- 1. Adding redactions
- 2. Hidden content
- 3. Editing redactions
- 4. Deleting redactions
- 5. Unredacting
- 6. Saving redactions
- 7. Document Audit History
- 8. Redacting in PDF view
- 9. Searching
- 10. Producing
1. Adding redactions
To redact information in a spreadsheet:
In the document viewer, open the ACTIONS section in the left hand panel. In the document viewer for Batches and Quality Control, look for the Redactions section in the left hand panel instead.
Click Add Redaction / Edit Redactions
Adding redaction in Document Viewer
Adding redaction in Batch Viewer
Adding redaction in Quality Control Document Viewer
Once in redaction mode, select cells or images and press R or the Redact button to redact. The Redact button reflects your selection (e.g., Redact B42, Redact columns C-D, Redact E14:G23, or Redact entire sheet).
Similar to Microsoft Excel, you can select (and redact) cells in the following ways:
Clicking on individual cells
Clicking on a row or column heading to redact the entire row or column
Clicking and dragging your cursor over a group of cells/rows/columns
Using Shift + up/down/left/right arrow
Using Shift + left click
Using Ctrl + left click (command + left click on Mac)
Clicking the top left corner of the spreadsheet or using Ctrl + A (command + A on Mac) to redact the entire spreadsheet. Note: Redacting a sheet automatically redacts all charts/images in the sheet.
Selecting cells in different ways
Selecting an image
Redacted cells will turn black, and will show up as redacted if the document is produced.
Redacted cells will turn black
Each time you redact, a dialog box will appear that allows you to:
Choose the redaction reason
Choose the color for the redaction
Delete the redaction
The dialog box defaults to the redaction reason and color that you chose for the previous redaction.
Redaction dialog box
2. Hidden content
Hidden sheets, columns, and rows are always shown while redacting.
Hidden sheets, columns, and rows are always shown while redacting
Floating charts and images can be toggled on/off while redacting. It is important to note that redacting a chart/image does not automatically redact any cell content underneath. As a best practice, it is recommended to toggle off the floating charts/images to check if the cells underneath have any content that needs to be redacted.
Toggle off the floating charts/images to check if the cells underneath have any content that needs to be redacted
3. Editing redactions
You can edit a redaction by clicking the pencil icon.
4. Deleting redactions
You can delete a redaction by clicking the X icon in the top-right corner of the redaction or by clicking the “Delete redaction” action in the redaction’s edit popover.
To unredact a part of a redaction:
Select cells (within the existing redaction) that you want to unredact. The redaction button reflect your selection (e.g., Unredact B42, Unredact columns C-D, Unredact E14:G23).
Press R or the button to unredact. The original redaction automatically gets broken into multiple redactions, ensuring that parts of the original redaction that you had not selected for unredacting continue to be redacted.
6. Saving redactions
Once you are done redacting, click the Save button to save the redactions. For a spreadsheet with multiple sheets, you can make redactions on different sheets without having to save everytime you move between sheets.
7. Document Audit History
The Document Audit History keeps a log of all the redactions that you make on a document.
Document Audit History
8. Redacting in PDF view
You can continue to redact spreadsheets in the PDF view. It is worth noting that:
Redactions made in a given view can only be viewed and edited in that view.
Once a redaction has been made on the PDF, before you can redact in the Spreadsheet view, redactions made on the PDF must be deleted.
Once a redaction has been made on the Spreadsheet, before you can redact in the PDF view, redactions made on the Spreadsheet must be deleted.
You can continue to redact spreadsheets in the PDF view
Editing redactions made in PDF view in the Spreadsheet view
Editing redactions made in Spreadsheet view in the PDF view
You can use the following new search syntax to easily find documents that have redactions
hasRedaction(onPDFViewer) - Returns documents that have a redaction applied in the PDF viewer
hasRedaction(onSpreadsheetViewer) - Returns documents that have a redaction applied in the spreadsheet viewer.
The redactions - irrespective of whether they were made in the Spreadsheet view or PDF view - can be burned into image files upon production.
When you produce the redactions made in the spreadsheet view, you can expect the produced images to be similar to what you would get if you were using Microsoft Excel to do “redactions”; typically done using the following steps:
Open the spreadsheet in Microsoft Excel
Delete the data for the cells that needs to be redacted
Change the background color of the cell to Black
Enter the redaction reason, and change the font color to white.
Save the spreadsheet as a PDF.
If you were using Microsoft Excel to do “redactions”
When you produce the redactions made in the spreadsheet view, you can expect the produced images to be similar to what you would get if you were using Microsoft Excel to do “redactions”
A note about overflow text
Spreadsheets cells can have their content set as overflow / wrap text / shrink text to fit. Consider a scenario where a cell’s (A3) content is set to overflow, and the cell to its right (B3) is redacted. When this spreadsheet is produced as an image, then it is possible that a part of the non-redacted cell’s (A3) content gets covered by the redaction area. It is important to note that the covered content—while not visible to the naked eye—is still a part of the produced image. If you chose PDF as the document format at the time of production, then the covered content can be searched/copied in the produced PDF. It will also be present in the OCR .txt file in the production .ZIP file.