Visual Vault has the ability to use a native Document viewer. When enabled, it will allow users to view selected documents within the same secured session. This will appear in a new window once the “View” icon is selected.
Administrators can also control whether or not to enable the document viewer. This can be also configured to support only specific document types (such as PDFs) if only a specific file types are needed to use the document viewer.
The document viewer will open to the first page of the document and you will see several options along the top of the viewer window.
- View – This is the default and allow you to simply view the document.
- Search – This will allow you to find words or phrases within the document.
- Annotate – Adding the capability to add items to the document.
- Redact – Allowing for corrections/redactions within the document.
- E-Sign – The ability to add/capture a signature for a document.
- In order – “Save”, “Print”, and “Download” as needed.
- Fields – If indexing is enabled, this will allow you to add or modify the index field(s).
You will also find at the bottom of the viewer, some basic view settings to go to different pages (if any), zoom, or briefing highlight a word or use the hand to move around (for example zoomed images) to locate your desired area.
The View function is simply a way to view the document. By default, you will have the following options:
- Thumbnails – If you have multiple pages, this will provide a small preview that you may select to get to the desired page. It will contain a slider once selected to make the preview pages larger or smaller.
- Magnify Tool – This will allow for the user to zoom in on specific areas, but not the entire document.
- Rectangle Zoom – If selected, you will be able to select a specific area of the document to be zoomed instead of using the options at the bottom of the viewer.
- Rotate Document – This rotates the entire document.
- Rotate Page – Rotates only the currently viewed page.
The search function allows the user to find specific words or phrases. The following options are available with the searching options being able to work in conjunction with each other (i.e. Match Case and Whole Word).
- Search Options – This will appear with the results from the search box entry. You will have additional options once the results appear.
- Quick Action – If you are searching for single/multiple criteria at a time for Redaction, this will allow you to redact all words/phrases at once.
- Filter – If searching for multiple items, you can apply a filter to show only the desired items needed for a short time and remove areas that may be undesired (i.e. comments or annotations).
- Search – This is the actual button and typing field, of which “Enter” on your keyboard will work as well for initiating the search.
- Match Exact Word or Phrase – Sets the search to match the user input exactly in accordance to the words and/or letters. If using a filter function, this will also group the phrase as 1 entry.
- Match Case – This matching the exact case of the user’s input; capital or lower-case.
- Whole Word – If the user is seeking an exact word, not just a close approximate, this is the function to accurately find that.
- Begins With – Use to find a word/phrase that may start the desired search.
- Ends With – Use to find a word/phrase that may end the desired search.
- Use Wildcard – This will allow for more complex searches for advanced users.
- Proximity Search – This will narrow the criteria to the current page.
The annotation function allows users to highlight areas of a document they may deem as noteworthy or they want to place an extra amount of attention to amongst other functions.
- Annotation Layers – If you have more than 1 annotation, this will allow the user to hide/show different layers of annotation if desired.
- Arrow Annotation – Allows for the user to place an arrow within the document.
- Line Annotation – Placement for a straight line.
- Rectangle – Annotation of a rectangle to cover or box in specific parts of the document.
- Ellipse Annotation – Circle placement, similar to rectangle.
- Freehand Annotation – Allows for “writing” while using the cursor.
- Polyline Annotation – Placement for other shapes by placing multiple lines in position.
- Text Annotation – Addition of text into its own field.
- Highlight Annotation – Highlight text within the document.
- Strikethrough Annotation – Place a line over text within the document.
- Text Hyperlink Annotation – Highlight text within the document that will act as a hyperlink to a web address.
- Stamp Annotation – Places a stamp of preset words within the document.
Once you select from the possible options for annotation, you will see a box pop up to modify the annotation. Users will be able to modify the annotations’ color, transparency, thickness, and several other items dependent on the annotation type.
Any annotation may be removed by using the delete key or delete button once you select the desired annotation. Annotations may also be modified as needed once placed.
The Redact utility allows users to suppress items that they deem unnecessary to view. These can be removed at a later time if needed.
- Annotation Layers - If you have more than 1 redaction (or annotation), this will allow the user to hide/show different layers of annotation if desired.
- Filled Rectangle – Places a solid rectangle to redact a specific area.
- Text Selection Redaction – Covers specific redacted text.
- Redact Full Pages – You may remove/hide pages as needed from view.
- Redaction View Mode – Allows users to review the redacted items to ensure the proper items are redacted.
Much like the annotations, you will see pop up boxes for added control as to the color, outline, etc. of the Redaction(s) per the user’s needs.
E-Sign allows for users to place an electronic signature into the document.These signatures may be burned into the document if so desired so it will be saved even if downloaded.
This does NOT link into an existing workflow.
- Manage E-Signatures – This allows for users to review, add, modify or remove any e-signature.
- From the signature manager, you can add both typed signatures or free hand.
- You may also add titles or initials with these functions as well.
- Create Freehand Signature – Allows for the user to create a signature, title, or initials via their cursor. This may be saved for future use.
- Create Text Signature – Allows for the user to type a signature, title, or initials. This may be saved for future use.
- Place E-Signature – Places a previously made signature into the desired area. This will be the most recently selected signature.
- Place Date – Inserts the current date.
Throughout use of the Annotate, Redact, and E-Sign functions, a comment function becomes available. Users are welcome to add comments to their various items (redactions, annotations, etc.) as they see fit. These are available to be viewed in mass if any comments are placed within the document.