Watermarking prints the user's email address, IP address and the date across each page of a document, along with a confidential notice. If a copy is shared outside the Data Room, the watermark shows who it came from.
What does the watermark show?
When Watermarking is on, each page shows translucent text with:
- The user's details, for example: Downloaded by jane@example.com from 203.0.113.10 on 10/22/2026
- The notice Confidential - Do Not Distribute
Where does the watermark appear?
Watermarking applies to every user in the Data Room, including admins. Once it's on, the watermark appears:
- In the document viewer, on every file a user opens.
- On PDF files a user downloads.
Note: Encrypted PDFs, such as password-protected files, download without a watermark.
Turn Watermarking on or off
Only users with Admin or the Manage Users & Settings permission can change Watermarking.
1. Inside the Data Room, click the gear icon (Manage Users & Settings) in the left side panel, and select Settings.
2. Open Additional Security, Features & Disclaimer.
3. Under Security, select Enable Watermarking on Viewer & PDF downloads.
4. If you want the watermark lighter or darker, enter a new opacity in the box next to the option.
5. Click Save Changes.
To check that it worked, go back to the Data Room and open any file. The watermark appears as translucent text across the page.
Watermarking in Staging
Staging is a private area where you upload and review files and folders before you add them to the Data Room. If Staging is on, it has its own Watermarking option and opacity, so you can set them separately from the Data Room.
- On the Settings page, open Additional Security, Features & Disclaimer.
- Under Features, below Enable Staging module within the data room, select Enable Watermarking on Viewer & PDF downloads.
- If you want, enter a new opacity in the box next to the option.
- Click Save Changes.