User Guide

Reference

Select any of the links below for a detailed description. Note that you can also read tooltips when hovering a mouse cursor over the various options in Visiodocs.
For high level product information and troubleshooting, see the FAQ.

Quick Guide

In Visiodocs you have the Document Collection overview to the left, and the Document Reader to the right.
  • Selecting  in the toolbar slides in the Annotation Extract list from the right side.
  • On smart phones in portrait orientation only one part shows at a time, and you switch between them using  and  in the toolbar.
Start adding some documents by selecting the ‘Add Documents…’ (to add more than one file, hold Ctrl/Cmd while selecting files).
  • Try switching between documents in the left side Document Collection by selecting between the document thumbnails.
  • Browse the document in the right side Document Reader with the mouse wheel, swipe and controls below the document.
During reading it is easy to add annotations to important information in the documents.
  • Activate the rectangle tool  in the toolbar, and then drag a box over the relevant information in the document.
  • Select  in the toolbar to display the Annotation Extract list. Select one of the comment bars to add your comment.
That is the basic workflow of Visiodocs!

Projects, Collections, Documents

Each Visiodocs Project can hold one or more Document Collections. Separating your documents into more collections can be done from the start, or you can move documents between collections later. Typically working with multiple document collections comes naturally when having many documents, or working with more revisions of some of the same documents.

So, a Project holds Collections, that again holds the Documents, and there are separate option menus in the toolbar for each of these three topics:

  • Project and Collection menus.
    • Select the project/collection to view.
    • Create new, or delete, rename, copy the selected project/collection.
    • Project sort by. List your projects sorted by name, creation date, or last used date (usage).
    • Project sharing. Share and collaborate, see more in separate section.
    • Collection grid size. Set number of columns in the Collection Overview.
  • Document menu.
    • Add or delete documents in the current Collection Overview.
    • Move or copy selected documents in the current Collection Overview to another collection.
    • Select/unselect all documents in the current Collection Overview.
    • Sort documents by name or date.

Options for individual documents are available in the menu under each document in the Collection Overview. See the section on Collection Overview for details.

You can also change the displayed project, collection or document by selecting the respective titles in the status bar in the bottom of the screen.

Collection Overview

In the Collection Overview you have the central navigation point for your documents. Here you select a document to view it in the Document Reader, and you can rearrange the document layout to your preference in many ways:

  • Drag and drop a document to reposition it. On touchscreens, hold down on the item for a second before starting dragging.
  • Sort by name or date (options found in the toolbar’s Document menu).
  • Split documents into groups by inserting Group Titles (see individual document options below).
  • Insert new blank position by double-clicking the position (double-tap on touchscreens), or by dragging a document or blank on to the next position.
  • Remove blank position by selecting the “x”.
  • Insert more documents in any of the blank positions by selecting the “+”. You can also add documents using drag-and-drop from the computer’s desktop. See details on different file formats below.
The Collection Overview can be shown/hidden by selecting  in the toolbar.

In the statusbar below the Collection Overview you can change the displayed project and collection by selecting the respective titles.

Individual Document Options
Each of the documents in the Collection Overview offers a number of options. Some options are shown on top of the document thumbnail, while the remaining options are available in the document thumbnail menu opened by selecting the document title.

  •  Select one or more documents. Selected documents are addressed by the delete, move, copy options in the toolbar’s Document menu.
  • Lock a document thumbnail to the current page. You can thus set a recognizable cover page, which you can jump back to by selecting the page number next to the lock.
  • Insert Group Title. Split the documents into sections by inserting a title bar in front of the document.
  • Duplicate. A duplicate document allows you to have direct access to multiple locations in the same document. You can combine this with the lock option to help identify the locations. Each duplicate can be titled individually, but reference the same original file, and all show the complete set of annotations in the same document.
  • Rename. The document title is by default the file name, but you can modify this for clarity. You can also revert back to the original file name.
  • Delete. Removes the document from the collection. If the document has duplicates, these are not affected.
  • Properties. Display original document information about file name, creation date, file size and number of pages. 
Visiodocs supports PDF as well as many office and image file formats. Internally documents are handled in PDF format, and other file formats are converted automatically. When you add a document to Visiodocs, is shown while the document is being loaded and if necessary converted. If a file conversion fails,  is shown for the document. Password protected PDF files are also supported; here a  is shown until the document is selected and the password is entered.

Document Reader

In the Document Reader you basically read documents, and then you annotate the important information in the documents. You browse the document using the mouse wheel or on touchscreens by swiping, or you can use the controls in the status bar below the document, as well as use various shortcut keys. See the separate section on Annotation below.

You can control the appearance of the document by using these options in the toolbar:

  • Page orientation rotates pages right, left or upside down or resets all orientations. In the orientation menu you can specify whether changes should affect the current page, or the whole document.
  • Page zoom resizes the page so either the full page or page width fits the screen size. You can also zoom to another size using Ctrl/Cmd + mouse wheel or pinch zoom on touchscreens.
  • Page Layout can be set to show one or two pages horizontally. The ‘cover page’ layout shows page 1 by itself, and the other pages in pairs.

In the statusbar below the Document Reader you can change the displayed document by selecting the document title. You can also list and browse the history of displayed documents with.

Annotation

During reading of the documents, you can add annotations to the important locations in the documents. An annotation consists of a markup in the document and optionally one or more comments. The markups can be either a graphical rectangle you place in the document, or a text selection.

To use one of the annotation tools, select it in the toolbar. Note that in the ‘annotation tools menu’ you can control whether the tool should remain active after use (‘Keep tool on’). This can be convenient if you plan to make frequent annotations.

  •  The rectangle annotation tool allows you to mark any area on the page. Options:
    • 6 different colors can be used.
  •  A   A   A  The text annotation tools allows you to mark text in the page. Note that these tools require the text in the document to be selectable (some scanned documents does not include this). Options:
    • Text markup can be either a highlight, an underline or a strikeout.
    • 6 different colors can be used.

Annotation Comment Input
When you have created (or selected) an annotation markup in the document, you can add a comment to the annotation.

Depending on whether you have the Annotation Extract list () open or closed, you enter either the comment in the extract list or in the comment box shown in the bottom of the document reader.

You can include line breaks in you comments by using Shift+Enter.

Annotation Options
When an annotation markup is selected in the document, you can change or delete the annotation in the Annotation Extract list ()

Selecting  in the toolbar, will show the search pane. The search pane gives you a classic text search, but also provides navigation between documents by selecting to search across all documents in the collection. Options are:

  • Enter a search text.
  •  Search across all documents in the current collection.
  • Match letter case of search text.
  • Match only whole words in the search text.

Annotation Extract

Selecting in the toolbar, will show the Annotation Extract list. This list gives you the complete overview of all annotations you have made throughout all the documents in the project. By selecting one of the annotations in the list, the Document Reader will take you to the related location in any of the documents in the project.
For each of the annotations in the extract list you have these options:

  •  Add an extra comment to the annotation.
  • (menu) Delete a comment, or delete the complete annotation, including both the related markup and comments. See the Annotation Extract Options below about deleting multiple annotations.
  •  (menu) Label an annotation. Use labels to categorize annotations. You can apply one or more labels to an annotation and later filter the extract list by a label (see Filters below).
  •  (menu) Format markup. Change markup color. Change text markup type,  A   A   A  (if the markup is one of these types).
  • / Reorder annotations. When listing annotations with a specific label, you can arrange the order of the annotations in the list (see Filters below).
  • Select the annotation (see options under Annotation Extract Options below).
  •  View markup’s document snapshot. Hover the option with the mouse or select it to lock/unlock the view the snapshot.
 Filters – Labels, Sorting, Scope (

You can control the content of the extract list in the filter menuby three options:

  • Annotation Label. Limit the extract list to:
    • All annotations.
    • Annotations with a specific label.
    • Annotations without any labels.
  • Sort. Order the extract list after:
    • Document order in the collection and project.
    • Custom order. This option is available when listing a label. Hereby you can compose an ordered agenda, stored separately for each label.
  • Scope. Limit the extract list to annotations in:
    • A single document.
    • Documents in the current collection.
    • All documents in the project.

Note that when listing a label, creating new annotations will automatically be applied with this label.
Tip: Only one label can be listed at a time. To list more than one specific labels, simply create a new label and apply it to all relevant annotations.

Annotation Extract Tools and Options (

  •  Download Annotation Extract Report as PDF.
  • Print Annotation Extract Report as PDF.
  •  Show numbering of annotation in the extract list.
  •  Show extract list with large font.
  • Selection boxes. Select multiple annotations to apply operations in ‘more options ().
  •   (menu) More options
    • Mark all annotations as selected (or unselect).
    • Apply or remove a label on all selected annotations.
    • Delete all selected annotations including all related markups and comments. 

Project Share

You can share your project including all the documents, annotations, document layouts, labels etc. with others. You find the share option in the project menu. By sharing your project you can facilitate the whole work process of sharing documents, reading and having a collaboration about the content, all done in one single tool.

To share a project, you just enter the email of one or more project members, and an invitation will be sent out to each. You can input several emails in one input by separating with commas.
You can invite anyone, they do not need to have an existing account with Visiodocs (but all will need to log in to access the project). To invite existing Visiodocs users, you should use the email they have already registered in their Visiodocs account.

When sharing a project you allow others to read your documents, and add their own annotations. Project members without ‘can edit’ privilige are restricted from adding, deleting and moving documents, and they can only delete their own annotation comments. Only you, as the project owner, can change the sharing settings. All project members can make a copy of a project, so that they can work privately with the documents.

User Settings

Selecting  in the toolbar will show the User Menu containing a number of options specific for your user account and the appearance of Visiodocs.

  • User account dialog (shows your name).
    • See and modify your authentication credentials (login settings) required to access you private data in Visiodocs. You can set up Visiodocs so that you can log in with more than one login-method, which also allows you to change from using one method to another. If authenticated by email and password, you can also change your display name, email or password.
    • Restore a project or the user account from any of the automatic daily backups.
    • Delete your Visiodocs account and all related data.
    • Opt-in to receive the Visiodocs Newsletter. This option is only shown if you did not select it during account creation. The newsletter can be cancelled later via a link in the newsletter.
  • Subscription dialog. You can use Visiodocs for free during the initial trial period. For subsequent use Visiodocs offer paid subscriptions. See details in the dialog.
  • Options.
    • Color Theme. Choose between several dark and light themes.
    • Extract List color.
    • Date format.
    • Time format.
    • Reload Visiodocs app. Restarts the Visiodocs web page.
    • Reset display options stored locally in your web browser (this option will reload Visiodocs).
  • Fullscreen. Switch Visiodocs in and out of fullscreen mode.
  • Log out. Terminate your authenticated state. Note that if you chose “keep me logged in” when you logged in, your private data is still accessible when you open a new browser tab, unless you use this explicit log out.

Keyboard Shortcuts

On devices with keyboards you can use keyboard shortcuts to speed up the navigation.

On Apple devices use the Options key (⌥) instead of the Alt key, and the Command key (⌘) instead of the Ctrl key.

The letters in the shortcuts refer to key positions on US QWERTY keyboard layout, i.e. some letters will differ on e.g. French keyboards.

The AltGr key can be used instead of the Alt key.

 

Document Collection   
  Function Key
  Collection Alt(⌥) + C
  Document select  
     Prev. Shift + ⇐
     Next Shift + ⇒
     First Shift + Home
     Last Shift + End
  Grid size  
     Up Alt(⌥) + G
     Down  Alt(⌥) + Shift + G
     Up/down  Ctrl(⌘) + Mouse wheel
(Touchscreen pinch)
     
Document Reader    
  Function Key
  Page switch  
     Prev. Page Up
     Next Page Down
     First Home
     Last End
  Panning view ⇐, ⇑, ⇒, ⇓
  Zoom  
     In "+"
     Out "-"
     In/out Ctrl(⌘) + Mouse wheel
(Touchscreen pinch)
  Annotation tool Alt(⌥) + A
  Page layout Alt(⌥) + P
  Zoom mode Alt(⌥) + Z
  Orientation  
     Right Alt(⌥) + O
     Left Alt(⌥) + Shift + O
     
Annotation Extract  
  Function Key
  Annotation extract Alt(⌥) + E
  Annotation select  
     Prev. Shift + ⇑
     Next Shift + ⇓
     
More   
  Function Key
  Search Alt(⌥) + S
  Color theme  
     Next Alt(⌥) + T
     Prev. Alt(⌥) + Shift + T
  User guide Alt(⌥) + U