Editing a PDF in FYI (Beta)

Plan: Not Available: Intermediate Available: Pro or Elite

Users: Available: All users

Practice Management Source: Available: All sources

PDFs can be edited directly in FYI to markup and refine documents without leaving the platform, no longer requiring the PDF to be exported outside of FYI to make changes. When editing a PDF in FYI, tools are available to edit text, organise pages, add bookmarks and watermarks, and annotate content for review.

This feature is currently in beta. Learn more about beta registrations.

Editing a PDF in FYI

To edit a PDF in FYI:

  1. Select a PDF from any Document List.
  2. Click the Edit icon or select Edit in FYI from the drop-down.
    5146_Edit_PDF_button.gif
    Note: Select Open in OneDrive only when editing the PDF outside FYI using a third-party PDF editing application.
  3. The PDF Editor will open in a new tab.
    5147_PDF_Editor_window_full_screen.gif
  4. Use Annotate or Edit modes to display tools to edit and mark-up the PDF.
  5. Click the green Save icon to save the changes.
    Important: If the PDF Editor is closed without saving, all changes will be lost.
  6. Close the PDF Editor.
  7. From the PDF Document drawer, click I'm finished editing to sync the changes back to FYI.

Saving Changes and Managing PDF Versions

It is important to save changes regularly when editing PDFs. This ensures that work is not lost if the PDF Editor is closed unexpectedly.

When a PDF is opened for editing, a new version of the document is created. Each time the Save button is clicked while editing, the changes are saved to the current version. 

Important: If the PDF Editor is closed without saving, all changes will be lost.

Once editing is complete, it is important to follow these steps to ensure the PDF is available for other users to edit, if needed:

  1. From within the PDF Editor, Click Save.
    5148_PDF_Editor_Save_button.gif
  2. Close the PDF Editor tab.
  3. From the PDF Document drawer, click I'm finished editing.
    The PDF will automatically sync with FYI.

Using PDF Editor

Toolbar

When a PDF is opened for editing, the PDF Editor Toolbar is always displayed, providing access to the available viewing, annotation and edit options. 

Use the toolbar to select the appropriate tool for the markup or edit being performed.

Tip: To identify a tool, hover over its icon to display the action. The following tools are described in the order they appear in the toolbar, from left to right.

5149_PDF_Editor_Toolbar.gif

PDF Toolbar Action
Panel

Open the side panel using the Panel icon in the toolbar to display page thumbnails, bookmarks and other document navigation options. 

Keeping the side panel open is recommended when adding bookmarks or using other navigation functions, as it provides a clear view of the document structure and makes it easier to move between pages.

Tip: Click and drag the edge of the panel to adjust the panel width.
Zoom Increase or decrease the magnification of the PDF to view more or less detail.
Pan

Click and drag to move around the PDF without selecting or changing the content.

Tip: When the Pan tool is active, the cursor displays as a hand.
Select Select text within the PDF to copy or interact with actions.
Search

Enter a word or phrase to display matching results in the PDF, then navigate between each result.

Tip: Use Case Sensitive or Whole Word to refine the search results.
Comments Open the Comments panel to view, add or reply to comments associated with annotations.
Menu

Click the menu to display additional options:

  • Full screen
  • Print
Save

Save changes made to the PDF, including edits and annotations.

Important: If the PDF Editor is closed without saving, all changes will be lost.

View

Select View to read and navigate the PDF without displaying the annotation or editing tools. 

In this mode, the document cannot be modified, but the available toolbar options can still be used to navigate and adjust how the PDF is displayed.

5150_PDF_Editor_View_example.gif

Annotate

Use the annotation tools to add highlights, notes, text and other mark-ups to the PDF.

Tip: To identify an annotation tool, hover over its icon to display the action. The following annotation tools are described in the order they appear, from left to right.

5151_PDF_Editor_Annotate_tools.gif

When choosing an annotation tool:

  • Four default colour options are displayed in the toolbar. Select a colour to apply it, or use the formatting tools once selected to change the colour and opacity.
  • To remove an annotation, select the annotation added to the PDF and click the delete icon.
Annotate PDF Tool Action
Highlight Select the Highlight tool, then click and drag across the text. 
Underline Select Underline, then click and drag across the text to add an underline for emphasis.
Strikeout Select Strikeout, then click and drag across the text to indicate information that is no longer required or should be removed.
Squiggly Select Squiggly, then click and drag across the text to mark information that requires review or correction.
Note

Select Note to add a comment, and click the relevant location in the PDF. For example, add a note beside an account balance asking the client to confirm the amount is correct.

The Comments panel displays on the right, where a comment can be entered and posted. From the Comments panel:

  • Set a status for the note.
  • Reply to an existing comment.
  • Delete or edit a comment.

An exclamation mark displays when a comment has been entered but not yet posted.

Note: FYI users cannot be tagged in a note within the PDF.
Free Text

Select Free Text, and click or drag to place a text box, then enter text directly on the PDF.

 
Rectangle Select Rectangle, then click and drag around an area to draw attention to specific content.
Free Hand Select Free Hand, then click and drag to draw lines or markings directly on the PDF.
Free Hand Highlight Select Free Hand Highlight, then click and drag over an area to apply a freeform highlight. For example, highlighting images, scanned content or areas that cannot be selected as text.
Undo / Redo Select Undo to reverse the most recent annotation action, or Redo to restore an action that was undone.
Eraser Select Eraser, then click or drag across an annotation to remove it.

Edit

When opening a PDF for edit, there are various editing tools that can be used. Click on the Edit option at the top of the PDF Editor Window to display the Editing PDF Toolbar.

Tip: To identify an edit tool, hover over its icon to display the action. The following edit tools are described in the order they appear, from left to right.

5152_PDF_Editor_Edit_tools.gif

For more details on using each action, click on the headings below.

Inserting, Replacing or Deleting Text

Make changes to existing text within a PDF by inserting additional text, replacing or deleting existing text.

Important: Deleting text removes the text from view, but does not permanently redact the underlying information. The deleting text tool should not be used to redact sensitive or confidential information.

To insert, replace or delete text, select one of the actions from the Edit Toolbar.

Edit Tool Action
Replace Text

To replace existing text within a PDF:

  1. Click and highlight the text to select the content to be replaced.
  2. Click the Replace text icon. The Replace text window will open.
  3. Use the tools from the replace text window to:
    1. Replace the text.
    2. Format the new text by changing the colour, applying bold, italic or underline formatting.
    3. Add a hyperlink to the text.
  4. Click Replace.

Note: The replacement text is added using the Helvetica font and cannot be changed.
Delete Text

Important: Deleting text removes the text from view, but does not permanently redact the underlying information. The deleting text tool should not be used to redact sensitive or confidential information.

To delete existing text within a PDF:

  1. Click and highlight the text to select the content to be replaced.
  2. Click the Delete text icon. A warning will display.
  3. Select Delete to delete the selected text.
  4. The text will be deleted and will be replaced with a white background.
Insert Text

To insert additional text into a PDF:

  1. Select the Insert text icon. The insert text window will display.
  2. Use the Insert text tools window to:
    1. Add any additional text.
    2. Format the new text by changing the colour, applying bold, italic or underline formatting.
    3. Add a hyperlink to the text.
  3. Click Insert.
  4. Click on the page where the text should be inserted. 
    Note: Once inserted, the text cannot be repositioned. To move, select Undo, then repeat the steps to insert the text in the required position.
Adding a Watermark

Add a watermark across a PDF to clearly show the document's status, purpose or level of confidentiality.

To add a Watermark:

  1. Click the Add Watermark icon from the toolbar.
  2. The Add watermark window will display. 
  3. Use the watermark tools to:
    1. Add the text to be applied to the watermark.
    2. Format the watermark text by changing the size, colour, applying bold, italic or underline formatting.
    3. Update the direction of the text on how this will be displayed.
    4. Change the opacity of the text.
    5. Click Add watermark.
      Note: Once added, the formatting cannot be changed. To update, select Undo, then repeat the steps to add and format the watermark.
Adding Bookmarks

Bookmarks can be applied to make it easier to navigate to important pages or sections within a PDF. 

To add a Bookmark:

  1. Click the Bookmarks icon from the toolbar.
  2. The Add bookmarks window will display.
  3. Give the Bookmark a title and apply it to the appropriate page. For example, 'DRAFT ONLY'.
  4. Click Save.

The bookmark will be created and can be viewed from the outline function in the Toolbar. When the PDF is sent to the client, they will be able to use bookmarks to easily navigate through the PDF.

Reorder or Remove Pages

Pages of a PDF can be rearranged to place information in the correct or preferred order. Pages can only be moved individually.

To reorder pages:

  1. Click the Reorder pages icon in the toolbar.
  2. The Reorder pages window will display.
  3. Click and drag each page to reorder.
  4. To remove a page, deselect the green tick icon.
    Important: Once a page is removed and the PDF is saved, the page cannot be restored within the current version. To recover the removed page, restore an earlier version of the document.
  5. Click Save.
Merge PDFs

The Merge PDFs tool allows a PDF that is not already filed to FYI to be added to the PDF being edited.

Important: Where PDFs are already stored in FYI, these should be first collated in FYI.

To add a PDF that is stored outside of FYI to the PDF being edited:

  1. Click the Merge PDFs icon in the toolbar.
  2. The Upload PDF to Merge window will display.
  3. Drag and drop files stored outside of FYI to this window, or click to browse.
  4. Click Upload files.

The file will be added to the end of the PDF. Use the reorder function to reorder pages, where required.

Inserting Hyperlinks

Hyperlinks can be added to existing text to provide quick access to related websites, documents or supporting information.

To apply a hyperlink:

  1. Click and highlight the text to add the hyperlink to.
  2. Click the paperclip icon to insert the hyperlink.
  3. Enter the URL or select Page to link to a page within the document.
  4. Click Link.
  5. The highlighted text will display with a blue underline.
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