PDF Watermarks, Passwords and Metadata

Protect and brand PDF documents with text watermarks, password protection using RC4-128 encryption, and document metadata for title, author, and creator fields.

February 24, 2026

PDF documents can include watermarks for branding and status indication, password protection for access control, and metadata for document management. These features are configured in the publishing wizard and apply to the entire document.

Watermarks

Text watermarks overlay every page in the document, including covers. The watermark appears as semi-transparent rotated text centred on each page.

Custom Text

Enter any text for the watermark. The text appears on every page of the document, providing consistent branding or status indication throughout.

Subtle Styling

Watermarks render at 60pt in Helvetica Bold with 30% opacity and 45-degree rotation. Visible enough to communicate status, subtle enough not to obscure content.

Password Protection

Enable password protection to require a password before the PDF can be opened. The document is encrypted so the content cannot be read without the correct password.

Password protection uses RC4-128 encryption via the PDF Standard Security Handler. Both the user password (required to open) and the owner password (required to modify) are set to the same value.

PDF Metadata

Set document metadata fields that appear in PDF reader applications and document management systems:

Compliance and Distribution Use Cases

Different distribution scenarios call for different combinations of watermarks, passwords, and metadata:

Vendor Submissions

Watermark with CONFIDENTIAL, enable password protection, set title and author metadata. The vendor receives a branded, protected document with clear handling instructions.

Internal Reviews

Watermark with DRAFT to prevent premature distribution. No password needed for internal access. Clear metadata so reviewers know the document source and version.

Compliance Packs

Full metadata for document management systems. No watermark on final approved versions. Password protection if the compliance framework requires access control on documentation.

Executive Distribution

Clean metadata with title and author. No watermark on final versions. Optional password protection depending on sensitivity. Professional, uncluttered presentation for leadership audiences.

Configuration in the Publishing Wizard

All security and metadata settings are configured in the PDF configuration step of the publishing wizard: