The document viewer previews a document and provides additional options, such as analysis, redaction or to open the document:
'Open in...' and 'Download'
If you need to edit the document, or download a copy, two buttons are available in the navigation bar:
Open in... is only available if Enable Open in Office Online or Enable Open in G Suite are selected in site Files settings.
Click Open in... to open the document in a compatible editor.
If only one option is available to open the document, the Open in... button changes to show which editor is available, e.g. Open in Word Online.
Select Download to download a copy of the file for reference.
We recommend you always use Open in... to edit the document, as all changes are automatically tracked and the original document is updated in HighQ with a new version.
More Actions
Click More actions to display additional actions:
- Download - Download the chosen file to your computer
- Share - Displays the Share screen, where you can share the file by Email, Link, Message or Microblog
- Send to... - Display the Send to screen, where you can select a service to send the file to. This is covered in more detail here
- Open in... - Open the file in an editor, such as a Microsoft Office (Word, Excel, Powerpoint; online or client app) or Google Workspace (Docs, Sheets, Slides)
- Edit details - Edit the title, add tags, and add a file disclaimer to the file
- Move or Copy - Move the file to a different site, or to another folder in the current site
- Add version - Upload a new version of the document which replaces (but does not delete) the old version. A user can also add a new task for that document from the Task tab
- Add task - Add a task to the file
- Add comment - Add a comment to the file
- Ask question - Ask a question about the file, which is then displayed in the Q&A module
- Audit history - Displays the files audit history
- Contract analysis - Use HighQ AI to compare and analyse documents for similarity. This is only available if AI is enabled on your instance.
- Delete - Deletes the file
Next to the More actions option, you can add the file to your Favourites and also Hide the inline pane:
View
When View is selected, the following options are available:
- Thumbnails - Display thumbnails of all selected files
- Magnifier Tool - Show a magnified view of a small portion of the file
- Rectangle Zoom - Click and drag an area to zoom in and view
- Rotate Document - Rotate the file clockwise
- Rotate Page - Rotate the page clockwise
- Image Tools - Adjust the display of a selected image
- Print - Gives options to print the file
- Download - Gives options to download the file
Search
When Search is selected, the following options are available:
- Search Options - Gives access to Quick Actions and the Filter. Search results are displayed here
- Search Document - Click to enter a search term
- Match exact Word or Phrase - Filter your search results to match the exact word or phrase
- Match Case - Filter your search results to match the case you have used in your search
- Whole Word - Filter your search results to include the whole word(s) you have used
- Begins With - Filter your search results to include results that only begin with your search term
- Ends With - Filter your search results to include results that only end with your search term
- Use Wildcards - Filter your search results to use wildcards as part of your search term
- Proximity Search - Filter your search results to include a proximity search as part of your search
Annotate
When Annotate is selected, the following options are available:
The Annotate options available are arrow, line, rectangle, ellipse, freehand, polyline, text and stamp. The Annotate option allows you to annotate a file in the viewer and save those annotations for another user. The options give you several ways to annotate the file. Click an annotate option, then click and drag where you want to annotate in the file:
An options section is displayed that allows you to customise or delete the annotation. Click Add comment to add comments; select Include in Burned Document to include the annotation in a burned document.
Click Save Annotations to save the new annotations in the file:
There are two options available. You can save the annotation as a Personal annotation that only you can view and edit. Otherwise you can save the annotation as a Shared annotation and this will become visible to other users who have edit rights to the document.
Once your annotation is saved a message is displayed.
Annotations are listed next to the Like and Comment section in the inline pane:
And also the number of annotations are displayed under the file name back in the Files module.
Click the annotation link to display a list of saved annotations in the document viewer. Personal and Shared annotations are available to be loaded. Click an annotation record to view the file with annotations.
You may also click Load Annotations to open the list of saved annotations.
Click Comments Panel to view any comments in the file.
Click Download to save a copy of the file to your computer. The annotations displayed in the document viewer (Private or Shared) will be burned in so these can be used for future reference and can be shared with others to combine together to create one document,
Redact
When Redact is selected, the following options are available:
- 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
After redacting the document, click Save changes. More information is available here.
iSheet Metadata
You can edit iSheet metadata (if any is attached to the file) in the inline pane. More information is available here.
Email Attachments
If you view an email, email attachments are displayed in the document viewer. To view the email attachments, click Attachments:
This displays the attachments in the left-side View pane:
Click an attachment to view the contents.
Viewer Settings
An administrator can access viewer settings in Admin > Files > Viewer Settings:
An administrator can set:
- Use standard HTML5 viewer - this uses the HTML5 viewer, supported on all modern browsers.
- Use Adobe Reader for printing - use Adobe Reader's print capabilities instead of the document viewer
- Use legacy Flash-based viewer - this allows the viewer to be used on older browsers.
