimer and acknowledgment language to reflect your organization's unique style and requirements, click the Preview to view the agreement, and Back to Editing to return to edit the agreement.
      Preview NDA.gif
    3. Click Save.
      Save NDA.png

     

    If an NDA has not been created in the Organization Settings, and a user attempts to enforce an NDA, the following actions occur:

    • If the user has access to Organization Settings, a pop-up displays with the Add NDA option.
      NDA - Add NDA.png
    • If the user does not have access to Organization Settings, a pop-up displays providing a Contact Admin option for reaching out to the administrator for additional support.
      NDA - Contact Admin.png

    Enforcing Non-Disclosure Agreements for a Profile

    NDAs can be enforced at the Profile level in two ways:

    • Click Publish to open the pop-up, next turn on the NDA toggle, and then click Publish.
      NDA - 03.png
    • Alternatively, click the Lock icon beside the profile title and turn on the NDA toggle.
      NDA - 01.png

    Enforcing Non-Disclosure Agreements for Individual Artifacts

    Click the Lock icon on an artifact and turn on the NDA toggle to enable it.

    NDA - 02.png

    Bypassing Non-Disclosure Agreements for Salesforce Contacts

    Profile Center Admins have the ability to configure whether or not the NDA can be bypassed for a Salesforce contact by going to Organization Settings > Integration > CRM > Salesforce and clicking the Settings icon.

    17.png

    Watermarking PDF Documents

    To reinforce the protection of intellectual property and discourage unauthorized sharing of sensitive information, we now offer the option to apply watermarks. You can leverage the feature to apply watermarks or brandings to questionnaires and a wider range of document formats, including image, text, Word, Excel, and PowerPoint.

    • Applying watermark to a Profile Questionnaire inherently extends to the attachments of the questionnaire on download.
    • When downloading documents, the watermark is applied to a PDF version of the file ensuring document integrity.

    To configure the watermark:

    1. Go to Organization Settings > Profile Center > Watermark.
      22.png
    2. Edit the various options here to personalize the watermark to suit your needs:
      Note: You can click Reset to restore the default settings, or click Cancel to discard the changes you have made.
      PC - Watermark Options.png
      1. Manage Watermark Toggle: Enable or Disable watermark for your organization.
      2. Watermark Text: Enter the text to be used as the watermark.
        Note: The maximum number of characters is limited to 32 including spaces.
      3. Include email & timestamp: Toggle the setting to display your email and time.
      4. Font Options: Select the font Family and the size of the font.
      5. Color: Change the color of the watermark text.
      6. Transparency: Controls the opacity of the watermark text.
      7. Rotation: Controls the angle of the text.
      8. Fill Type: Select the display pattern of the watermark text. You can choose between the following
        1. Fit - applied to the center of the page
        2. Fill - applied in a tile fashion across the page
        3. Pattern - applied in a tilted tile fashion across the page
      9. Spacing: Controls the spacing between the watermark when the watermark Fill Type is set to Fill or Pattern.
      10. Watermark Layer: Determines if the watermark is to be applied above or below the document's content.
    3. Click Save to apply the changes.

    Previewing Watermarks

    This feature is disabled by default. You must go to Organization Settings > Profile Center > Watermark to enable it.

    The Enable Document Viewing toggle in the Watermark settings gives you more control over how watermarked documents are visible to viewers.

    26.png

    • Once enabled, viewers have the option to preview (open) a watermarked version of the document as well as download them, providing enhanced security for your sensitive information.
      27.png
    • If the option remains disabled, viewers will only be able to download the artifacts.

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