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How to Download Reviewed Word Documents
Who is this article for?Please Review Users downloading reviewed word documents.
Review Authors can close and complete reviews.
When it comes to retrieving reviewed Word documents from Please Review, the process is straightforward and efficient. This involves accessing your account, locating the specific document within the platform's review interface, and seamlessly downloading the reviewed content for further use or review. Please see the below article for some simple steps on downloading reviewed Word documents.
- Default Document Download with Comments
- Embedded Attachments in Word Documents
- Word Document 'Round-Tripping'
- Further Reading
Default Document Download with Comments
The default position is the downloaded document or displayed report does not contain closed comments but does include all open and accepted comments from all participants.
Embedded Attachments in Word Documents
If a review participant adds an attachment to a comment / proposed change /discussion thread in a review of a Word document, the attachment is displayed in the Word document as an icon and can be downloaded directly from within Word by double-clicking the icon:
- If the attachment has been applied to a change that is accepted, it will not display as a tracked change in the Word document. If the document is downloaded with ‘accepted changes as tracked’, the attachment will be visible in the tracked change.
- Any attachments in an unsupported document format will open in a zip file.
Word Document ‘Round-Tripping’
For Microsoft Word documents, there are additional options which define how comments and proposed changes are included in the download.
These options are applied to the comments which are selected for inclusion in the Word document using the 'Select Comments' link as described in Defining Comments in the Document Download.
Note: Round-tripped paragraphs in a Word document which have accepted, or open proposed changes will retain any formatting. The only Word structures not retained are Word drawing objects.
There are two high level options: ‘Tracked Changes’ or ‘Comments only’:
- Selecting the 'Comments only' option means that all comments and proposed changes will be included in the document as Word comments only.
- Selecting 'Tracked Changes' opens two further options which control how comments and proposed changes are displayed in the document download:
| Comment/Proposed Change Type | Open as tracked (default) | Accepted as tracked |
|---|---|---|
| Accepted or Open Comments | Inserted as Word comments | Inserted as Word comments |
| Accepted Proposed Changes | Replaces old wording | Inserted as tracked changes |
| Open Proposed Changes | Inserted as tracked changes | Inserted as Word comments |
| Closed Comments, Proposed Changes | Inserted as Word comments | Inserted as Word comments |
Note: In the default comment selection, closed comments are not included in the download. |
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There are other checkbox options which apply to both the above:
| Checkbox Item | Effect |
|---|---|
| Include a Word comment whenever changing the document | In addition to inserting the text into the Word document, the entire proposed change is included as a Word comment. This allows you to see the previous paragraph/work text for comparison. |
| Produce a clean set of comments (no replies or status information) | Allows you to generalize and set-up the 'author' and date/time of the tracked changes as seen by Word. So, for example, if multiple people have contributed to the document and you want all comments, tracked changes, etc. to appear to have come from a single source (for example your company name), this option will allow you to set the name and initial used by Word as the author of the comments and tracked changes. Likewise, the date and time setting will determine the apparent date and time of the comments and tracked changes. |
The following image and table show the paragraph ID and debugging options:
| Checkbox item | Effect |
|---|---|
| Include Paragraph IDs | Selecting this option means that the Word document will be downloaded with each paragraph number inserted in blue in square brackets. |
| Clean download – removes Word metadata and previous tracked changes | Word metadata is defined as all information contained in the Word document which is not document text itself. Selecting this option will:
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All tracked changes and comments inserted by Please Review as part of the document download are not affected. Note: If this option is selected, it will overwrite any information you have entered in the ’Produce a clean set of comments (no replies or status information)’ option. |
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| Debugging options | This option should only be used under the supervision of support. |
Note: It is possible to download the Word document until the review is deleted.