The Viewer Pane

The viewer pane on the right side of the Record screen displays whatever document you select from the document list. It works with many document types — PDFs, Word and Excel files, images, emails, text and more — and shows a toolbar of controls across the top. This topic covers how to move around inside the viewer: opening documents, full screen, viewing two documents at once, paging, thumbnails, and zoom. For the document action toolbar (Print, Email, Download, Convert, Revisions, Delete and so on) see Viewing Documents, and for marking up a document see Annotating Documents.

Opening and closing documents

Click a document in the list to open it in the viewer. Close it by clicking the X at the top of the viewer, which returns the document list to full width. The Previous Document and Next Document buttons step through the documents in the current SubCategory only — they do not roll over into the next group.

Full screen

The expand icon at the top-left of the document header hides the document list and gives the viewer the entire screen; click it again to bring the list back. On phones and other small screens the viewer opens in full screen automatically, so the document list can look like it is missing — tap the expand icon to exit full screen and the list returns. Putting the record into inline Edit mode also hides the document list until you leave edit mode.

Viewing two documents at once

The clone icon in the viewer toolbar ("Toggle Second Document View") opens a second pane beside the first showing another copy of the current document; click it again to close the second pane. When two panes are open, the swap icon exchanges the left and right documents. The viewer supports at most two panes side by side — there are no viewer tabs. The second pane is view-only, with no annotation tools and no toolbar. Closing the document with the X closes both panes at once. A second document can also open automatically when you follow a split-screen or related-record link.

Paging through a document

A document with a small number of pages gets a page dropdown to jump between pages. A very large document is given a page number box instead, and its page thumbnails are turned off, to keep the viewer responsive on big files — this is why thumbnails sometimes seem unavailable on large PDFs.

Page thumbnails

The thumbnails icon cycles through four states each time you click it: off, then a strip along the bottom, then a rail down the left side, then a rail down the right side, then back to off. Because it is a single button with no label, a user who reports that "the thumbnails moved" has usually clicked it one extra time. The size icon next to it switches between small and large thumbnails. The thumbnail for the page you are viewing has a red border. Each thumbnail also has its own checkbox — when you check one or more pages, the Print and Download buttons switch to acting on just the selected pages instead of the whole document. Thumbnail rails are hidden automatically on narrow windows.

Zoom and rotate

The page toolbar provides Zoom Width, Zoom Height, Zoom In, Zoom Out, Rotate Left, and Rotate Right. On touch devices you can also pinch to zoom. The Zoom Width and Zoom Height buttons are not offered to anonymous viewers, such as people opening a document from a portal or a share link.

Viewing OCR text on the page

For documents that have been run through OCR, the page toolbar (below the main document toolbar) offers three related controls. Show Document Text (OCR) displays the recognized text of the document. Show/Hide OCR Words on Page overlays the recognized words directly on the image so you can click and copy scanned values. Toggle Data Annotations shows or hides data annotations on the page. These controls only appear once the document has actually been OCR'd, and they are hidden while you are editing annotations. If a document has not yet been OCR'd, a Read Document Text (OCR) button is available to queue it; while the OCR runs, a status badge appears next to the document name.

Viewing large PDFs inline

There is a setting to show large PDFs inline using the browser's own built-in PDF viewer, which loads big files faster. That built-in viewer does not support annotations, so if you are unable to mark up a large PDF, this setting is the reason — turn inline viewing off for that document to annotate it.