Docs+ PDF is part of Filevine’s Docs+ Features, which also includes OCR and Indexing. If you are interested in Docs+, contact your Filevine rep to learn more.
Annotate, comment, sign, and more in .pdf documents within Filevine. To edit a .pdf, select a file and click on the document’s properties menu. Select “Edit Doc.” You can also open document editing from the preview screen by clicking on the “Edit Doc” icon in the top right corner. Selecting “Edit Doc” will open the Docs+ PDF tool.
Once you’ve made the desired changes, make sure to click the “Save” icon in the top right corner to save all edits to the document. Learn more about saving and making copies of documents.
By using the view menu, you can adjust the document zoom level and interaction, look at a thumbnail or outline view, and review a log of all edits to the document.
Make the .pdf editor full screen by clicking on the vertical ellipsis menu on the far right in the top bar. Here you will see the option to make the editor fullscreen, to download the document, or to print.
Adjust the zoom level for the document by pressing the plus and minus icons along the top bar, or by clicking on the dropdown next to these icons and changing the percentage.
Change interaction with the document by switching the mouse between the hand, which can grab and scroll the document, and the arrow, which can highlight text.
Change the view of the document—viewing multiple pages at a time, for instance—or rotate the document by clicking on the cog icon and selecting the desired option.
Click on the outline icon on the far left to open the panel, where you can see a thumbnail view of the document, an outline of the document including headers, and a log of all edits and comments, including edits made in prior versions.
Search the document text by clicking on the magnifying glass icon on the top bar. Enter the desired text and use the arrows to navigate back and forth between multiple occurrences. For more search options or to view all occurrences at once, click on the ellipsis next to the search text box to open the search pane.
Icons along the right side of the top bar will allow you to add different types of annotations to the document.
Select the icons to add highlights, underlines, and strikethrough to existing text, or to add freehand notes, additional text, comments, and shapes. Color, opacity, thickness, and text size can also be adjusted as applicable by clicking on the triangle in the bottom left of the icons. Edits can be resized and moved in the document as applicable.
Sign and Comment
You are also able to add and place signatures and comments. Signatures can be drawn, typed, or uploaded. You are also able to save a drawn signature for future signing.
Comments will appear as speech bubbles on the document and can be written and read in the “notes” tab of the left-hand panel. To view old comments, click on the speech bubble in the document to open the panel. Change the speech bubble color by clicking the speech bubble and selecting the artist palette icon, or erase a comment by clicking the comment and the trashcan icon.
Stamp, Crop, and More
For more options, click on the ellipsis to the right of the comment icon. Here you can create a “callout,” which places a comment box with an arrow in the document, add photos, add a ready-made stamp, attach files, and crop the document. Attached files will be represented as a paperclip icon in the document, and can be downloaded or linked. Cropping the document will add the cropped area to the top of the document as the first page.
Erase any annotations you’ve made and redact any information on the document. Use the eraser icon to remove any edits you’ve added in this version or previous versions of the document.
Use the doc with an “x” icon to redact any part of the document. Select items for redaction and then click the checkmark to confirm redaction. A popup will ask if you are sure that you would like to redact all selected text or blocks. Click “Apply.”
Unlike shape tools, redaction will “burn through” the text of the document, and cannot be moved or removed when the document is downloaded. Redacted information can, however, be viewed within Filevine in previous versions of the document.
Save and Optimize
All changes made to the document must be saved before closing the editor. Save by clicking on the save icon in the top right corner. You will see a green update notification when your edits have successfully been saved.
You can also “Save As” to make a copy of the document in the Advanced Options panel by clicking on the document icon in the top right corner, or by clicking on the document icon in the open lefthand panel.
In the panel, adjust the document name as desired and then save. A copy of the edited document will appear in the Docs section.
Optimize the .pdf to reduce the file size and making sharing the document easier. Click on the document icon in the top right corner to open the Advanced Options panel, and then click the icon button next to “Optimize PDF.”
Any time the document is saved in the editor, it will be saved as a version of that document. All old versions can be viewed in the document’s properties under the “Versions” tab. Old versions can be downloaded or previewed by clicking on the version name.
Documents can be restored to prior versions by hovering above the document name and then clicking on the refresh icon to the right.