Editing a PDF

PDFs can be edited directly in FYI to markup and refine documents without leaving the platform, so you don't need to export the PDF from FYI to make changes. When editing a PDF in FYI, you can edit text and hyperlinks, view and navigate the PDF, and save changes to the document.

PDFs larger than 50 MB can't be edited in the FYI PDF Editor.

Editing a PDF

To edit a PDF in FYI:

1. Select a PDF from any Documents list.
2. Select the Edit icon or select Edit in FYI from the drop-down.
   
   Select Open in OneDrive or Open in FYI Desktop only when opening a PDF outside FYI using a third-party PDF editing application.
3. The FYI PDF Editor will open in a new tab. 
4. The name of the document will be displayed on the PDF toolbar and on the browser tab.
   
5. Use View to navigate the PDF, or Edit to change text and hyperlinks. 
   You can also use the PDF Editor to annotate and organise PDF pages, and redact sensitive information.
6. Select the Save icon to save your changes, then close the FYI PDF Editor. If changes haven't been saved, a warning displays.
7. Alternatively, click the drop-down and select Save and Close to save and navigate back to the Documents workspace.
   
8. From the PDF Document drawer, select I'm finished editing to sync the changes back to FYI.

Saving changes and managing PDF versions

Save changes regularly when editing a PDF. If changes haven't been saved and you try to close the FYI PDF Editor, a warning displays.

When a PDF is opened for editing, FYI creates a new version of the document. Each time you select Save while editing, FYI saves the changes to the current version and updates the Modified On date of the PDF.

Once editing is complete, complete the following steps to make the PDF available for other users to edit:

1. From within the PDF Editor, click Save to save changes and remain in the PDF Editor. Alternatively, click the drop-down and select Save and Close to save and navigate back to the Documents workspace.
   
2. From the PDF Document drawer, select I'm finished editing.
   The PDF automatically syncs with FYI.

Saving a PDF as a new document

You may still have a PDF open for editing after it has been marked as finished editing in FYI. This can happen if "I am finished editing" is selected in another browser tab or on another device, or if another user saves the same document or checks in the document while you still have the PDF open.

If this happens, FYI prevents any further changes from being saved to the original PDF. A message will display to confirm that the PDF is no longer open for editing, and that your changes have not been saved. You can choose to:

• Save as a New Document. A copy of the PDF will be created with your changes, and leaves the original document unchanged.
• Discard changes. If you close the PDF editor with unsaved changes, your browser will warn you that the changes will be discarded.

Using the PDF Editor toolbar

The PDF Editor toolbar is always displayed when a PDF is open for editing. It provides access to viewing, navigation, annotation and editing options.

Hover over an icon to display its action. The following tools are listed in the order they appear in the toolbar, from left to right.

Viewing a PDF

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

In View mode, the document can't be modified, but the toolbar options remain available to navigate and adjust how the PDF is displayed.

Editing PDF content

Select Edit to insert, replace or delete text, or add hyperlinks to existing text.

After editing the PDF, deselect Edit before selecting another tool. Hover over an icon to display its action.

Replacing text

1. Select and highlight the text to replace.
2. Select the Replace text icon.
   
3. The Replace text window opens.
   
4. Use the tools in the Replace text window to:
   • Replace the text.
   • Format the new text by changing the colour or applying bold, italic or underline formatting.
   • Add a hyperlink to the text.
5. Select Replace.

Replacement text uses the Helvetica font, and the font can't be changed.

Deleting text

Deleting text removes it from view but doesn't permanently redact the underlying information. 

To remove sensitive or confidential information, use the redaction tool.

1. Select and highlight the text to delete.
2. Select the Delete text icon. A warning displays.
   
3. Select Delete.
4. The text is deleted and replaced with a white background.

Inserting text

1. Click on the PDF where you want to insert text.
2. Select the Insert text icon. 
   
3. The Insert text window displays.
   
4. Use the Insert text tools to:
   • Add the text.
   • Format the new text by changing the colour or applying bold, italic or underline formatting. Inserting text uses the Helvetica font, and the font can't be changed.
   • Add a hyperlink to the text.
5. Select Insert.
6. Select the location on the page where the text should be inserted.

Once inserted, text can't be repositioned. To move the inserted text, select Undo, then repeat the steps and insert the text in the required position.

Adding a hyperlink

You can add hyperlinks to existing text to provide access to related websites, documents or information.

1. Select and highlight the text for the hyperlink.
2. Select the paperclip icon.
   
3. Enter the URL, or select Page to link to a page within the PDF.
4. Select Link.
5. The linked text displays with a blue underline.

Undoing and redoing changes

When editing a PDF, you can use the Undo and Redo tools to quickly reverse or restore your changes before the PDF has been saved.

• Undoing a change: Click the back arrow icon to reverse your most recent change. Continue clicking Undo to reverse additional changes.
• Restoring a change: Click the forward arrow icon to restore a change you previously undid. Continue clicking Redo to restore additional changes.