The user can access their document content through either the ‘Document preview’ or the ‘Document viewer’.
Document preview allows users to get a snapshot view of a selected document, whereas document viewer allows for a much more detailed view of the document and further options for interacting with it.
When a user highlights a document on the Documents page, the content will be displayed in the panel on the right of the screen under the view tab by default. Users can also find tabs to display details about the document, any related documents, alternative versions of the document, similar documents, as well as any incoming and outgoing links.
 |
Tab | Description |
|---|---|
View | Users can navigate through the different pages of their document through the preview images in the left panel. Clicking on the thumbnail image will open the document in the document viewer. Users can download the document either as the original file (.doc) or as a .pdf file. |
Details | Users can view and, in some cases, edit some of the documents metadata. This can include: Document type, Opus ID, Document name, Collection order, Pages, Format, Collection, Date, Sort date, Parent ID, Tags, Description, File name, Access, Status, Folder, Version, Size, Custodian, Bates Beg, Bates End, Bates Beg Attach, Bates End Attach, Date created, Updated by, Date updated, Created by, All custodian |
Related documents | Provides links to any documents marked as related, also known as ‘document families’. The only system generated document relationships are email attachments and redactions. Additional relationships such as translations, duplicate, email thread, source format, and custom relationships can be created by the user. Users can assign documents as duplicates even if they are not as the system doesn't check at this point (duplicates can be checked for only in the files page). |
Versions | Lists any alternate versions of the document if the file has been replaced by the user. A document in Platform is not tied to the file that has been uploaded to it, therefore a user can replace a file within a document and it will keep the document name and Opus ID even if the content of the uploaded file is completely new. |
Similar documents | Provides links to any similar documents. This is determined by an internal comparison of text within the documents to produce a percentage similarity report. If document A is compared to document B, then document A would show as 100% similar to document B if all of the text in document A appears in B, regardless of whether or not there is additional text in document B. If document B is then compared to document A, then document B may show as only 90% similar to document A as it has additional text which does not appear in document A. This can help users track the development of thought and stages of various documents. |
Incoming links | Links from any other documents to the document being viewed are listed here - selecting the link will take you to the related document. |
Outgoing links | Links from the document being viewed to any other documents are listed here - selecting the link will take you to the related document. |
 |
The document viewer allows the user to read and work with documents. It includes features to meet a range of needs from simply reading a document to more complex use cases such as creating links, redacting documents, adding annotations and comparing different versions of a document.
There are three main components to the user interface, each of which is controlled by its own toolbar:
The Navigation panel provides ways to locate content in the document. It always includes thumbnail previews of each page and a word index of the text in the document.
The Display panel shows pages of the document optionally with annotations, links, redaction markers and differences from a comparison document overlaid.
The Overlay panel shows the details of content that has been overlaid on the document including links and annotations. Clicking an overlay in the display panel highlights the corresponding item in the overlay panel. Conversely, clicking an item in the overlay panel scrolls the display panel to show the corresponding page and text in the document.
The panels can be resized by dragging the vertical dividers.
The toolbar at the top of the navigation panel contains controls for switching between the different navigation views. Depending on the available space these appear either as toggle buttons or a drop down menu.
Icon | Description | |
|---|---|---|
| Return to Documents page | |
| The thumbnails view shows a small image of each page of the document. If there are annotations on the document then these are indicated with dots or a number on the corresponding page. This provides a quick way to identify the most densely annotated parts of a document. | |
| The word index view shows a list of all the words that appear in the document (For list of excluded words: see below) To the right of each word, the user will see numbers and a thee-dot button. The numbers here correlate to the page numbers where instances of the word appear. If the user clicks the three-dot button to the right of the word, they will be given the option to redact every instance of that word or clear the redactions of that word. Expanding the word list with the dropdown button to its left will display every instance that the word is used. Clicking on an instance within the list will move the display view to the corresponding page and highlight the word in context. There is also a ‘Find’ bar at the top of the panel so the user can search for specific terms more easily. | |
ADD IMAGE | If enabled, the bookmarks icon will be displayed between the ‘thumbnails view’ and ‘word index view’ icons. Bookmarks allow users to highlight important text without breaking their workflow. Bookmarks in Platform are records in a worksheet which have the ‘Use as a bookmark’ option set on the text annotation column. If multiple records have selected 'Use as a bookmark' then multiple instances of the icon will be shown in the navigation panel. Unlike other annotations, records with this property appear in the left navigation column rather than the right overlay column. Selecting a bookmark record in the navigation panel will scroll the main document view to the relevant section of the document. It indicates that a particular section of text has been selected but does not display any annotation notes made in relation to it, so Platform advises the creation of a new worksheet specific to bookmarks to avoid entering unnecessary information. Exported documents will show the bookmarks as blank annotations and imported documents will not digest existing bookmarks into this feature. |
Words excluded from the index:
‘--', ‘a’, 'about', 'act', 'all', 'am', 'an', 'and’, 'any', 'are', 'as', 'at', 'be', 'because', 'been', 'but', 'by', 'can', 'case', 'certainly', 'claim', 'could', 'court', 'defence', 'did', 'do', 'each', 'fact', 'facts', 'for', 'friend', 'from', 'go', 'got', 'had', 'has', 'have', 'he', 'her', 'him', 'his', 'hot', 'how', 'I', 'i', 'id’, 'if', ‘im’, 'i'm', 'in', 'indeed', 'is', 'issue', 'it', 'just', 'justice', 'law', 'laws', 'lord', 'made', 'make', 'may', 'me', ‘mr’, 'mrs', ‘ms’, 'my', 'new', 'no', 'not', 'now', 'of’, 'off', 'on', 'one', 'only', 'or', ‘our’, 'out', 'other', 'page', 'point', 'put', 'q', 'right', 'rule', 'said', 'say', 'says', 'she', 'simply', 'so', 'some', 'sorry', 'state', 'submission', 'submissions', 'such', 'take', 'tell', 'than', 'that', ’the’, 'their', 'them', 'then', 'there', 'these', 'they', 'things', 'think', 'this', 'those', ‘to’, 'top', 'tort', 'two', 'under', 'unlawful', 'up', 'us', 'use', 'very', 'view', 'want', 'wanted', 'was', 'wasn't', 'we', ‘well’, 'were', 'why', 'what', 'when', 'where', 'whether', 'which', 'while', 'who', 'will', ‘with’, 'within', 'without', ‘word’, 'words', 'would', 'yes', ‘you’, ‘your’
The toolbar for the display panel allows users to interact with the whole document easily.
Icon | Description | |
|---|---|---|
| Navigate between pages in the document | |
| Options to zoom in/out of the document and change the scale of the document | |
| Select text to annotate based on the flow of text (e.g. cannot highlight the next line without highlighting the end of the current line) | |
| Select area of document to annotate within a defined box region (e.g. can be used for annotating an image or chart which wouldn't be selectable with the text select tools) | |
| Select text to annotate using a rectangular box to pick up text (e.g. can highlight small parts of multiple lines at once) | |
| Select text to copy to clipboard based on the flow of text | |
| Click and drag on the page to navigate | |
| Apply a tag to the document Helps users to organise documents by assigning them a relevant marker | |
| Additional options includes: Details, Find, Parallel comparison, Compare with, Actions, Open new document, Versions. (for more information, see below) | |
| Navigate between different documents in the selected folder |
Additional Options
Icon | Description | |
|---|---|---|
| Opens a dialog box to display the same details that appear in the document preview details panel. | |
 | Allows users to conduct a text search within the content of the document. | |
 | Allows users to open two documents side by side to manually compare content. It is possible to open the same document twice to compare content across different sections of the same document. | |
 | Uses one document view to compare content of two documents. Blue highlights show content that appears only in the document compared from (A) but not the document compared to (B). Red highlights add content that appears only in document B but not document A. A new icon will appear at the top right of the document view allowing the user to easily toggle which of the selected documents is being compared to and from. | |
 | Additional options to interact with the document. (for more information, see below) | |
 | Opens a dialog box which lists all folders and documents that a user has access to so they can select which new document to open. Selecting a document will open it in the same tab. | |
 | Lists any alternate versions of the document which the user can select to view. |
Actions
Icon | Description |
|---|---|
 | Allows users to add the document to an existing worksheet record or create a new worksheet record. |
 | Allows users to add the document to a collection so that alterations can be made within the collection without affecting the source document. |
 | Users can manage permissions for specific documents to determine which users can access that document. Access can be set by user or by group. |
 | Allows users to reorder, insert, replace, extract, split, and delete individual pages within a document rather than having to replace an entire document where only one page has been altered. |
 | Users can download the original file prior any records that have been added to the document such as redactions or annotations. |
 | Users can download the current view of the document in a .pdf format, including the added records. |
Allows the user to view and interact with content that has been overlaid on the document.
Icon | Description | |
|---|---|---|
| Show and create annotations | |
| Show and create redactions | |
| Navigate between the content that has been overlaid on the document | |
| Choose to view content that has been overlaid on the document according to the worksheet or version it was created in | |
| Find and filter the content that has been overlaid on the document |
