Who is this article for?

Please Review Users managing PDF redactions.

Review Owners can determine different zone permissions.

The redaction categorisation function is used to customise the appearance of redactions when downloading redacted PDF documents from Please Review. Please Review can be configured to apply specific settings to redactions, such as colour and overlaying text when downloading a PDF with redactions. This is based on the comment categorisation applied to a redaction.
Please Review is pre-configured for the following comment categories when applying redactions to a PDF:

• ‘EU70-PPD’
• ‘EU70-CCI’

These two redaction categories are based on the current redaction requirements of the 'European Medicines Agency policy 70' on the publication of clinical data for medicinal products for human use.
Once applied, any redactions with these categories will appear with pre-configured settings based on the requirements set out by the EMA.

Tip: Want to know more? See How to Configure PDF Redaction Category Options for more information.

Enabling PDF Redaction Categorisation

To enable the PDF redaction categorisation feature with two redaction categories:

1. The Please Review System Administrator must ensure they include ‘EU70-PPD’ and ‘EU70-CCI’ in the comment categories available for reviews.
2. This can be carried out at a system level, workgroup level or using review types.

To enable redaction categories at a review type level:

1. Select the review type (or create a new one).
2. Select the ‘Settings’ link and click ‘Add New’.
3. Select the Category of ‘Review’, then select the Configuration Setting of ‘Comment Categories’.
4. In the Value text box enter the categories ‘EU70-PPD’ and ‘EU70-CCI’ separated by semicolons
   as shown below:

Categorisation Configurations

The System Administrator can amend the existing redaction categories to meet any organisation specific requirements. They can also add additional redaction categories, if required, and there are no limitations on how many redaction categories can be set up. The configurations are divided into three element groups:

• Redacted Colour
• Appearance (font, font size, font colour, alignment)
• Overlay Text

Review Setup

• If the PDF redaction categories have been set at a system level or workgroup level, the categories will be automatically available in all reviews.
• If they have been set at a workgroup level, the categories will be automatically available in all reviews created in that workgroup.
• If the categories have been set using review types, the review Owner must ensure that they select the review type at step1 of the new review set up. This will ensure the redaction categories are available in the review.

Applying Redactions

Redactions can be applied in a review using one of the redaction tools available. Simply select the required redaction tool from the ‘Redact’ section of the toolbar then apply it to the relevant area in the PDF document.

Redactions are treated as proposed changes, and a new proposed change box will appear to the right of the document showing ‘Redaction’ as the change type. At this point, the redaction category can be applied:

Document Download

• Selecting ‘Download’ for a PDF file will open the PDF document with all proposed changes converted to adobe annotations.
• Before v7.1.2, by default, any open or accepted redactions will be applied to the downloaded PDF and will appear as solid black marks regardless of the categories applied. Since v7.1.2, the custom redactions will follow the colour and overlay instead of the default black redactions.
• There is an additional option for PDF documents which defines how redactions are displayed. This option is available within the comments selector window in the section entitled ‘Selections specific to PDF documents.
• The option ‘Export redactions as PDF redaction marks (redacted content still visible)’ allows you to download redactions as ‘Marked for Redaction’. Selecting this option will mean that the underlying content of any open or accepted redactions will be visible in the downloaded PDF along with the specific configurations applied to the redactions (such as colour and overlaying
  text) based on the comment categorization applied. Once downloaded, the redaction marks can be applied in Adobe.
• When using the ‘Export redactions as PDF redaction marks’, any open or accepted redactions with the comment category of ‘EU70-PPD’ or ‘EU70-CCI’ will appear in the document download in accordance with the EU Policy 70 requirements for redaction as shown in the table below:

Note: Any redactions where the comment category is blank or does not match a comment category in the system configuration will appear using the default setting

Further Reading

• How to Configure PDF Redaction Category Options
• How to Review and Redact a PDF
• Custom PDF Redaction Categories