Redaction

Protect sensitive and personally identifiable information (PII) in your Data Room documents with the Redaction tool. You can redact information by highlighting specific text, performing full-text searches, or using pattern recognition. The redaction process creates a new document version after applying redactions. Note: Only users with the Creator role or higher can see the unredacted versions of a document. The Redaction tool is compatible with Microsoft Office files and Adobe PDF files.

Redaction Tools

The Redaction feature has multiple tools to help you keep information confidential.

• Free Form Selection: Use the free form tool to highlight sections, graphics, charts, or paragraphs to redact.
• Full-Text Search: Use the full-text search to find keywords and phrases to redact. Select all to redact all iterations of the keywords or phrases throughout the document.
• Full Page: Use the full-page tool to redact entire pages from documents.
• Pattern Recognition: Use built-in pattern recognition to find credit card numbers, emails, and phone numbers to redact.

Redaction Editor Toolbar

The Redaction Toolbar provides the ability to redact pages, select & customize Redaction Labels, undo/redo actions, and erase redactions. Use the toolbar with the Search panel on the right of the screen to maximize the editor’s abilities.

Redaction Customization

You can customize the redaction outline color, fill color, or add text over the redacted information. Customize redactions before or after applying them. If you do not customize the redaction, it will simply black out the redacted information.

Applying Customizations Before Redacting

There are four Mark for Redaction labels available on the toolbar. You can customize each label used by the redaction tools. Select a Mark for Redaction label and click the small arrow next to the icon to display the customization panel.

Applying Customizations After Redacting

Click on a redacted section of the document to display a pop-up and click the Style icon on the right.

Customization Panel

Text adds a label over the redacted information. Provide the label text, font, font size, alignment, and color.

Stroke changes the outline color of the redacted area or text.

Fill changes the fill color that conceals the redacted information. Ensure your fill color and text color provide contrast or the text will be difficult to read.

Redacting

Preview the document you want to redact in the Data Room. Click the Edit button, select Redact, and the document loads in the Redaction Editor. Complete all your redactions before clicking the Apply Redaction button.

Choose a Redaction Tool

Free Form Selection:

1. Free Form Selection is the default redaction method. You can select from four customizable Redaction Labels on the toolbar.
2. Highlight the desired area or body of text to redact.
3. The area or text is highlighted by a colored border.
4. Hover over the redacted section to preview the redaction.
5. Click Apply Redactions in the top-right corner of the screen.

Full-Text Search:

1. Full-text search helps you find keywords and phrases to redact. Type keywords or phrases in the search box on the right of the screen and press Enter to search.
2. The search displays the number of search results, a list of matching text, and highlights the matching text in the document.
3. You can check matching results from the search box to apply redactions. There is also a checkbox to apply redactions on a page-by-page basis or click Select All to redact all matching results. 

Pattern Recognition: 

1. Click on the search box to display a list of patterns to select from.
2. Select a pattern - Credit Card, Emails, or Phone Numbers.
3. The search displays the number of search results, a list of matching values, and highlights the matching values in the document.
4. You can check matching results from the search box to apply redactions. There is also a checkbox to apply redactions on a page-by-page basis or click Select All to redact all matching results. 

Full Page Redaction:

1. Select the Redaction Label to use.
2. Click the Redact Pages icon on the toolbar.
3. Define the pages you want redacted.
4. Click the appropriate confirmation button:
   • Click Redact to apply the full-page redaction immediately. This action can only be removed by exiting the Redaction Editor by clicking Cancel in the top-right.
   • Click Add Mark to highlight the full page. The page is still viewable in the editor until you apply the redactions. You can undo this action.

Eraser

Use the Eraser to remove redactions during the editing process. Click the Eraser icon from the far right of the toolbar and click and drag the Eraser over the desired area to remove the redaction.