eFolder Document Viewer

When you select a file in the Document Details, Document Manager, File Manager, or Condition Details window in the eFolder, you can use the document viewer to view and edit the file and the pages in the file. The document viewer displays on the lower-right section of the Document Details, Document Manager, File Manager, and Condition Details windows. There are two different versions of the document viewer: one displays when viewing an image file, the other displays when viewing a native-format file.

Image Files vs. Native-Format Files

Depending on how your administrator has configured the eFolder settings, files are imported into the eFolder as image files or native-format files (for example, .pdf or .doc files). In some cases, the eFolder may contain both image files and native-format files. The icon to the left of the file name in the Files section indicates whether a file is an image file or native-format file. An image file will have an image icon and a native-format file will have a paper clip icon . Each file types has a slightly different user interface in the document viewer. Differences between the procedures used to edit files in the two versions of the document viewer are described in the appropriate sections below.

Starting with the Encompass 20.1 release, a new version of the document viewer is being delivered to Encompass users in a phased roll-out. If your company is part of this roll-out program, the new document viewer will display in the Encompass eFolder. File attachments that use the new viewer display a document image with a green globe . For detailed information about using the new viewer, refer to the Using the New Encompass Document Viewer guide .

View Files

To view file attachments, select one or more attachments in the Files section. The pages in the selected files display in the document viewer below the Files section.

Save and print files

Select a file to view it in the viewing panel.
Click the Save or Print Icon at the top of the document viewer to save or print a file.
For native format files, you can click the Edit icon at the top of the viewing window, select one of more pages in the Pages panel and then click the Save or Print icon at the top of the viewing window to save or print the selected pages.

Navigate between pages

Image files

Select a page on the Pages panel on the left, or click the Up or Down arrows at the top of the viewing window.

Native-format files

Click the Forward or Backward arrows to navigate to the first, previous, next or last page in the file.

Reposition file pages

Image files

Select a file, select one or more pages in the Pages panel, and then drag and drop the pages to a new position.

Native-format files

Select a file, click the Edit icon above the viewing panel, select one or more pages, and then use the Up and Down arrows to move the pages to a new position.

Adjust page sizes

Click the Magnifying Glass icons to make the file pages larger or smaller in the document viewer.
Or select a page size from the dropdown list.
For native format files, you can also click the Edit icon at the top of the viewing window to open the Edit File window, and then use the Magnifying Glass icons or the dropdown list to adjust the page sizes in the viewing window

Rotate pages

Image files

Select one or more pages on the Pages panel on the left, and then click the Rotate Left or Rotate Right icon to rotate the selected pages by 90 degrees.

Native-format files

Click the Rotate icon above the viewing panel to rotate all the pages clockwise by 90 degrees.
Or click the Edit icon above the viewing panel, select one or more pages in the Pages panel on the left, and then click the Rotate icon the Pages panel to rotate the selected pages clockwise by 90 degrees.

View in original format

When a file is attached to the eFolder, the file is converted into either an image file (when the Document Conversion setting is enabled) or a PDF (when Document Conversion is disabled). Click the View in Original Format button to view the file in its original format.

If the Document Conversion setting is enabled, but the Keep a copy of the document in its original format checkbox is cleared, the original file will not be retained, and a message will state that There are no documents to display in original format.

Delete pages

Image files

Select one or more pages in the Pages panel on the left, and then click the Delete icon at the top of the pages panel.

Native-format files

Click the Edit icon above the viewing panel, select one or more pages, and then click the Delete icon at the top of the Pages panel.

Split a file

Image files

Select a file in the Files section.
Select one or more pages in the Pages panel in the document viewer, and drag and drop them to an image file in the Files section.

Native-format files

To split a PDF into multiple separate files, select it in the Files section and click the Split icon at the tops of the document viewer panel.
In the Split File window, drag one or more page files from the Original File list into the New File section below, and then click Split. The new PDF file is added to the Files list on the Document Details window.
To rearrange pages in the Original File section or New File section in the Split File window, select a page and click the Up or Down arrows.
To delete pages from the Original File or New File section in the Split File window, select one or more pages and click the Delete icon.

Add notes to a file

Image file

On the Document Details window, select an entry in the Files section.
Click the Add notes icon above the viewing panel.
If the file is protected, click Yes when the confirmation message appears.
Click the location in the viewing panel where you want to add the note.
Select one of three Visibility options on the Add Note window to configure who can view the note and whether the note is included in files that are printed or sent electronically to non-Encompass users:
- Public - Visible to all viewers. Included in printed and sent documents.
- Internal - Visible only to Encompass users. Not included in printed or sent files. This is the default option.
- Personal - Visible only to the user who added the comment. Not included in printed or sent files.
  
  The color of the graphic image for a note varies depending on the Visibility option selected: red icon for Personal; yellow icon for Internal; and green icon for Public. A user can change the Visibility option for an existing note by right-clicking the graphic for a note, pointing to Visibility, and then clicking an option.
  
  A user can view, edit, and delete all annotations (Public, Internal, or Personal) in a loan file if the View All Annotations checkbox is selected for the user's persona in the Encompass Settings. The checkbox is located in the Personas setting on the eFolder tab in the General section.

Type a note in the contents field, and then click Add.
When finished, click Save.
To move the note to a different location in the file, drag and drop the Note icon to the new location.
Click the toggle arrows at the bottom of the viewing panel to expand and collapse a list with the creator, date, time, and page number for all notes in the file, and then click an entry to jump to the page containing the note.
In the toggle window, use the Up and Down arrows to move from one note to another.

On the Document Details window, select an entry in the Files section.
Click the Add notes icon above the viewing panel.
Click the location in the viewing panel where you want to add the note.
Select one of three Visibility options on the Add Note window to configure who can view the note and whether the note is included in files that are printed or sent electronically to non-Encompass users:
- Personal - Visible only to the user who added the comment. Not included in printed or sent files.
- Internal - Visible only to Encompass users. Not included in printed or sent files. This is the default option.
- Public - Visible to all viewers and included in printed and sent documents.
Note: The color of the graphic image for a note varies depending on the Visibility option selected: red icon for Personal; yellow icon for Internal; and green icon for Public. A user can change the Visibility option for an existing note by right-clicking the graphic for a note, pointing to Visibility, and then clicking an option.
Type a note in the contents field, and then click Add.
When finished, click Save.
To move the note to a different location in the file, drag and drop the Note icon to the new location.
Click the toggle arrows at the bottom of the viewing panel to expand and collapse a list with the creator, date, time, and page number for all notes in the file, and then click an entry to jump to the page containing the note.
In the toggle window, use the Up and Down arrows to move from one note to another.

Native format file

On the Document Details window, select an entry in the Files section.
If the file is protected, click Yes when the confirmation message appears.
Click the Add Notes icon directly above the document viewing window.
Click the location on the document where you want to insert the note.
Type the note in the Contents field, and then click Add.

Note: Notes added to a native format file are included in the file when it is saved as a .pdf file or sent to a borrower, lender, or partner via the eFolder. If you do not want notes included, delete them before saving a file as a .pdf file or sending via the eFolder.
To delete a note, click the Add Notes icon directly above the document viewing window, select a note in the Notes section, and then click the Delete icon.