Navigating and viewing documents in the review window

 

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The instructions in this article are applicable to both the classic and full screen review window. This article will also reference different format views in the review window, such as PDF/Image and Text view.  

Zoom and page orientation

There are four zoom buttons and two rotation buttons that you can use to adjust the view of your document in the review window.

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  • Zoom in (shortcut: i) - the magnifying glass with the + sign allows you to zoom in to the document
  • Zoom out (shortcut: o) - the magnifying glass with the - sign allows you to zoom out of the document
  • Zoom to height (shortcut: l) - the document will be resized such that the top and bottom edges of the document are aligned with the top and bottom of the viewing pane of the review window.
  • Zoom to width (shortcut: k) - the document will be resized such that the left and right edges of the document are aligned with the left and right of the viewing pane of the review window.
  • Rotate clockwise (shortcut: c)
  • Rotate counter-clockwise (shortcut: x)

All four zoom options are available in the PDF/Image and Native view. In Text view, zoom to height and zoom to width are not available, since the Text view is always set to zoom to width.

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To rotate the orientation of a document, click the Clockwise or Counterclockwise Arrow icons. You can also press “x” (counterclockwise) or “c” (clockwise) on your keyboard.

rotate_docs.gif

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Navigating within a page

PDF/Image or Native view: If your document is zoomed in, you can move within the document by clicking the up, down, left, and right arrows on your keyboard. When zoomed in, if you reach the far left or right edge of a page, then pressing the left or right arrow keys will take you to the previous or next page, respectively. 

Text view: The document size will always be zoomed to width, regardless of your zoom setting. Pressing left and right on your keyboard will simply move to you to the next page of text, and up and down on your keyboard will scroll.

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Navigating between pages in a document

 

You can employ scrolling or keyboard shortcuts to move between pages in a document. You can move to the next page of a document by scrolling with your mouse or by pressing and holding the up and down arrow keys on your keyboard. If your document is not zoomed in (i.e., it is zoomed to width or height, or zoomed out beyond either of these settings), then pressing the left or right arrow keys will simply take you to the previous or next page.

One option to move between pages of a document is to jump to a page. To do this, locate the page input box below the format selectors. Simply type the number of the page you'd like to go to, and press "enter" on your keyboard.

You can also click anywhere on the scrollbar to jump to a page.

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In PDF/Image and Text view, you can also use the jump bar to navigate between pages. The jump bar is on the right side of the document. As you run your cursor along the length of the jump bar, the corresponding page and number of hits on that page is displayed. Clicking on the location will take you to that page.  

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In addition, if there are hit highlights in the document you are viewing, the jump bar will display a color band at the appropriate page location of the highlight. The band’s color will correspond to the highlight color of the term or phrase in the hit-highlighting panel. This can help you quickly visualize where certain hit highlights are located.

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To move to the next document, click the left or right arrow paddles at the bottom of the screen. You can also press "shift+down arrow" to move to the next document, or "shift+up arrow" to move to the previous document.

As you move from document to document, your navigation is reflected in the results table, which exists as a separate window. The document you’re currently viewing is highlighted in yellow. You can learn more about results table navigation in this article.

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Review window formats

When a document is uploaded to Everlaw, multiple formats of the file are either provided or generated. These formats are generally the PDF or Image of the document, the document’s text, and the native version of the document (if provided). You can easily toggle between these various format views in the top right of the review window.

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Certain formats are more optimal than others for reviewing a document, depending on the document type or the type of review you're looking to conduct. Spreadsheets will not include Image view because the spreadsheets are best viewed in Native view. A production that does not include natives will not have a Native view. The below sections describe conditions for which each view is available and some examples of when you might use them.

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PDF/Image view

If a document has a PDF or image, then this view is typically recommended. It preserves document formatting while still allowing you to apply highlights and redactions. Depending on the document you’re viewing, you will either see PDF or Image view available.

The type of view displayed is dependent on the following conditions:

  • If a document is uploaded as native data, then PDF view will be available unless an uploader chooses not to create PDFs or if the original document’s file type does not convert well to PDF (such as an audio file). Additionally, PDF view will be available when the document is uploaded as processed data and the provided image is a PDF.
  • If the document was uploaded as processed data and the image file is not a PDF (such as a TIFF), then Image view will be available.

PDFs with embedded text allow for more review functionality than Image view. For example, in PDF view you can highlight/redact specific text, as well as create custom hits. Image view is more limited; however, you can still create redactions and highlights by clicking and dragging a window. Everlaw recommends reviewing in PDF/Image view when possible, as it provides the most amount of review functionality while maintaining original document formatting.

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Text view:

The Text view is available if the document has extracted or OCR text. The Text view is a good option for review if there is no image for the document, or if you want to see the document text only. Another good opportunity to use Text view is to use hit highlights on a spreadsheet.Screen_Shot_2019-03-05_at_12.45.19_PM.png

You cannot add highlights or redactions in Text view. Unlike PDF/Image view, you can scroll between pages by clicking "next page" and "previous page," indicated as tall paddles to the right and left of the document. You can zoom in and out, using the same tools as you would in the PDF/Image view, but you cannot zoom to page height or width since the orientation is consistent in Text view. 

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Native view:

You can view native files directly within Everlaw by using the Native view. If your document does not have a native file associated with it, then Native view will not be an available option. 

In Native view, you cannot add highlights or redactions. You can view hit highlights and create custom hits, but you cannot redact them. If there's a comparable PDF/Image view available for that document, Everlaw recommends viewing the document in PDF/Image view.

If your original document has tracked changes "turned on," then the tracked changes will appear in both Native and PDF/Image view.

If your original document has comments, the comments will appear in PDF/Image view, but not Native.  Everlaw does not process any metadata associated with comments.

This document had track changes turned on in Word, and a comment was applied. In Native view, the tracked change is displayed but the comment is not: 

track_changes_native.png

In PDF/image view, both the tracked change and comment are displayed:

 track_changes_pdf.png 

If you cannot see tracked changes in the native view, it may be that your tracked changes are hidden within your original application. You may need to re-upload the document with track changes "turned on" in your original application (like Word) if you need them to be displayed in the native and image view. 

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Media and spreadsheet view:

In some situations, the Native view option will be replaced by another view. Certain file types have special native viewers: media files (audio and video) and spreadsheet files. In these particular situations, the Native view icon will be replaced with different views.

The Media view will appear for audio and video files:

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Spreadsheet view will appear for spreadsheet files:

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You can learn about how to review media and spreadsheets in the articles below:

 

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