Some daily usage usage scenarios of IRM are listed below for reference.
|
No. |
Scenario |
Recommended Method |
Remarks |
|---|---|---|---|
|
1 |
Send confidential email (without attachment) to recipients for information only |
||
|
2 |
Send a confidential document to recipients for information only |
Custom Permissions – Viewer |
Email body will NOT be protected. |
|
3 |
Send a confidential document to recipients for comments/editing |
Custom Permissions – Co-author |
Email body will NOT be protected. |
|
4 |
Sending a confidential MS Excel document to recipients A and B: A needs to edit the document while B can only read |
Send the document to A and B separately. For A: Custom Permissions – Co-author For B: Custom Permissions – Viewer |
Email body will NOT be protected. |
|
5 |
A sends a confidential document to B; and B likes to ask C to follow up |
B has to request A to resend the confidential document with permissions granted by adding both B and C into the recipient list |
|
|
6 |
A sends a read-only confidential document to B and B finds the need to extract the contents for further action |
B has to request A to resend the confidential document by using Custom Permissions – Co-author |
|
|
7 |
Send 1 or more than 1 confidential document in non-supported file type (e.g. a video clip) |
Can’t add protection using IRM |
Suggest finding other means of protection e.g. add a password for opening the file |
|
8 |
Send a confidential file to both HKU internal recipients and an external party (e.g. vendor) |
Not recommended to send protected documents to non-HKU party using IRM |
Suggest finding other means of protection e.g. add a password for opening the file |
|
9 |
Send a confidential email with a read-only confidential attachment (Microsoft Office document i.e. .doc/.docs/.xls/.xlsx/.ppt/.pptx) |
||
|
10 |
Send a confidential email with a read-only confidential PDF file (i.e. non-MS Office document) |
Email message: Do Not Forward Attachment: Custom Permissions – Viewer |
|
|
11 |
Send a confidential email with a MS Office document that requires editing by recipient |
Email message: Do Not Forward Attachment: Custom Permissions – Co-author |
|
|
12 |
Send a confidential email with a PDF file (i.e. non-MS Office document) that requires editing by recipient |
Email message: Do Not Forward Attachment: Custom Permissions – Co-author |