Use the redaction tool in your Workspace to permanently hide sensitive text, images, or logos before sharing documents.
Note: Please keep in mind that the redaction tool is only applicable to Microsoft Office and PDF files.
How to redact files
1. Select one or more files you want to redact in the Folder structure or Document list.
2. Select Redact in the top action bar. Please see the example below:
It is also possible to start redacting from the files details view. See the example below:
When selecting multiple files, the Redaction tool opens with all selected documents in one view.
Work with multiple documents
When you open several documents:
- All selected documents are shown in a list on the left
- Select a document to start redacting
- Move to the next document by selecting it in the list
You can redact each document individually, but stay in the same session.
All changes are saved automatically as draft redactions. Documents with drafts show a white pencil icon.
Text selection
- Select a word or phrase you want to remove
- The tool automatically finds all other occurrences in the document and will immediately select them for redaction
Note: If you do not want to remove all occurrences, untick the ones you want to keep and select Mark for redaction.
Area selection
Use the area selection tool to redact larger sections, such as images, logos or signatures. Be aware that while using the area selection mode, the system won't perform an automatic search through the rest of your document for hits. Repeat these steps with as many different words or logos as you want to redact in the document.
- Select the area you want to redact
Note: If the area you want to redact is sequential in multiple pages, you can also use the Apply to all pages option.
Apply to all pages
Use the Apply to all pages option to add your area redaction of a certain paragraph or logo to all follow-up pages too.
1. After creating an area redaction, an icon underneath the selection will appear with the text: All pages. Next to the recycle bin, it will say Apply to all pages.
2. After you’ve clicked this button, you will need to confirm and the specific area is redacted on all the pages of the document in the redaction tool.
3. If you need to remove certain "duplicates" of the area selection on pages where this is not applicable, you can click on the recycle bin. You will be given the option to remove the selected redaction or remove the redaction from all pages.
Check and finalize
When all necessary information has been marked for redaction:
- Your changes are saved automatically as draft redactions
- If you want a colleague to review your work, simply close the tool. The drafts remain saved
When you’re ready to finish:
- Review your redactions in the document
- Select Finalize to complete the redaction process
When checking the file, you find out alterations are needed? Click on Redact to start the redaction process again.
Note: Use Redaction Assistant to redact faster while staying in full control.
Limitations
- Not all file types can be redacted
- Some files are converted to PDF before redaction
- Unsupported files will be skipped
You may see limited functionality if:
- The file is larger than 20 MB
- The file is password protected
- The file cannot be processed due to technical reasons