You can manage a document’s renditions by uploading a new rendition or deleting an existing rendition. You can also download or re-render the viewable rendition. A list of renditions appears in the fields panel of the Doc Info page, under Renditions.
Depending on your application and your Vault’s configuration, there may be a variety of rendition types available. The type Viewable Rendition is available by default in all applications. Vault auto-generates the Viewable Rendition.
For most rendition types, you get the files into your Vault by uploading. You can also upload a rendition to replace one that was auto-generated. You can only upload one file for each rendition type.
To upload a new rendition:
- From the Renditions area, click Add.
- Choose the rendition type.
- Click Choose File and select the file to attach as a rendition. See upload guidelines below.
- Click Upload.
How to Delete Renditions
To delete renditions, click the X icon for the rendition to delete and confirm the action.
For most rendition types, you can re-add deleted renditions. For viewable renditions, you can either use the Re-render Document option to generate a new rendition in Vault or upload a new PDF file as the viewable rendition.
How to Download Renditions
To download a rendition, click the Download Document icon in the Renditions area or use the download icon at the top of the fields panel. Vault records all downloads in the audit trail.
We regularly update the rendering technology used to auto-generate viewable renditions in Vault. Sometimes, these updates introduce new supported file formats. When a release like this occurs, Vault does not automatically re-render files, meaning that there may be documents in your Vault with missing renditions which the system would now render correctly.
Occasionally, you may need to modify rendition settings to produce a better quality rendition. Re-render allows you to do this.
How to Re-Render
From the document’s Actions menu, select Re-render Document. Vault then presents you with a list of common issues for rendition failure. By selecting relevant issues based on the rendition error message received, Vault is better able to understand the specific rendition problem and will attempt to render a more accurate viewable rendition using different settings. If you don’t select any issues, Vault will simply try to re-render the document using the existing rendition settings. Users with the Vault Owner Actions: Re-render permission can re-render both the latest and previous versions of documents.
Annotations in Re-Rendered Documents
By default, Vault automatically preserves annotations when re-rendering a document. You may need to reposition the annotations if the resulting rendition differs significantly. For example, the rendition may differ with a change in the viewable rendition settings. The rendition may also differ if Merge Field values are added or removed. In such cases, re-rendering a document can reduce its page count or page size. If the Preserve my annotations setting is selected, Vault will convert any annotations on trimmed pages or areas to page-level annotations on a surviving page. A warning appears in the dialog box before a re-render that may result in converted annotations. Vault records any such conversions in the audit trail.
If you wish to discard annotations upon re-rendering, deselect the Preserve my annotations setting in the Re-Render Document dialog.
To change rendition settings on a Word document, select Word Rendition Settings from the document’s Actions menu. You can choose to show All Markup or No Markup.
You can change rendition settings on a PowerPoint document by selecting PowerPoint Rendition Settings in the document’s Actions menu. In the dialog that appears, you can choose to change to the Slides layout or the Speaker Notes layout. Select the Show “Hidden” Slides checkbox if you want to review your hidden PowerPoint slides.
You can change rendition settings on a PDF document by selecting PDF Rendition Settings in the document’s Actions menu. Vault renders PDF files as if they were printed, which means “Print Only” watermarks appear on your document. In the dialog that appears, un-select the Display Hidden in PDF but Printable (“Print Only”) Watermark if you do not want these watermarks to appear.
Note this feature only hides Print Only watermarks. It cannot hide watermarks created with the Appears behind page location setting. You can change the location of watermarks in your PDF using an application like Adobe® Acrobat®.
By default, Vault renders documents as PDFs. Admins can configure Rendition Settings to render documents as PDF/A-1b compliant. If PDF/A-1b renditions are enabled, Vault will no longer render documents as standard PDFs.
Protected PDF Renditions
By default, Vault-generated PDF renditions are unprotected. Admins can configure Rendition Settings to render protected documents with safeguards applied to restrict the PDF rendition from being altered. When protected renditions are enabled, Vault no longer renders documents as unprotected PDFs.
If your document has annotations, you must have the Vault Owner security profile to use one of the above options (Word Rendition Settings, etc.). As a Vault Owner, you can use the Preserve my annotations setting to keep the annotations in the new rendition. You may need to reposition the annotations if your new rendition is very different from the old one.
Only users with the Delete permission through their Document Role security settings can see and turn this setting off because doing so will trigger a re-render action that deletes annotations.
Rendition Profiles allow you to choose rendition settings that differ from the Vault-wide rendition settings. For instance, if you have separate Microsoft Word templates for two locales and the Table of Contents bookmarks should be generated differently for each, selecting locale-specific rendition profiles makes it possible to render both of the documents without changing Vault-wide rendition settings.
Rendition profiles take precedence over the Vault-wide rendition settings. If you make changes to the rendition settings on a document via the Actions menu, those settings supersede both the Vault-wide settings and the selected Rendition Profile.
Selecting a Rendition Profile
Select the profile in the Rendition Profile field when Adding Documents, or prior to rendering or re-rendering a PDF document.
A Default rendition profile, which applies the Vault-wide rendition settings to the document, is always available for selection and is set as the default field value.
If necessary, once a document has been rendered, you can re-render the document from the Actions menu and choose from a set of troubleshooting options. Note that if you change a rendition setting via the Re-Render Document dialog when manually re-rendering, the Rendition Profile may change to Custom if an applicable setting is altered.
Admins can configure Rendition Profiles, including automatic selection of a default Rendition Profile, or conditional selection under specified criteria. For example, Vault can be configured to automatically apply a specific Rendition Profile when a document’s Country field has a particular value.
Vault imposes some limits when uploading files:
- Files must be under 4GB in size.
- You cannot upload zero (0) byte files.
- Files uploaded as a Viewable Rendition must be PDFs.
Vault blocks any changes to renditions (adding, removing, re-rendering, etc.) for archived documents.
The following permissions control your ability to work with renditions:
|Security Profile||Document: Download Rendition||Ability to download renditions of any type, including viewable renditions|
|Security Profile||Vault Owner Actions: Re-render||Ability to re-render a document without the Manage Viewable Rendition document role permission; users with the Vault Owner security profile do not need to be assigned to any role on the document.|
|Document Role||View Content||Ability to view and download renditions of any type, including viewable renditions|
|Document Role||View Document||Ability to view document fields, settings, and metadata|
|Document Role||Edit Fields||Ability to upload and delete renditions of any type other than viewable rendition|
|Document Role||Manage Viewable Rendition||Ability to replace an existing viewable rendition by uploading a file or re-rendering the source file and ability to delete an existing viewable rendition|
|Document Role||Delete||Displays the Preserve my annotations setting when re-rendering a viewable rendition that includes annotations.|