How to view and work with documents

Start with the document itself: check that you have the right record and version, then choose the tool for the work you need to do. Document actions depend on your permissions, the file format, and the features available to your account.

Before you begin

You need access to the document. Viewing older revisions, changing keywords, uploading revisions, and editing content can require additional rights. A copied link does not grant access. For access problems, see document access rights.

Open the document

Find the document in Search and select its row to show the preview.
Check the document name, ID, type, and keywords. Similar filenames can refer to different records.
Use Open in new page when you need more room; it opens the document in a new browser tab. Hover over an action icon to read its label.
Choose Open in redaction when you want to redact or annotate the document. That viewer can also appear within a Caseflow document panel.

If a format cannot be previewed, use the offered download action and inspect it in an appropriate application. For redaction, use a supported rendition and review any conversion before marking content.

Navigate pages and adjust the view

The exact controls depend on the preview format. In the redaction and annotation viewer:

Control	What you do
Toggle thumbnails	Show or hide the left page rail; select a thumbnail to jump to that page.
Previous page / Next page	Move between pages.
Go to page	Type a page number and press Enter.
Zoom in / Zoom out	Increase or reduce magnification.
Zoom	Choose a percentage, Fit to width, or Fit page.
Toggle sidebar	Show document text search and the mark/annotation list.
Search document	Find recognised text within this document; select a match to navigate to it.

A two-page fictional agreement in the redaction viewer, with page thumbnails, a page-number field, zoom controls, and a searchable sidebar. — Use page thumbnails, the page-number field, and zoom controls to inspect the whole document. Screenshots use fictional local sample data.

On a narrow window or embedded panel, toolbars wrap and side panels may start closed. Hide a panel to gain reading space, then reopen it when needed. Zoom out or use Fit page for an overview; zoom in again to check small text or redaction boundaries.

Check revisions, renditions, and history

A revision is a stored version of the document. A rendition is a file representation of a revision, such as a PDF. Select the intended revision and, where available, its rendition before reviewing or downloading it. Use Show history to inspect available revision and document-history information. Check the revision number, date, author, and comment to understand which version you are reading. Opening an older revision lets you inspect that version; it does not by itself restore it as the latest one. The redaction viewer has its own Revision selector and opens the latest revision initially. Saving annotations, reviewable marks, or an applied redaction result creates a new revision. Earlier revisions remain available according to access rights. Save an applied working result before switching versions if you need to retain it. If the viewer reports another active editor or a newly created revision, check whether loading it would discard your current work. See leaving or changing revisions during redaction.

Choose the document action

What you want to do	Action and checks
Inspect file details	Choose Document Information. Use the document ID and revision details when reporting an issue.
Correct indexing metadata	Open Keywords, edit allowed fields, save, and verify. Follow Update document keywords, especially for required values, autofill, and repeatable groups.
Add discussion or follow changes	Open Notes. Follow Add a note and follow a document for replies, mentions, and notifications. These notes are separate from PDF annotations.
Remove sensitive content	Choose Open in redaction, mark the content, apply the marks, inspect, and save. Follow Redact a document.
Highlight or comment on a page	Choose Open in redaction → Annotate. Follow Annotate a document.
Download a stored file	Choose Download document. Check which stored rendition the action targets, then inspect the downloaded file. Unsaved redaction edits are not included.
Export the redaction viewer’s current result	Use its Download menu and choose with or without annotations. Read the export rules before sharing.
Point a colleague to the document	Choose Copy link, then share it through your normal process. The link preserves access rules and does not create a fixed, redacted-only file.
Edit an Office file	Use Open in app or Open in Office Online when enabled and supported. Complete the application’s save/check-in flow, return to Nobly Insight, and verify the stored revision. Resolve active-editor warnings before making conflicting changes.
Store a revised source file	Choose Upload New Revision, select the replacement file, review any required revision comment, and complete the upload. Reopen the new revision to verify it belongs to the intended document.
Run an organisation-specific action	Use the configured document action when available. Its name and effect depend on your organisation’s setup. Check what it will do before running it; see shared document actions.

OCR and document questions

In the redaction viewer, Run OCR can add recognised text to a PDF so you can select and search it. Check the result against the visible page; OCR is not a verification of the document’s accuracy. When AI redaction is available, you can ask questions about the open document or request text to be marked. Check answers against the source and review every suggested mark. See AI-assisted redaction. AI search and chat elsewhere have their own search workflow.

Check the outcome

After changing content or metadata, reopen the relevant document or revision and verify what was stored. After downloading, open the actual file. After copying a link, remember that its recipient sees only what their own rights allow, which may include earlier revisions if they have revision access. If an action is unavailable or fails, record the document ID, chosen revision, action name, and reported message. Check access and file-format support before repeating a write or upload; a successful save followed by a failed reload can otherwise produce duplicate revisions.

Where to read next

How to redact a document

Mark sensitive text and areas, apply the redactions, and save and verify a PDF before sharing.

​Before you begin

​Open the document

​Navigate pages and adjust the view

​Check revisions, renditions, and history

​Choose the document action

​OCR and document questions

​Check the outcome

​Where to read next