Who is this article for?

Please Review users wishing to use custom PDF Redaction Categories

Server Access or Please Review admin access may be needed.

The category applied to a redaction made on a PDF document can affect how the redaction looks. By default, any redaction made will be a solid black one. With the correct custom categories in place, alongside a server configuration for them, these can use different colours and have a text title to indicate a type of redaction.

Important: From version 8.4 onwards, Please Review no longer supports Documentum D2 or CARA.

Server Setup

Please refer to How to Configure PDF Redaction Category Options for basic configuration information.

• To enable the redaction file, you need to adjust the name from:  'RedactionCategory.xml.template' to 'RedactionCategory.xml'.
• If further customisations are needed, the file will need to be edited accordingly.

Important: If your server is hosted by Ideagen, this file will already be renamed and ready to use.

Please Review Setup

1. To use the default redaction categories for all reviews in all workgroups, an admin user must add EU70-PPDE and EU70-CCI to the 'Comment Category' list.
2. To ensure the root workgroup is selected, go to 'Admin' then 'Workgroup Management' and click 'Settings':

3. Find the 'Comment Categories' line and 'Edit' the list to include them, as shown:

4. Check the configuration settings now include ‘EU70-PPD’ and ‘EU70-CCI’.

Sub Workgroup Categories

If you have different comment categories setup in different sub workgroups, then you will need to edit the settings for the corresponding workgroup, ensuring that is selected first before going to the settings options. These can be added as overriding settings on sub workgroups provided the 'Allow Override' setting is enabled on the Root workgroup.

Review Type Categories

You may also be using custom Review Types on your installation. If you want or have different Comment categories setup based on the review type selected, 

1. This can be setup by selecting the workgroup where these have been setup from the drop down and then going to 'Admin' then 'Workgroup Management' and click 'Review Types'.
2. These can be set to be available either under Root workgroup or based on workgroups further down.

Important: Remember to select the appropriate workgroup in the dropdown before doing this if this is not under Root.

3. Then, select or create one using the 'Add New' button, if creating a new one for this. For this example, I created one using the following details, using the standard review as the basis for this custom review.
4. All the settings of the standard review will apply by default, but any change in the next steps will override them:

5. Once you are into 'Support Testing' click 'Select'.

6. Then, click 'Settings'.
7. By default, there are no settings shown as it only shows settings that have been added to the override, so a new setting needs to be added.

8. If settings are already in place, these will show.
9. If a setting for the 'Comment Categories' is showing, this will need to be edited.

10. While adding a setting, select 'Review' as the category, then 'Comment Categories' as the configuration setting.
11. Fill out the value, an example entry is below:

EU70-PPD;EU70-CCI;Minor;Typo;Major;Cosmetic;<Blank>

12. With all the settings in place, it should look like this:

13. When you create a review with that review type, provided the 'Allow Overrides' haven't been restructured at higher levels, this should allow these categories to be used.

How to Use Custom PDF Redaction Categories

1. To use custom PDF redaction categories, you simply make a redaction of a PDF and then select the category for it, as shown here:
   
2. If you download with comments since version v7.1.2, you will see the download with the categorised redactions like so:
   

Earlier Versions/Alternative Usage

Before v7.1.2, redactions worked a little differently, they would be plain black bars covering text. In earlier versions, to see them you would need to select to download the document and then

1. Select the 'Select Comments' option:

2. On the select comments window, you need to tick the Export redactions as PDF redactions marks (reacted content still visible) and hit the 'OK' button.
3. If you then download the document, if you open the document inside Edge or Chrome, you will see all the content as a PDF version. The viewer may not handle this, however, if you load it into Acrobat, you can then see the categorised redactions.

Tip: If you are on an older version, you may need to upgrade to get the benefit of the categorised redactions working fully in the document download with comments.

Further Reading

• Please Review Advanced Features Configuration Guide
• How to Configure PDF Redaction Category Options
• How to Use the Admin Category Settings