Overview
Quick Search
The Quick Search provides input or selection fields for document searching.
Application Toolbar
Through the "Applications" toolbar, you can start advanced searches, online searches, and other external applications.
Tasks and Notes Toolbar
Button (New Single Task)
The single task relates to a previously selected document and involves one or more target individuals. A deadline for completing the single task can be set.
Button (New Task List)
This lists multiple tasks that should be completed by specific people, possibly in a certain order. Deadlines can be set for each task in the task list.
Button (New Note)
The note relates to a previously selected document. It is not time-bound, and no user can be assigned.
Button (New Reminder) (equivalent to a single task + reminder date)
The reminder relates to a previously selected document and involves one or more target individuals. A date can also be set in the reminder.
Button (New Notification)
The notification relates to a previously selected document and involves one or more target individuals. No processing date is provided for a notification.
Button (New Urgent Task)
The urgent task relates to a previously selected document and involves one or more target individuals. A deadline for the (urgent) completion of the urgent task can be set.
Button (Respond to Task)
Respond to a task directed at you.
Button (Forward Task)
Forward a task directed at you to one or more people.
Button (Complete Task)
Mark a task as completed.
Button (Overall Overview)
View all tasks associated with a document. This includes not only current tasks but also past tasks.
Button (Save Changes)
Save changes to tasks and notes that you have made in the detail view.
Button (Reset Changes)
Reset changes to tasks and notes that you have made in the detail view. However, this is only possible if you have not saved the changes beforehand.
Button (Delete)
Delete tasks and notes (only possible with the permission of a document administrator).
Button (Show/Hide History)
Show and hide the history view of past or historical steps related to a task. However, this is only possible if such a history exists.
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Button (Change View)
Switch the toolbar view. You can display either icons or labeled buttons.
Document Preview Toolbar
Button (Show Previous Document) or Shortcut [Ctrl]+[Page Up]
Show the previous document in the document list
Button (Show First Page) or Key [Home]
Show the first page of the document
Button (Show Previous Page) or Key [Page Up]
Show the previous page
Button (Show Next Page) or Key [Page Down]
Show the next page
Button (Show Last Page) or Key [End]
Show the last page of the document
Button (Show Next Document) or Shortcut [Ctrl]+[Page Down]
Show the next document in the document list
Button (Chronological Document List Sorting)
Chronological document list sorting
or Shortcut [Ctrl]+[F]
Search in the document
Button (Tool)
Tool selection to display a dropdown list with the options: "Select", "Move", and "Zoom".
Depending on the current selection, the respective button is displayed in the toolbar.
Button (Rotate Left) or Shortcut [Ctrl]+[Left]
Rotate the document 90° to the left
Button (Rotate Right) or Shortcut [Ctrl] + [Right]
Rotate the document 90° to the right
Button (Zoom In) or Shortcut [Ctrl]+[Plus]
Display document enlarged
Button (Zoom Out) or Shortcut [Ctrl]+[Minus]
Display document reduced
Button (Select Zoom) opens a menu:
"Full Page (Ctrl + 0)" or Shortcut [Ctrl]+[0]
"Page Width (Ctrl + 2)" or Shortcut [Ctrl]+[2]
"Actual Size (Ctrl + 1)" or Shortcut [Ctrl]+[1]
possibly the options "25%", "50%", "75%", "100%", "125%", "150%", "200%", "400%", "500%"
Button (Print)
The print dialog for the document will open.
Button (Eye)
Open document for reading
Button (Edit Document)
This function is only available when using the PDF Cloud Viewer for PDF documents. The document will open in the [Cloud PDF Viewer] with a variety of additional features.
Page
Display the entered page
The buttons
Button (Show Previous Document),
Button (Show Next Document) and
Button (Chronological Document List Sorting) are not displayed when two documents are shown in the document preview.
The Toolbar of the Cloud PDF Viewer
Through the
Button (Edit Document) in the document preview toolbar, you can access the Cloud PDF Viewer.
The main functions accessible through the Cloud PDF Viewer toolbar are described in detail in the chapter Editing Documents with the Cloud PDF Viewer.
Here is an overview of all functions, including those less relevant for everyday office use.
Note
Not all functions in the Cloud PDF Viewer toolbar are available for read-only documents.
Note
The Cloud PDF Viewer toolbar has a peculiarity. Next to some button icons, there are downward arrows that contain drop-down menus with additional document editing options. Once you apply a different editing option than the top one, the icon in the toolbar changes. You can now directly access the last used editing option from the toolbar.
This is very convenient for you as a user if you need to perform the same function repeatedly in the document. However, be aware that commands may seem to disappear from the toolbar in this way.
Button (Thumbnails)
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"Thumbnails":
The Button (Thumbnails) or option "Thumbnails" in the drop-down menu toggles the page thumbnails on or off.
The display area for the page thumbnails can be enlarged or reduced.
To do this, click and hold the right boundary of the thumbnail views (marked in red in the image) and drag the bar to the right. Release the mouse button when the display area is the desired size. You can also reduce the display area in the opposite direction in the same way.
Click on the page you want to display in the thumbnail area.
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"Contents" / Button (Contents):
If the PDF document has a table of contents that allows navigation within the document, it will be displayed here.
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"Annotations" / Button (Annotations):
All annotations (in English "notes") related to the document are displayed to the left of the document pages. When you hover over a listed annotation, the corresponding annotation and the document page it refers to are displayed. Annotations include notes, text highlights, inserted shapes, images, and even stamps.
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"Bookmarks" / Button (Bookmarks):
Any existing bookmarks are toggled on or off to the left of the document.
Click the Button New Bookmark to create a bookmark for the currently displayed page in the Cloud PDF Viewer.
Enter the Name of the bookmark and click the Button Save to complete the process.
You can create additional bookmarks in the same way.
Clicking on a bookmark will automatically open the corresponding page.
For the currently highlighted bookmark, the
Button (Edit) is displayed instead of a page number in the navigation area. Click this to edit the bookmark.
Enter a new name and save it with the Button Save or click the Delete button to remove the bookmark. Confirm the security prompt for the deletion process.
Page Navigation
The field shows the page number of the currently displayed pages. Overwrite the page number to quickly navigate to another page of the document.
Flip through pages forward or backward with the Arrow Buttons on either side of the input field.
Button (Select Multiple Annotations)
At least one annotation must be present for the button to be useful. Drag the mouse over the annotations you want to select while holding it down. You can then move the annotations en bloc in relation to each other. Different types of annotations can be selected at the same time, such as notes, stamps, and drawings.
Button (Move Mode)
If you drag the mouse over the text while holding it down, you will mark it as expected.
When you enable the move mode, you can click and drag the pages up and down, just like scrolling through the document with the scroll bar or mouse wheel.
Note: If you click and hold on elements that are not write-protected on the pages, you'll move those instead of the pages.
Button (Zoom Out)
Each click on the button reduces the view of the page(s) in the PDF Cloud Viewer.
Button (Zoom In)
Each click on the button enlarges the view of the page(s) in the PDF Cloud Viewer.
Button (Fit Page) or
Button (Fit Width)
Use these buttons to switch between the standard view of the document pages and the larger view of the pages at monitor width, where you can't see the entire page at once.
Button (Draw)
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"Draw" / Button (Draw):
Once you activate the function, you could theoretically use the digital pen to draw lines on the displayed document page by holding down the mouse button.
However, it's recommended to first adjust settings in the toolbar displayed below the Cloud PDF Viewer toolbar.
Select the pen color from the first drop-down menu.
If needed, choose a background color for the areas your drawing covers from the next drop-down menu.
Next, determine the color intensity of the pen and background color. The drop-down menu opens a slider.
Also, set the pen's stroke width. This drop-down menu also opens a slider.
The last drop-down menu deals with overlaying existing drawing lines. The options available in the drop-down menu are "Normal", "Multiply", "Screen", "Overlay", "Darken", "Lighten", "Color Dodge", "Color Burn", "Hard Light", "Soft Light", "Difference", and "Exclusion". If you want to use these functions at all, it's best to try the effects yourself and judge based on your aesthetic preference.
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"Free Highlight" / Button (Free Highlight):
There is also a dedicated toolbar for free highlighting, with functions similar to those for drawing.
Unlike drawing, the color does not overlay the text on the page. It's a function that mimics the freehand use of highlighters on paper.
Note
Black naturally makes "highlighted" texts harder to read. Please use the redact area or redact text function for blacking out.
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"Highlighter" / Button (Highlighter):
This is essentially the "non-free" highlighting. In the paper world, you would run a highlighter over lines, following the edge of a ruler. The highlighter also has a toolbar similar to the previous functions.
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"Eraser" / Button (Eraser):
When you activate the eraser and move over drawings, free highlights, and highlighter marks, they gradually disappear. The eraser toolbar only has one drop-down menu, where you can define the eraser's stroke width using a slider.
Note
All drawing options, except for erasing, have a button to mark as read-only in their toolbars on the right. All drawn elements marked as read-only cannot be erased.
Button (Image)
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"Image" / Button (Image):
Place images on the pages.
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"Hyperlink" / Button (Hyperlink)
When you activate this option, you can draw and place a frame in the document where the link should be active.
In the simultaneously opening "Link Settings" window, enter the website address in the "Website" tab in the Hyperlink input field.
In the "Page" tab, you would enter a Page Number if you want to create a link within the document.
Through the sub-toolbar for the hyperlink function, the area where the link is active can have a colored border, with color intensity and stroke width adjustable.
Button (Note)
Create annotations and notes.
Button (Message)
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"Message" / Button (Message):
After pressing the button, click on the displayed page where you want to leave a message. The default setting is black text on a transparent background, which should be considered regarding the readability of the message and the underlying page content. A dedicated toolbar is also available here, allowing you to adjust text and background color, including intensity.
Other parameters include font and size, as well as the positioning and alignment of the message text in the text box.
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"Callout" / Button (Callout):
This is a message with an arrow attached, which can be edited using control points.
Buttons for Lines and Shapes
Select the desired line type or shape from the drop-down menu. These can be modified with control points in the document and edited through their own, displayed toolbars.
Button (Printer)
This takes you to a print dialog for the document.
Button (Document Editor)
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"Document Editor" / Button (Document Editor):
You can find a detailed description of the Document Editor features here.
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"Crop Document" / Button (Crop):
Draw a frame on the displayed PDF page.
Once cropping is done, only the area within the frame remains on the page.
In the image, you can see that the discarded part of the page is shaded light gray.
The frame of the crop mask can be moved and resized using the handles.
In the cropping toolbar, you'll find two buttons:
These allow you to crop the currently displayed page or all pages of the document.
Button (Search Document)
A search mask opens, allowing you to search for words or numbers in the text.
Button (Export)
The PDF document is automatically downloaded to the Windows Explorer folder Downloads.
A pop-up window opens.
It displays the downloaded/exported file (document.pdf). The download history may also be visible.
All displayed files can also be opened in a PDF reader via the "Open File" link.
In the top right of the window, additional commands are available:
Button (Open Download Folder): Opens the download folder in Windows Explorer.
Button (Search Downloads): Opens a search mask to browse the download history.
Button (Clear All Download History): Only the download history is cleared. The files remain available in the download folder.
Button (Close): Closes the pop-up window.
Stamp Button
Use this function to place text or date stamps in the document.
Save Button
Save your changes made with the Cloud PDF Viewer. Otherwise, you will lose them.
Redact Button
Find more information on redacting text or page areas here.
The Toolbar of the Document Preview with the DevExpress Viewer
Button (Show Previous Document) or Shortcut [Ctrl]+[Page Up]
Show the previous document in the document list
Button (Show First Page) or Key [Home]
Display the first page of the active document
Button (Show Previous Page) or Key [Page Up]
Switch to the previous page of the active document.
Button (Show Next Page) or Key [Page Down]
Switch to the next page of the active document.
Button (Show Last Page) or Key [End]
Display the last page of the active document.
Button (Show Next Document) or Shortcut [Ctrl]+[Page Down]
Show the next document in the document list
Button (Chronological Document List Sorting)
Chronological sorting of the document list
Button (Search) or Shortcut [Ctrl]+[F]
Search the active document for a text passage.
Button (Tool)
Tool selection to display a selection list with the options: "Select", "Move" and "Zoom". Depending on the current selection, the respective button is displayed in the toolbar.
Button (Rotate Left) or Shortcut [Ctrl]+[Left]
Rotate the document 90° to the left
Button (Rotate Right) or Shortcut [Ctrl]+[Right]
Rotate the document 90° to the right
Button (Zoom In) or Shortcut [Ctrl]+[Plus]
Zoom in on the document view by 10%.
Button (Zoom Out) or Shortcut [Ctrl]+[Minus]
Zoom out of the document view by 10%.
Button (Select Zoom)
opens a menu:
The submenu offers the following options:
"25%", "50%", "75%", "100%", "125%", "150%", "200%", "400%", "500%"
"Actual Size (Ctrl + 1)" or Shortcut [Ctrl]+[1]
"Full Page (Ctrl + 0)" or Shortcut [Ctrl]+[0]
"Page Width (Ctrl + 2)" or Shortcut [Ctrl]+[2]
Button (Print) or Shortcut [Ctrl]+[P]
Print the active document
Page
display entered page
The Buttons (Show Previous Document), (Show Next Document) and (Chronological Document List Sorting) are not displayed when two documents are shown in the document preview.
Related to