Edit Documents with the Cloud PDF Viewer

Edit PDF documents with the Cloud PDF Viewer. To do this, click the (Edit) button in the toolbar of the document preview.

The Cloud PDF Viewer will open. Use its toolbar to access the functions for editing the PDF file. The following sections introduce the main features. A complete list of all functions can be found in the chapter [Overview of Additional Menus and Toolbars].

Overview

Using the Document Editor

Note
This function is not available for read-only documents. Otherwise, any user can use the Document Editor.

Some of the key features of the Document Editor are:

  • moving pages within the PDF document

  • removing pages from the PDF document

  • merging the current document with other PDF documents stored in STP Documents. This process is also known to former users of other DMS systems as "composition."

Open the document's page overview with the (Document Editor) button.

Note
Help in case of problems

If the (Document Editor) button has "disappeared" from the toolbar, you probably used the "Crop Document" function earlier.

Then open the drop-down menu next to the (Crop Document) button and select the "Document Editor" option.

Marking Pages in the PDF Document

Click individually on the thumbnail pages you want to perform an action with.

Marked pages are highlighted with blue borders and blue background page numbers. At the bottom of the window, you can see how many pages are marked. If you accidentally mark the wrong page, click it again to remove the mark.

Once a page is marked, all buttons at the top of the window are enabled.

The Document Editor Toolbar

Note

All actions in the Document Editor are initially only simulated. The page overview is a preview of the changes you make to the document.

  1. The Save As... button or the Save button must be clicked to secure the editing result. This does not mean "save":

  • "Save As" exports the document to the Windows Explorer download folder.

  • "Save" applies the changes to the document view of the Cloud PDF Viewer.

  1. In the Cloud PDF Editor toolbar, the Save button must be pressed to save the PDF document with its changes in STP Documents.

  • Absolute misuse:

    The editing result is lost if you close the Cloud PDF Viewer with the X after performing actions in the Document Editor. In this case, neither secure nor save is performed. The same effect occurs with the Cancel button at the bottom of the Document Editor window.

Import Button

This function is also possible when no page is marked. The goal of importing is to merge the pages of two PDF documents. When you click the button, the [STP Documents Pro Client] opens. Find the PDF document you want to import in it.

Mark the document to be imported in the document list so that it is displayed in the preview.

In the illustration, a "Blue Document" with three text pages in blue font color is to be imported for demonstration purposes.

Click the Add Document button under the preview.

After importing the document, the Document Editor closes. The Cloud PDF Viewer shows a new version of the original document with the pages from the imported document.

In the example, the blue pages come from the inserted document.

The imported document remains unchanged in the DMS.

Open the Document Editor again for the merged document to revise it. Move the new pages or delete unnecessary individual pages using the functions described below.

New Page Button

This function is also possible when no page is marked. The new blank page is then inserted at the beginning of the document, before the previous page 1.

If a page is marked, the new blank page is inserted after the marked page.

If multiple pages are marked, the new blank page is inserted at the beginning of the document.

Delete Pages Button

The marked pages are deleted.

Duplicate Button

The marked pages are each inserted as a copy individually behind the marked pages, e.g., Page 2, Duplicate Page 2, Page 3, Duplicate Page 3 - not: Page 2, Page 3, Page 2 Duplicate, Page 3 Duplicate.

Rotate Left Button

The marked pages are rotated to the left.

Rotate Right Button

The marked pages are rotated to the right.

Move Button

A window opens.

Enter after which page the marked pages should be inserted.

Enter "0" if the marked pages should be moved to the beginning of the document.

Then click the Move button.

Note

Move one or more marked pages by drag-and-drop in the page overview.

Move Forward Button

The selected pages are moved forward by one page each.

Move Backward Button

The selected pages are moved backward by one page each.

Undo Button

All changes made are undone step by step.

Redo Button

All undone changes are restored step by step.

Select All Button

All pages in the page overview are selected. To deselect them all at once, use the Undo Button. Deselect individual pages by clicking on them.

Making Notes

Click on the Note Button to place a note in the text by clicking in the document.

Note
This feature is not available for read-only documents.

A secondary toolbar appears under the Cloud PDF Viewer toolbar, allowing you to change the color of the note, among other things. A note can also be protected from editing.

Click on the page or the X Button to close the note. Double-clicking the remaining speech bubble in the text reopens the note. You can change the speech bubble icon using the buttons in the toolbar to the right of the speech bubble icon. The icon on the page will then match the button icon. Color and icon changes are not suitable for indicating the authorship of a note, as the next note will revert to the default (yellow background and speech bubble).

Note
Since notes in the document preview are only displayed with the speech bubble icon (or its alternatives) on the pages and not next to the document, it may be advisable to use overlay texts. You can create these with the button directly to the right of the Notes Button.

Note
Open the annotation overview to the left of the text to view the creation date of each note.

Information About Notes

In the Cloud PDF Viewer toolbar, follow the path Thumbnails Button > "Annotations" to display a list of all annotations with creation dates. This also includes the notes.

You can find out who added the notes in the document through the document list. Each version of the document has an entry in the "Created by" column.

Making Highlights

The Cloud PDF Viewer offers numerous ways to make highlights (see [Overview of Additional Menus and Toolbars]). Below are three ways to create area highlights that are more or less transparent.

1. Highlighter

  • In the Cloud PDF Viewer, follow the path Draw Button > "Highlighter".

  • In the paper world, you would run a highlighter along the edge of a ruler over the lines of the text page.

  • Now highlight text. When you lift the highlighter, the highlight mode remains active, allowing you to highlight the next text immediately.

If you are satisfied with the default yellow color, you don't need the toolbar that appears under the Cloud PDF Viewer toolbar.

Otherwise, choose a different color for the highlighter by clicking on one of the offered color discs.

Next, set the opacity of the highlighter. The drop-down menu opens a slider.

2. Free Highlighting

  • In the Cloud PDF Viewer, follow the path Draw Button > "Free Highlighting".

  • In the paper world, you would freely run a highlighter over the displayed page.

  • Now drag the mouse over the page while holding down the button. If you interrupt and resume free highlighting, the highlight mode remains active.

If you are satisfied with the default yellow color and line width, you don't need the toolbar that appears under the Cloud PDF Viewer toolbar.

Otherwise, choose a color from the drop-down menu.

Note
Black logically makes "highlighted" texts harder to read. Please use the Redact Area or Redact Text function to black out text.

To the right of the highlighter color drop-down menu is a drop-down menu for the background color, which is disabled by default. In the following image, the highlighter is yellow and the background color is pink.

Note
Set the line color and background color of the free highlighter to the same and select the "Darken" option in the "Multiply" drop-down menu.

When you then highlight an area of the page with a rectangular color block, the text remains black.

The opacity setting affects the highlighter line and, if applicable, the background color. The same applies to the line thickness of the highlighter, which determines the background's dimensions.

Note
Free highlights can be moved and resized as long as they are not protected from editing. More on this in the chapter Overview of Additional Menus and Toolbars.

3. Highlight Area

  • In the Cloud PDF Viewer, follow the path Button (Line) > "Rectangle".

    A second toolbar will appear below the Cloud PDF Viewer's toolbar.

  • Use the first two drop-down menus to set a border color and a fill color.

  • Then reduce the opacity of the color field that you drag over the desired page area while holding down the mouse button.

  • The visible text will never appear 100% black.

    Note

    100% black text with a colored background is only possible with a specially set free highlight. See the previous section.

    Note

    The rectangle shapes can be moved and resized as long as there is no write protection. More on this in the chapter Overview of Additional Menu Items and Toolbars.

Removing Annotations

Only delete annotations if they are not write-protected:

  • Click on the annotation and press the [Delete] key.

  • Press the Delete button in the security prompt.

  • The annotation will disappear.

Information About Annotations

In the Cloud PDF Viewer toolbar, follow Button (Thumbnails) > "Annotations" to see a list of all annotations with creation dates. This also includes the annotations.

To find out who added the annotations in the document, check the document list. Each version of the document has an entry in the "Created by" column.

Stamping

1. Text and Date Stamps

Whether digital stamps are available when STP Documents is set up depends on customization. Click the Stamp button to display the existing stamp designs.

In the example shown, no stamp designs have been created yet.

Note
Creating and using stamps is not tied to any user rights.

Create Stamp Template Click the Create Stamp button in the "Use Existing Stamp Design" window.

If you decide not to create a new stamp, click the Cancel button (bottom left) or the Use Existing Stamp Design button (top right).

Design the new stamp by entering your information below the preview area.

Stamp Text

  • Enter the text for the stamp. Note that this is a required field. Without an entry, no stamp can be created.

Show Date

  • "Enabled": The current date will be displayed in the "classic date stamp." You can change the date in the stamp.

Show Document Receipt Date

  • "Enabled": The indexing date of the document in the DMS will be displayed in the stamp.

    Note

    Both date options cannot be enabled at the same time!

Select Color

Click on one of the colored discs to select that color for the stamp. The selected color will have a checkmark, and the stamp preview will be updated.

Finally, click the Create Stamp button at the bottom of the window.

Note
The new stamp design is immediately placed in the document after creation. This can be a bit annoying if you want to create multiple stamps in a row.

The digital stamp imprints can, of course, be clicked and removed with the [Delete] key.

The created stamp designs are available for all other PDF documents opened with the Cloud PDF Viewer.

In the following image, two example stamp designs have been created.

The left stamp is a date stamp, and the right one is a pure text stamp.

Delete Stamp Design Click the Trash Can buttons under each stamp design in the "Use Existing Stamp Design" window to delete the respective stamp design.

Note
When a stamp design is deleted, all previous "imprints" of this stamp in the documents remain.

Apply Text Stamp

  • Click the Stamp button in the Cloud PDF Viewer toolbar to select a stamp design.

  • Click on the desired stamp design to insert the stamp at the top left of the document.

Use Date Stamp

  • Click the Stamp button in the Cloud PDF Viewer toolbar to select a stamp design.

  • If necessary, change the displayed date on the desired date stamp by manually entering it or using the Calendar button.

  • Click on the date stamp to insert it at the top left of the document.

Stamp in Document When you click on the newly inserted stamp, a selection frame with handles will appear around the stamp. As long as this selection frame is visible, the position of the stamp on the document page can be changed:

  • by moving the mouse while holding down the mouse button on the stamp

  • or by using the [Arrow] keys.

Now to the handles of the selection frame:

  • Enlarge or reduce the stamp imprint horizontally and vertically by dragging one of the four corner points of the selection frame while holding down the mouse button.

  • With the handles on the middle of the side lines of the selection frame, you can change only the horizontal or vertical extent of the stamp.

  • With the handle below the selection frame, you can achieve a continuous rotation of the stamp.

As long as the selection frame is visible, a second toolbar is available in the Cloud PDF Viewer. See the red marking in the image above.

  • At 100%, you can open a slider through the drop-down menu to adjust the color saturation of the stamp.

  • You can create a note.

  • Use the trash can icon to delete the stamp in the document. Alternatively, use the [Delete] key.

  • The stamp can be marked as read-only.

The arrangement of functions in this toolbar depends on how large you display the Cloud PDF Viewer window.

Note
Stamps can be deleted at any time in the saved PDF document if they are not marked as read-only.

2. Graphic Stamps

Click the Button (Image) in the Cloud PDF Viewer toolbar.

The Windows Explorer will open. Navigate to the image file you want to insert into the document. Select it with a double-click.

As long as the image is not marked as read-only, the inserted image can be moved, rotated in 90% increments, or deleted.

Information About Stamps

In the Cloud PDF Viewer toolbar, follow the path Button (Thumbnails) > "Annotations" to display a list of all annotations with creation dates. This also includes the stamps.

You can find out who added the stamps in the document through the document list. Each version of the document has an entry in the "Created by" column.

Redaction

Note
This function is not available for read-only documents.

Note
Redaction is possible in various colors. Please note that with a white "redaction," the edges of the covered area cannot currently be highlighted.

Note
Redactions (regardless of color) cannot be removed. The information of the redacted text or area is destroyed. Access to the content of the redacted areas is only possible through the previous version(s) of the document. Therefore, never overwrite the previous version when saving. Always create a new version.

Redact Text

Click the Button (Redact) in the Cloud PDF Viewer toolbar. Select the "Redact Text" option from the drop-down menu.

You can then drag over the text areas you want to redact while holding down the mouse button.

Then click the Apply Redaction button and save the document in the Cloud PDF Viewer.

In the redaction toolbar, you can set an alternative color for redaction from a drop-down menu.

Additionally, an overlay text can be entered, for which a color (preferably contrasting with the redaction color) can be selected.

Check the Repeat Text box to repeat the overlay text until the end of the redaction.

Through the 100% drop-down menu, you can access a slider for the color saturation of the redaction. Even at low values, nothing redacted will be visible.

Before you press the Apply Redaction or Mark as Read-Only button, you can still remove the redaction with the Trash Can Button.

Redact Area

Click the Button (Redact) in the Cloud PDF Viewer toolbar. Select the "Redact Area" option from the drop-down menu.

You can now click in the document and drag a red rectangle while holding down the mouse button. The red frame is the border of the future area redaction.

Once you release the mouse button, the red-bordered area will be filled in black.

Otherwise, the same functions as for text redaction are available in a second toolbar.

The Pop-Up Toolbar for Highlighted Text

As soon as you highlight text in the Cloud PDF Viewer, a pop-up toolbar will appear.

The following functions are available in order of the icons:

  • Highlight text

  • Strike through text

  • Underline text

  • Squiggle underline text

  • Redact text

If you click on the text edited in this way, another toolbar will appear under the Cloud PDF Viewer toolbar.

With this, you can change the color of the text editing, its opacity, or make further adjustments.

The Context Menu of the Cloud PDF Viewer

Right-click in the Cloud PDF Viewer to display the context menu.

  • “Save Image As”: currently not available.

  • “Copy Image Link”: copies the image link to the clipboard.

  • “Screenshot”:

  • “Share” on social media

  • “Screenshot”:

    Select this function to take a screenshot.

Click the Recording Area Button to capture a section of the monitor image. To do this, drag a selection rectangle over the grayed-out area while holding down the mouse button. The selected area will appear in its actual color. Through a pop-up toolbar, you can copy the screenshot to the clipboard (Copy Button) or further edit it (Screenshot Edit Button). In the latter case, an editor will open, allowing you to draw on the screenshot. The color and line thickness of the digital pen can be adjusted. Erasing is also possible. Click the (Save) Button to save the screenshot in the Windows download folder.

Click the Capture Full Page button to edit the screenshot of the entire Cloud PDF Viewer in an editor. You can draw on the screenshot just like you would on a screenshot of a recording area. The full screenshot can be shared, copied to the clipboard, and saved to the Windows download folder.

  • “Inspect”: opens DevTools to inspect the element.

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