Viewing Documents (REFRESH / replacement for the existing topic)

Documents appear on the left-hand side of the Record screen. Click a document and it opens in the viewer on the right, where a toolbar across the top gives you control over the open document. 

The buttons available to you depend on your rights, on the document type, and on what your system has licensed.

Viewing and comparing

The Compare / second view button (clone icon) opens the document a second time in a pane beside the first so you can view two documents side by side; click it again to close the second pane, and use the swap icon to exchange the two sides. See The Viewer Pane for more on two-pane viewing. The Notes button lets you add or read notes attached to this specific document, which are separate from the record's notes. The Revisions button shows past versions of the document, from which you can download an older copy or make a previous version the current one.

AI actions

If your system has AI enabled and the Send Data to AI setting is on, an AI Actions button offers Summarize Document Contents, which produces a written summary of the document, and Draft Response, which drafts a reply. These features send the document to the AI and consume tokens, and may incur additional fees — check with your sales representative for details, and always verify AI results, as AI can make mistakes.

Printing, emailing and sharing

The Print and Email buttons print or email the current document. The Share options — Quick Share, Quick Unlogged Share, and Manage Shares — generate links that let people view the document outside the system; Manage Shares lists and revokes the shares you have created. E-forms cannot be shared this way because they are generated on demand.

Downloading and converting

The Download button downloads the original document without annotations, and its dropdown adds Download Original Document, Download PDF with Annotations, and Download PDF without Annotations. The Convert to PDF button converts the document to a PDF, with a dropdown to convert with or without annotations. The Replace button replaces the current document with a new version you upload from your device.

OCR

For a document that has not yet been OCR'd, the Read Document Text (OCR) button queues it for text recognition so the document becomes searchable and usable for click indexing; while it runs, a status badge appears next to the document name. OCR also reads these barcode types: QR Code, Code 3 of 9, Code 128, Standard 2 of 5, UPC-A, UPC-E, EAN-8, EAN-13, Intelligent Mail, and PostNet. Once a document has been OCR'd, the controls for viewing its text and overlaying recognized words appear on the page toolbar — see The Viewer Pane.

Saving and editing

When a change is pending, a Save button commits it; administrators viewing an E-form also get a Re-load E-form in latest version option. The Edit button (pencil icon) opens a dropdown with Rearrange Pages, Re-Generate Thumbnails, Set as Record Image, and, for administrators, View Document Data. To delete, rearrange, or rotate individual pages, use the Rearrange Pages option here rather than deleting the whole document. If integration tools are installed on your machine, Direct Open in Editor opens the document in its native desktop application, and Refresh This Document pulls your saved changes back in.

Annotating

The Annotate button is a toggle: turn it on to mark up the document and off when you are done. See Annotating Documents for the full set of annotation tools.

Deleting

The Delete button (trash icon) deletes the document. Depending on your rights, Restore and Purge may also be available for recovering or permanently removing documents.