Editing and viewing an electronic file
This article is valid for system version 3.0. Click here to access the documentation valid for previous versions.
Prerequisites
- Access to the Document (DC010) menu.
- Document with an electronic file of the single or multiple type associated.
- User with the "View" and "Edit" controls allowed in the security list of the document.
- "Edit" permission to view the electronic file of documents being issued and being edited.
- Document in the Revision or Indexing step to edit electronic files.
- "Allow editing electronic file in release" parameter checked in General parameters to edit electronic files in the release step, being NOT applicable when the document category is configured with electronic distribution (acknowledgment and/or training) and conversion to PDF.
Introduction
After associating an electronic file with a document, the system allows viewing and editing this content in a practical and secure way.
These actions are essential to keeping the document up-to-date and ensuring that its information is always accessible for authorized users.
Next, it will be possible to understand how to manage the electronic file linked to a document by performing the available operations:
Editing and viewing a file converted to PDF
1. Access the Document (DC010) menu.
2. Locate the desired document and hover the mouse over it.
3. Click on the 
icon in the EF (Electronic file) column, or expand the 
button and click on Open electronic file.
4. With the file open, use the available tools for viewing and editing:
 |
Allows comparing the revisions of the electronic file. |
 |
Allows downloading the current file. |
 |
Allows downloading the original file. |
 |
Allows printing the file. |
 |
Allows using AI to perform different actions, such as obtaining a summary of the content, identifying the main words used, and more. To do this, just type what you want in simple terms in the available field. |
 |
Allows adding markups to the file and viewing existing markups. |
 |
Allows searching for specific words in the file. |
5. Clicking on the button enables an editing panel:
- View: keeps the file in view mode.
- Note: allows using text boxes and related tools to insert notes in the file.
- Shapes: allows inserting geometric shapes in the file.
- Insert: allows inserting images and callouts in the file.
6. Use the feature-specific buttons to save and download the file with notes:
 |
Applies the changes made. |
 |
Available only for files opened via the HTML5 viewer. Allows downloading the file with the added markups. |
Editing and viewing an unconverted electronic file
1. Access the Document (DC010) menu.
2. Locate the desired document and hover the mouse over it.
3. Expand the button and click on Open electronic file to view the file.
4. To edit the file, click on the 
button.
5. Access the Electronic file tab on the document data screen.
6. Hover the mouse over the electronic file you wish to edit.
7. Expand the button that will be enabled and click on 
.
Restrictions and other available features
- It is possible to view the electronic file quickly by clicking on the icon displayed in the EF column.
- When the document does not have a complex file, it is possible to sort the list by the Size, Last updated, and User columns.
- If there is more than one electronic file associated with the document, a screen will be opened with a list of all associated electronic files. Click on the file you wish to view.
- If the Double click electronic file to view it option is checked in the General tab of the general parameters, the files can also be viewed with a double click on the document to which they belong. This option will not be available if the document status is "Issue".
- The file will be opened by the viewer configured in the Application tab of the general parameters, except in the cases of integration with Google Drive or OneDrive.
- If it is the first access to the electronic file, the display mode may vary. For further details, refer to the Executing external applications article.
- Access the Configuring a permission profile article to check user access.
| Button | Prerequisites and function |
| Delete |
|
| Replace | User with the "Edit" and "Delete" controls allowed in the security list of the document. |
| Download | User with the Save locally control allowed in the security list of the document. |
| Sign | User with the "Sign" control allowed in the security list of the document. Select multiple files to mass sign them. |
| Change electronic file | Allows renaming the file even when the document is not released and is not configured for PDF conversion. |
| Update metadata |
Allows updating metadata manually.
|
| View signature data | No prerequisite. |
| Merge file |
|
| Translate file | Document category with the "Translation" option enabled in the Control tab. |
| Convert to PDF | "Conversion to PDF" option enabled in the general parameters. |
| Generate the API link | No prerequisite. |
Conclusion
With the viewing and editing features, it is possible to access electronic files and keep them always up-to-date in SoftExpert Document. These actions make for a more practical information management and contribute to the integrity and control of documents throughout their life cycle.