Redact Documents in RapidReview

You can redact individual documents or batch-redact multiple documents in RapidReview. The steps for applying redactions within a document are the same as for the main redaction tool. However, there are several key differences in the overall process:

• Any changes made to the document will be saved automatically. This means you can leave the redaction page at any time and return later and all your redactions will be there.
• Redactions made in RapidReview will be first applied in draft form. The total count of draft redactions in a document will be shown under the document name in the documents list in RapidReview. Before releasing the document you will need to finalize the document to burn in the redactions.
• While redacting a document you can also leave comments for yourself and other users. If there are comments on a document, the word 'Comment' will be shown under the document name in the documents list in RapidReview.

Important Notes

• Any user can view redactions and comments made by any other user on the document. However, users can only edit and delete their own redactions and comments. If you are responsible for reviewing the draft redactions, you will need to ask the user who added the draft redactions to make any changes to them.
• You can redact a document while it is in any of the document stages except for Ready for Release. If other people are working on this request with you, you may want to designate documents as in the "Needs Redaction" stage so they know which ones to work on.

Redact a Document

1. Open the request
   
2. Click Launch RapidReview (wrench icon) on a request
   
3. Click on a document name to open it
   
4. Select a redaction option
   
   
   • Redaction Block (Box icon): Drag a redaction block/rectangle over the part of the page you want to redact
     • Click this box icon once (fills in dark gray) to apply this redaction type one time
     • Click this box icon twice (fills in white) to continually apply this redaction type
   • Text Selection Redaction (Pen icon): Select text to redact
   • Redact Full Pages (Paper icon): Select to redact an entire page
     
5. (Optional) Click the Add comment button to comment on the redaction
   
6. Click the Finalize button at the top right of the document. Otherwise, you will need to return to the document later to finalize redactions before the document can be released.
   

Go to Article Navigation

Redact All Instances of a Type of Information

1. Open the request
   
2. Click Launch RapidReview (wrench icon)
   
3. Select the document that you want to redact
   
4. Click the Search button at the top of the redaction window
   
5. Select a redaction option:
   • To redact all instances of a word or phrase, enter the text you want to redact in the Search Document field
     
   • To redact all instances of a type of information, click the triangle icon in the search field, then check one or more options in the drop-down that appears (USA Social Security Number, USA Phone Number, Email, USA Postal Code, Date)
     
6. Click the Search icon (magnifying glass)
   
7. Click the Redact button above the list of results on the left
   
8. Click the Redact All button
   
9. (Optional) Select a Redaction Reason from the drop-down
   
10. Click the Finalize button at the top right of the document. Otherwise, you will need to return to the document later to finalize redactions before the document can be released.
    

Go to Article Navigation

Batch Redact Documents

You can save time by redacting the same word, phrase, or type of data across multiple documents at once. Like with regular redactions in RapidReview, batch redactions will initially be applied in draft form. You can then finalize these draft redacted documents either one at a time or as a batch.

Important Notes

• We recommend redacting no more than 500 documents at once. Above that number, you may start to see performance issues. Be sure to wait until a batch redaction is complete before trying to take any other actions on those documents, otherwise, you may see unexpected behavior.
• Not all documents can be batch redacted. In particular, image files and PDFs that have not had Optical Character Recognition (OCR) applied can not be batch redacted and will need to be redacted individually. Look for the label 'Batch Redactable' next to the document name to see if the document can be batch redacted.
  

Instructions

1. Open the request
   
2. Click Launch RapidReview (wrench icon)
   
3. Check the documents you wish to redact and click the Batch Redact icon (wrench) in the toolbar
   
4. Select a Redaction Type and/or a Redaction phrase to batch redact
   
5. (Optional) Select an existing folder from the drop-down or type a new name in the field and click enter
   
6. (Optional) Select a Redaction reason to be applied to all batch redactions that are added
   
7. Click the Start Redaction button
   
   
   Note: Depending on the number of documents selected and the types of redactions, it may take up to an hour for the draft redactions to be applied.

Go to Article Navigation

Delete a Draft Redaction from a Document

Users can only delete draft redactions that they applied themselves. If you want redactions removed that were made by another user, you will need to ask them to do so (for example by adding a comment to the document)

Important Note

• This is for draft redactions only. If the redactions have been finalized you cannot remove them and will need to start over with the original file.

Instructions

1. Open the request
   
2. Click Launch RapidReview (wrench icon)
   
3. Select a redaction in the document
   
4. Click the trashcan icon that appears in the top right of the pop-up window
   

Go to Article Navigation

Add a Comment to a Document

Comments are a great way to document questions, ask for feedback, or record thoughts to be reviewed by yourself and others at a later point. You can reply to both your own comments and comments left by other users. However, you can only delete your own comments. All comments will be deleted automatically when the document is finalized.

Instructions

1. Open the request
   
2. Click Launch RapidReview (wrench icon)
   
3. Select an existing draft redaction
   
4. Click the Add Comment button on the pop-up window
   
5. Type your comment into the box and click the Post button
   

Go to Article Navigation

Change the Redaction Type to a Rectangle

When you run a search in RapidReview or the standard redaction tool, it applies a text redaction to the page. Text redactions cannot be moved freely on the page. However, sometimes you may need to do this if you have applied Optical Character Recognition (OCR) to the document, or the redactions need to cover an additional area on the page. 

Instructions

1. Open the request
   
2. Click Launch RapidReview (wrench icon)
   
3. Click on the document that has draft redactions you need to change
   
4. Select the draft redaction and in the menu pop up click on the square selector icon
   
   
5. Click on the redaction and drag it to a new location and change the size/shape as needed
   

Go to Article Navigation

Finalize Redactions on a Document

Important Note

By finalizing your document you will burn all redactions into the document and you will be unable to remove or edit them. All comments will be deleted.

Instructions

1. Open the request
   
2. Click Launch RapidReview (wrench icon)
   
3. Find the file you want to finalize in the list of documents/files and select it
   
   
   Note: The document will be in the same stage as before you added draft redactions to it. This is a change from before the draft redaction was released - previously the document would have been automatically moved to the Redacted stage.
4. Click the Finalize button at the top right of the document window
   
   
   Note: If you don't want to generate a redaction log, click Print instead to save the file as a PDF and then upload it to the request.
5. Click the Finalize document button in the pop-up menu that says By finalizing your document you will burn all redactions into the document and you will be unable to remove or edit them. All comments will be deleted. Are you sure you want to continue?
   
   
   Note: You will be shown a warning if there are any redactions that don't have redaction reasons applied.
6. View the document on the Redacted tab
   

Go to Article Navigation

Finalize Redactions on Multiple Documents

Important Notes

• The Finalize button will not appear when multiple documents are selected if any of the selected documents have no redactions, are archive file types, or have already been finalized.

Instructions

1. Open the request
   
2. Click Launch RapidReview (wrench icon)
   
3. Check the documents you wish to finalize redaction on
   
   
   Note: The document will be in the same stage as before you added draft redactions to it. This is a change from before the draft redaction was released - previously the document would have been automatically moved to the Redacted stage.
4. Click the Finalize button in the document viewer to the right
   
   
   Note: Uncheck the Attach redaction log to finalized documents option if you don't wish to generate a redaction log.
5. Click the Finalize documents button in the pop-up menu that says By finalizing these documents you will burn all redactions into the document and you will be unable to remove or edit them. All comments will be deleted. Are you sure you want to continue?
   
   
   Note: You will be shown a warning if there are any redactions that don't have redaction reasons applied
6. View the documents on the Redacted tab
   

Go to Article Navigation

Supporting Articles

• Create a Custom Redaction Pattern
• Document Redaction