Overview: When attaching a PDF document in Active Workpapers, either via uploading a document, FYI Docs, iManage or HowNow X, users are able to edit and re-version the document where required.
Note: Re-versioning is only available for FYI Docs and iManage, not HowNow X.
Please refer to the Glossary for definitions of key terms used in this article.
Attaching a PDF document to a binder
For information on how to attach a PDF document to a binder, see the support article: How to link various records to a binder. Specifically, refer to Example 1 in the 'Linking a document' section.
Editing a PDF document
Once you have added the relevant PDF documents, click on the one you wish to edit.
Click the pencil icon.
This will take you to a browser where you are able to use Adobe Acrobat to edit the document. You will have several options such as adding a comment, highlighting and drawing - all of which are explained below.
Adding comments
To add a comment to the document, select the comment icon. You will be presented with two options including adding a comment or adding a text comment.
Comment
Adding a comment will only show a little icon on the document itself however when clicked on, the user will be able to see the comment to the right.
Clicking on the comment, you are able to reply, change the colour of the icon or delete the comment, as below.
Text comment
Adding a text comment will show the full comment on the document itself, as well as in the right-hand panel.
By clicking on the text comment, you are able to reply, change the text colour, change the font size or delete the comment, as below.
Annotating a document
To annotate the document, select the pen. You will be presented with three options including being able to highlight, underline or strikethrough.
The example below shows the closing balance being highlighted, the statement heading being underlined, and the BSB and Account Number being crossed out.
The colours of each of these features can be changed on the left-hand panel, as below.
Note: These annotations are all added as comments in the right-hand panel. To access these, simply click on one of the annotations.
Drawing on a document
To draw on the document, select the swiggle icon.
Draw as you wish on the document. For this example, the closing balance has been circled.
You are able to change the colour of the pen on the left-hand panel, as below. You are also able to erase the drawing or make the line thinner or thicker.
Note: These drawings are added as comments in the right-hand panel. To access these, simply click on the drawing.
Re-versioning a document
Note: Re-versioning is only available for manually uploaded documents, FYI Docs and iManage, not HowNow X.
Manually uploaded documents
If you have manually uploaded documents to Active (i.e. have not used a Document Management System integration), follow the below process.
Once you have manually uploaded the relevant PDF documents, click on the one you wish to re-version.
Click the three dots to the right of the document.
Click Versions.
From here, click + Upload New Version.
From here, you will be able to drag and drop the new version, add a description if required and adjust the status as relevant. Click Save New Version.
A dropdown for the versions will then be available in the PDF document, as below.
If you navigate back to the Versions screen via the three dots to the right, it will show the version history and the current version being used will be labelled.
Documents copied from FYI Docs or iManage
If you have used a Document Management System (DMS) integration to copy documents into Active, i.e. FYI Docs or iManage, follow the below process.
Note: This process is for when documents have been updated in the DMS itself and need to be re-versioned in Active.
Click on the document you wish to check for re-versioning.
If new versions have been created in the DMS, when first interacting with the document in Active, the system will automatically perform a version check at that time. Thereafter, a version check will be performed every 12 hours.
If a new version is detected, you’ll see a clear notification in the document preview, as below. To copy the new version into Active, select click here.
Note: This automatic check is limited to every 12 hours to avoid heavy resource use and ensure optimal system performance.
Alternatively, to update the document instantly, you can manually check if there have been any version updates by clicking on the three dots to the right of the document.
Click Check New Version in FYI/iManage.
If a new version of the document is detected, it will show the below message. Select click here to re-version.
WARNING: This version check works under the assumption that a new version is created in the DMS. If you simply edit the document in the DMS, these changes do not get flagged as a new version in Active.
Note: If there are no new versions available, you will receive the below message instead.
Once re-versioned, a dropdown for the versions will then be available in the PDF document, as below.
If you navigate back to the Versions screen via the three dots to the right, it will show the version history and the current version being used will be labelled.
WARNING: If the document copied from FYI Docs or iManage is changed in Active (for example, it is marked up in the PDF editor), these changes do not push from Active to the connected DMS. The document will have to be re-versioned in the DMS manually.