Redact sensitive information in PDFs (beta)

Using the redact tool in the FYI PDF Editor, confidential or sensitive information can be permanently removed from a PDF. For example, tax numbers, banking details and payroll information can be redacted from a PDF.

When a redaction is applied, the underlying content is permanently removed from the saved PDF. Redacted content can't be searched for, selected, copied, or recovered when viewing the PDF.

Mark content for redaction

Before content is permanently redacted, it must first be marked for redaction. You can mark individual text or areas, entire pages, or search for matching content throughout the PDF.

Each redaction mark displays the user who created it, along with the date and time it was marked. This allows pending redactions to be reviewed before they are applied.

Marking content does not remove it from the PDF. The content is only permanently removed when the redaction is applied.

To mark content for redaction:

1. Select a PDF from any Document list and click the Edit icon. 
2. The FYI PDF Editor will open in a new tab.
3. Select Redact from the PDF Editor toolbar.
   
4. If required, click the Redaction Style Tool icon to open the style panel and configure how the redactions marks and applied redactions will be displayed.
   
5. To mark content for redaction, choose whether to:
   • Select content to redact
   • Select pages to redact
   • Search for content to redact in bulk
6. Review the marked content. If required, undo or remove a mark before applying the redaction.
7. Once marked pages are reviewed, apply the redaction.

Select content to redact

Mark specific text or an area of a page when you only need to remove selected information from the PDF. For example, you could redact several paragraphs containing confidential information.

1. Click the Mark for redaction icon at the top of the Redact toolbar. This option is selected by default when no other redaction tool has been selected.
   
2. Select the content to redact:
   • To redact text, click and highlight the text.
   • To redact an area, click and draw a box over the area. For example, multiple paragraphs or an image.
3. The Redaction panel will open on the right-hand side, displaying the content pending redaction.
   
4. Review the marked content. If required, undo or remove a mark before applying the redaction.

Select pages to redact

Mark entire pages when all content on one or more pages needs to be permanently removed. You can select the current page, specify page numbers, or select all odd or even pages.

1. Click the Redact pages icon at the top of the Redact toolbar.
   
2. From the Redact Pages window, select one of the following:
   • Current page: marks all content on the currently selected page for redaction.
   • Specify pages: enter the page numbers to mark for redaction.
   • Odd pages only: marks all odd-numbered pages for redaction.
   • Even pages only: marks all even-numbered pages for redaction.
     
3. Click Add Mark. 
4. The Redaction panel will open on the right-hand side, displaying the content pending redaction.
5. Review the marked content. If required, undo or remove a mark before applying the redaction.

Search content in bulk

Search the PDF for a keyword, phrase, or predefined option to locate matching content and mark multiple results for redaction. For example, you could search for a client name or tax number that appears throughout the PDF.

1. Click the Redaction panel icon at the top of the Redact toolbar. 
   
2. In the search field, search for text using one of the following options:
   1. Enter a keyword or phrase. For example, a bank account name or tax number.
   2. Select Credit Card, Phone Numbers or Email from the predefined dropdown options. These options will locate the text that matches recognised formatting patterns.
3. From the search results, select the matching content for redaction.
   
4. Click Add Mark. The Redaction panel will refresh, displaying the content pending redaction.

Reviewing content marked for redaction

Before applying redactions, review the pending marks in the Redaction panel to confirm that the correct content, areas, or pages have been selected. Marked content remains editable until the redaction is applied. 

Each redaction mark displays the user who created it, along with the date and time it was marked. 

You can remove an incorrect mark by clicking x next to the marked content in the Redaction panel.

The redaction colour can also be reviewed before permanently removing the content.

Apply the redaction

Once a redaction has been applied, it will permanently remove the selected content from the PDF. This action can't be undone.

Before applying the redactions, confirm the formatting of the redaction colour and that any text displayed over the redacted area is configured, as required.

1. From the Redaction panel, review the content, areas, and pages marked for redaction.
2. Apply the redactions you want to finalise. You can apply each redaction individually, or select Redact All to apply all pending redactions.
3. When prompted, review the warning that the redactions are permanent and confirm to continue.
4. Save the PDF.
5. Close the FYI PDF Editor tab, and from the PDF Document drawer, click I'm finished editing. 

If you save and close the PDF without applying the redactions, the marked content for redaction will remain until the next time the PDF is edited.

Formatting the Redaction Style settings

You can customise how content marked for redaction is displayed while it is being reviewed, and how the redacted area will display after the redaction is applied.

By default, content marked for redaction displays a red outline, and applied redactions use a black background. 

1. Click the Redaction Style Tool icon to open the style panel on the left-hand side.
2. Configure one or more of the following settings:
   • Text Style: choose whether text is displayed over the redacted area, and configure the font, size, colour, and position. For example, you could display the word "Redacted" over the removed content.
   • Mark Outline: choose the colour of the outline displayed around content while it is marked for redaction. The outline is only used while reviewing pending redactions and is not displayed after the redaction is applied.
   • Redaction Colour: choose the background colour displayed over the area after the redaction is applied.
     

To update the formatting after content has already been marked for redaction, select the marked content and then select the Redaction Style Tool icon from the toolbar that appears.

Changes to the redaction style apply only to your current FYI session. After you log out, the style returns to the default settings the next time you use FYI.