Administrator's Guide: PDF Editor & Redaction Feature

PDF Editor & Redaction Feature

PDF files can now be edited directly within CapLinked. The PDF Editor feature allows members to annotate, sign, edit and permanently redact confidential information from PDF files. 

Keyword Search

The Keyword Search panel enables members using the PDF Editor to quickly search and locate important information for redaction. You can use the Keyword Search to bulk redact information from a document using the steps below:

1. Enter full screen view by selecting View Controls  to select Enter Full Screen. This will allow you to see all options included with the Keyword Search function.

2. To open the Keyword Search Redaction Panel, select Redact, then Redaction Panel. 

3. In the Keyword Search bar on the right side panel, simply type in the word, phrase, or number that you're trying to locate within the document.

4. The search results will be listed below the search bar for quick reference, as well as highlighted within the document.

5. Check the box next to each item in the listed results that you'd like to redact, then select Redact at the bottom.

* Note: The Keyword Search will not return results for searches that include text filled in for an Input Field in a PDF document. Members using the PDF Editor will need to manually locate and redact text filled in for Input Fields without the Keyword Search function.

For example below, "ABC Company" would not appear in Keyword Search results because it is text filled in for the Input Field "Company Name" in the document.

Who Can Use the PDF Editor?

When the PDF Editor is enabled for your account, workspace administrators will have the ability to use the PDF Editor feature.

Non-admin members with Upload permission to a folder will also have the ability to use the PDF Editor for PDF files within that folder. Non-admin members will not be able to see or use the PDF Editor for PDF files within a folder that they are not granted Upload permission to. For more information on setting permissions to folder for non-admin members, please reference: How to Set Permissions for Non-Admin Workspace Members

Where Can I Find the PDF Editor?

As a workspace administrator, you can use the PDF Editor by opening any PDF file to view in the browser that you've uploaded into your workspace. Once the file has opened to view, select the "PDF Editor" button on the right side of the page. The PDF Editor button will also be viewable for non-admin members upon opening PDF files in any folder that they've been granted Upload permission to. 

After opening the PDF Editor, use the tool options located at the top of the page to edit the PDF file. Once your edits are complete, select "Save File" on the right side to save a new version of the file.

Each time a PDF file is updated and saved using the PDF Editor feature, the new version of that file will become the default and the file's version badge will update to the newest version number. The version badge is the V badge to the right of a file's name that indicates how many versions a file has (ex. "V3" means that there are 3 versions of that specific file).

How to Enable the PDF Editor for Your Account

The PDF Editor is only available for Enterprise plans and is not available for the Team Plan subscription. If you're interested in having the PDF Editor enabled for your account, please contact support@caplinked.com for additional information.