As of v5.3, you may redact content in the document viewer and restrict sharing so that only the redacted document is available to all users.
Only users with content or site admin permissions may redact documents and access the original file. Other users will only to able to access the redacted version.
If the document is replaced with a revised version, any previous redaction will not be applied.
Enabling document redaction
A Site administrator can enable redaction in Files admin:
Click Admin in the navigation bar, then select Files under Module settings.
Scroll down to Advanced settings and click to Enable document redaction. Click Save to confirm the change.
Redacting text and areas
If document redaction is enabled, you may redact text, areas and entire pages in the document viewer.
Redacted sections in downloaded or shared documents cannot be edited. Only the original document retains the redacted content for future publication.
In the Files module, open a document in the document viewer.
Click Redact to open the redaction tools.
The tools are:
- Filled rectangle - redact a rectangular area, this may be any content, text or image
- Text selection redaction - select and redact an area of text
- Redact full pages - select one or more pages for redaction
- Redaction view mode - temporarily reveals redacted areas
Filled rectangle
The Filled rectangle tool allows you to redact an area of text, images and any other content.
Click and drag to select an area.
The menu box on the right allows you to select or enter a label for the redaction. This label is displayed in the redacted document.
We recommend you always add a label to a redacted block.
Menu options
The menu box allows you to change the appearance of the redacted area. Three or four tabs are available, depending on which object is selected:
Fill color
- Fill color - click to select a colour for the block.
- Select label - add a standard label, or enter your own.
We recommend you always add a label to a redacted block.
Border color
- Border color - highlight the block with a frame in the selected colour and width.
Font options
- Font options - change the colour of the label text.
Layer order
- Layer order - this tab is available if you have selected an existing redaction. Select an option to control which redaction is displayed over other redactions in the same area.
Other menu options
Other options are available on the right of the menu:
- Delete selected - delete the selected redaction
- Options - Shrink or expand the menu
- Add comment - Add a comment to the redaction. Other users may read this and reply
- Move menu - move the menu to the bottom or top corner of the document viewer window
Text selection redaction
The Text selection redaction tool allows you to redact an area of selectable text. Click and drag to select any amount of text that is visible in the document viewer window, from a single character to multiple paragraphs.
The menu box on the right allows you to select or enter a label for the redaction. This label is displayed in the redacted document.
We recommend you always add a label to a redacted block.
Click the Text selection redaction tool again to redact another section of text.
Text must be selectable, and not, for example, part of an image. To redact text that cannot be selected, use the Filled rectangle tool.
Other menu options
Other options are available on the right of the menu:
- Delete selected - delete the selected redaction
- Options - Shrink or expand the menu
- Add comment - Add a comment to the redaction. Other users may read this and reply
- Move menu - move the menu to the bottom or top corner of the document viewer window
Redacting full pages
The Redact full pages tool allows you to redact an entire page. Click the toolbar button to open the Redact full pages window.
Select a single page or a range of page to redact, and select a reason from the drop-down list.
Click Redact to apply your changes.
Redaction view mode
Use the Redaction view mode tool to temporarily make all redaction blocks translucent for review.
Saving your redacted document
When you have finished your redacted document click Save changes.
A message is displayed to show the document is saved with redaction:
The document will be saved as a Redacted file, replacing the original file. A Redacted label is added under the file name.
Searching for a redacted document
You may use the Redacted option in the search filter to quickly find redacted documents.
Sharing a redacted document
Any file that contains redaction is 'burned' into a PDF document when it is shared or downloaded.
A redacted PDF version will be created any time the document is distributed via any service, including, for example, making a copy, or sending to eSign.
Shared or downloaded documents are permanently redacted; it is not possible to remove the redaction as the underlying content is removed.
Removing redaction
Individual redacted sections may be removed with the Delete selected tool in the menu box.
To remove all redaction from a site, open the Admin module, then select Files under Module settings. Scroll down to Advanced settings and untick Enable document redaction.
Click Save to confirm the change.
All redaction on the site will be removed.
