Watermark
Watermarks reduce leakage risk during preview, download, print, sharing and outbound delivery. BabelBird supports interface/preview watermarks, output-file watermarks and true watermarks embedded into file content. They work together with permissions, sharing policies, audit logs, classification levels, IP policies and enterprise console settings.
Watermark Types
| Type | Description | Typical use |
|---|---|---|
| Text watermark | Fixed text such as enterprise name, project name or confidentiality level | Unified confidentiality notice |
| Account watermark | Displays visitor name, account or another identifier | Trace screenshots, photos and leaks |
| Image watermark | Overlays enterprise logo or a specified image | Brand identity and copyright protection |
| Mixed watermark | Private-cloud deployments can combine multiple watermark types | High-security files |
| True watermark | Embeds the watermark into file content or output files | Cases where the mark must travel with the file |
Preview Watermark
Preview watermarks are displayed when users view files online. They are useful when viewing is allowed but confidentiality reminders and traceability are required. After enabling, the preview/transcoding service overlays watermarks according to administrator settings. Effects for Office, PDF, images, CAD, video screenshots and other formats depend on file format, preview method and deployment configuration.
Common strategies include:
- Enable preview watermark for all files.
- Enable watermark only for external sharing, project files or high-classification files.
- Use visitor account information as watermark content for better traceability.
- Add visible marks for screenshot, photo and screen-sharing leakage scenarios.
Watermarked Downloads
Watermarked downloads allow users to download files while preserving enterprise or visitor identifiers in outbound copies. A common approach is to output the file as a watermarked PDF and then allow download, print or delivery.
Watermarked downloads are useful when:
- External partners may download materials, but enterprise name, visitor account or project confidentiality marks must remain.
- Contracts, quotations, proposals and drawings need to be delivered as PDF.
- Administrators want to distinguish original-file download from watermarked PDF download.
- Shared files should be preview-only or downloadable only as watermarked versions to reduce original-file spread.
Whether users may download originals, only watermarked PDFs or print should be configured by administrators according to file permissions, sharing permissions, classification and audit requirements.
True Watermark And Output Files
True watermark means the mark is output with the file content rather than only shown in the web interface. For offline circulation, archiving, printing or formal delivery, true watermarks continue to preserve identifiers after the file leaves the system. In private deployments, output rules can combine enterprise logos, project names, visitors, timestamps, classification levels and custom transcoding.
Relationship With Permissions
Watermarks do not replace permissions; they complement permissions, audit and leak tracing:
- Permissions decide who can view, edit, download, share or print.
- Watermarks add visible notices and traceability after access is authorized.
- Sharing permissions decide whether external visitors can preview, download, edit or re-share.
- Audit logs record preview, download, sharing, printing and permission changes.
- IP policies, Mac binding, second verification, file access control and sensitive content recognition can further tighten access.
Administrator Guidance
| Scenario | Recommended strategy |
|---|---|
| Ordinary internal files | Light enterprise text watermark or no watermark |
| Contracts, finance and HR files | Account watermark, download audit and sharing restrictions |
| External sharing | Preview watermark, watermarked PDF download, expiry and password |
| Drawings, proposals and R&D files | True watermark, file access control and original-download restriction |
| Highly sensitive files | Watermark, sensitive content recognition, encrypted folder or classification policy |