Outlined below are the steps for creating and managing redactions in documents. This article covers both NextGen and Legacy databases.
Which database should I follow?
If you see the badge next to your database name, follow the NextGen steps below. Otherwise, switch to the Legacy tab.
Overview
This guide outlines how to create and manage redactions in NextGen databases. You'll learn how to access redaction tools, customize redaction styles and reasons, apply four different redaction types, manage existing redactions, and add notes to document your decisions.
Accessing Redaction Tools
There are two ways to initiate redactions in NextGen databases:
Click and Drag on Structured Text
- Navigate to the document review page.
- Click and drag directly on structured text embedded within the document (not text within images).
- A pop-up menu appears with annotation options.
Select the Redaction icon from the pop-up menu.
Use the Redaction Icon
- Navigate to the document review page.
- Locate the redaction icon (scalpel/knife shape) in the toolbar.
Click the redaction icon to reveal the redaction submenu.
Customizing Redaction Settings
1. Select Redaction Reason
- PII (Personally Identifiable Information)
- Redacted
- Privileged
- Trade Secret
For styles that display text, the reason appears within the redaction box. You can edit reasons after creation by clicking the redaction and updating the dropdown.
2. Choose Your Redaction Style
| Style | Appearance | Notes |
|---|---|---|
| Black fill, no text | Black box, no visible text | Default for sensitive content |
| Black fill, white text | Black box, white text showing redaction reason | Recommended when reason must be visible |
| White fill, no text | White box, no visible text | Useful for covering annotations or marks |
| White fill, black text | White box, black text showing redaction reason | Alternative to black fill with visible reason |
Redaction Types
Best for: Structured text
- Select Text Redaction.
- Click and drag over text.
- The redaction is applied instantly.
Best for: Images or scanned documents
- Select Area Redaction.
- Draw a box over the content.
- Release to apply.
Best for: Entire pages
- Select Full Page Redaction.
- Enter page numbers or ranges.
- Press Enter.
Best for: Bulk redaction
- Select Auto Redaction.
- Choose a pattern or term.
- Submit to redact all matches.
Managing Redactions
- Click the Layers icon.
- View redactions with creator, timestamp, reason, and notes.
From the Layers panel, click the eyeball icon to toggle redaction visibility on or off:
- Locate the redaction in the Layers panel.
- Click the three-dot menu and select Delete.
- "Are you sure?" dialog appears.
- Enter an explanation (e.g., "Applied in error").
- Click Delete to confirm.
- The redaction is removed instantly without page re-imaging.
- Alternatively, select the redaction in the document view and click the trash can icon.
- Click the Note icon.
- The most recent redaction is selected.
- Type your note.
- Close the dialog to save.
Overview
This guide outlines how to create and manage redactions in Legacy databases. It explains where to find the redaction tool, how to apply different types of redactions, manage existing redactions, and what happens to redacted text.
Accessing Redaction Tools
While viewing a document, click the Markup tool in the Viewer Tools section.
This will open the Markup Tools interface on the right-hand side:
Redaction Types
Best for: Redacting words, phrases, or sections of a document.
- Click and drag to create a redaction box over the information you want to hide.
- Click the Redact button and provide a reason, style, and optional note.
- Repeat to add additional redaction boxes.
Best for: Redacting entire pages.
- By default, this option applies to the Current Page Only.
- To redact multiple pages, select the Range option and enter a comma-delimited list of page numbers (e.g., 1,3,5-9,25).
Best for: Redacting an entire document at once.
Redaction Style
When applying a redaction, you can select from multiple styles that control the fill color, outline, and whether the redaction reason is visible. Choose the style that best fits your needs for readability and compliance.
| Style | Appearance | Notes |
|---|---|---|
| Black fill color, no outline, no text | Solid black box, no visible text or outline | Default for sensitive content |
| Black fill color, no outline, white text | Solid black box with white text showing redaction reason | Use when the reason must be visible |
| White fill color, no outline, no text | White box, no visible text or outline | Useful for covering annotations or marks |
| White fill color, black outline, no text | White box with black border, no text | Alternative for visibility without showing reason |
| White fill color, black outline, black text | White box with black border and black text showing redaction reason | Alternative to black fill with visible reason |
FAQ
When the Markup Tools interface is open, click the Toggle Zoom button above the document to enable a zoom feature for your cursor.
After highlighting or redacting your document, redactions can be found in two locations:
In the Markup Tools interface at the bottom of the panel:
In the history of redactions under the Annotations section on the right-hand side:
Toggle markups on or off via the toggle markups icon in your document Viewer Tools:
Redactions can be removed from the Annotations section or from the Markup Tools interface by selecting the symbol next to the redaction:
Once a redaction markup is applied, the redaction remains in place on the image whenever the document is exported, and the underlying redacted search text is removed from any provided text files.
If you provide a metadata load file with your export, review it carefully for any redacted fields, such as author, recipient, or email subject. Any fields redacted in the images or text must be manually removed from the metadata load file.
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