When you open a document, the Doc Info page opens. This page includes these panels:
- Header Area: The header area above the document viewer and fields panel allows you to navigate back using the breadcrumb trail and see the current document status (lifecycle state). The icons next to the document name can set the document as a favorite, display related notifications, or show the Active Workflow panel (if a workflow is active). If you are a task owner for an active workflow, you also see a task bar. If the document uses a lifecycle configured with lifecycle stages, the Lifecycle Stages banner displays information on where the document is its lifecycle. In addition, this area shows buttons for the Actions menu, document download options, and the layout selector. If a lock icon displays in the Header Area, a user has checked out the document. If a gavel icon displays, the document is under a legal hold.
- Document Viewer: The document viewer displays viewable renditions without any additional plugins or applications and on any device that supports HTML5 (iPad®, Android™ tablets, etc.). The document viewer is to the left of the Doc Info pane. If a viewable rendition is available, it appears here. From the document viewer, you can review the document, add annotations, and click through embedded links.
- Doc Info Pane: The right panel displays information about the document, including its fields, relationships, files, and sharing settings, in individual tabs.
Note: The Lifecycle State Stage ID and Lifecycle Stage fields appear by default in the General section of the document fields panel, even if lifecycle stages are not configured.
The Active Workflow panel opens from a button in the header area. From this panel, you can view information about the workflow that is currently active on the document, including open tasks, workflow owner, and the workflow configuration version. If you are a task assignee or the workflow owner, you can perform actions from this panel.
Lifecycle Stages help you understand where a document is in its lifecycle by grouping specific lifecycle states into ordered collections of stages. The Lifecycle Stages banner provides a visualization for the document’s progress, with each chevron representing a single lifecycle stage. The chevrons are color-coded to indicate the document’s current stage:
- Green indicates a previous stage
- Blue indicates the active stage
- Grey indicates an upcoming stage
The Lifecycle Stages banner can also give details for active, incomplete tasks. Click the blue (in-progress) chevron to see a list of up to five (5) open tasks. Additional information and actions display under the Chevron panel with each task. Tasks appear on the task card in the same order as they appear in the Active Workflow Panel. An exclamation point icon appears on the blue chevron if one (1) or more tasks is behind schedule.
Note: The Lifecycle Stages banner does not appear for users with the Read-only User license type or users whose security profile does not grant the View User Information permission.
You can click and drag the Doc Info pane to resize it. Vault remembers your last selection and applies it the next time you view a document.
You can switch between different panels in the information panel using the panel icons. Clicking the active panel icon collapses the Doc Info pane, allowing you to see more of the content in the document viewer.
- Document Information: Displays document information and fields
- Relationships: Displays document relationships, including linked and supporting documents
- Document Files: Displays related files, including source files, renditions, and attachments
- Sharing Settings: Displays document sharing settings
- Timeline View: Opens Timeline view, including workflows and lifecycle state changes
Full Screen Document Viewer
To view the document in full screen, click the Full screen icon in the upper right of the document viewer. To close full screen, click the Exit full screen icon.
Viewer Zoom Menu
You can view documents in different sizes. By default, the size is Fit Height for PowerPoint (PPT) source files and Fit Width for other source files. The default zoom applies to all layouts, note position options, and in full screen mode. You can change the zoom using the Fit Height, Fit Width, Zoom In (+), and Zoom Out (-) buttons.
Note that you cannot scroll horizontally unless you first scroll to the bottom of the document.
Find in Document
The magnifying glass button opens Find, which searches the text of the document for a specific string. Vault only highlights matches in one page at a time. Note that find reads periods as spaces. For example, the term “409.3” would find instances of “409” and “3”.
- CTRL+F: Open find (Document view only)
- ESCAPE: Close find
- ENTER: Jump to the next matching word
- SHIFT+ENTER: Jump to the previous matching word
To copy text from a document in View or Annotate mode, hold down the C key and select the text with your cursor, then release the C key and mouse button to copy. You can also copy text using the document viewer context menu. You can copy text from any document where text is selectable.
By default, you must have the View Content permission on a document to copy text. Admins can configure Vault to require additional permissions when copying text.
The following limitations apply to copying text:
- Vault supports whole word selection only. You cannot copy part of a word.
- You cannot copy text while in Notes or Thumbnail view.
- You cannot copy text on mobile devices.
- Anonymous (token-based) users cannot copy text from documents.
- You cannot copy more than 200 words at a time.
The Rotate button rotates the current page clockwise (to the right). You can also click the arrow to the right of the Rotate button to rotate all pages. This button is disabled in the Notes and Thumbnail views.
To navigate between pages of the document, there are arrows in the menu bar that allow you to go to the previous or next page. To open a specific page, you can enter the page number in the text field. You can also click on the page icon with page number on the left side bar of your document to open that page. These icons show the annotation count for each page.
The View annotations button displays the number of annotations on the document. By clicking it, you can open annotate mode. In this mode, you can view and work with existing annotations or add new annotations. To exit annotate mode, click the button again.
When you click the Show Bookmarks button, you can view and navigate to bookmarks within the document. For more information, see Bookmark Support.
When you click the Show Destinations button, you can view and navigate to Destinations within the document. For more information, see Navigating to Destinations in the Document Viewer.
When a document is checked out, you can hover over the Checkout Lock Icon to see who checked the document out, when it was checked out, and whether it was checked out using Vault File Manager or a standard Vault checkout.
The Download button has two options:
- Click the file icon on the left to download the source document file.
- Click the arrow on the right to see a list of all available files and renditions to download.
Note that while the Download button is located in the Action bar by default, Vault replaces it with another action if you do not use it often. However, you can always download source files and rendition files from the Files panel.
While viewing a document in View or Annotate mode, you can right-click on the document or on selected text or area to open the context menu. You can select several actions from the context menu, such as Copy Text, Search Glossary, Create Comment, and more. Available actions depend on your permissions.
The following limitations apply to the document viewer context menu:
- The context menu closes if you scroll or resize a page, zoom in or out, or navigate between pages of the document.
- The context menu is unavailable for anonymous (token-based) and read-only users and in Vault Mobile.
- You cannot create line annotations using the context menu.
- You cannot open the context menu while in Notes view.