Document Editor Functionality Highlights
Explore new features that empower document creators, editors and collaborators, released to all customers Q1 2023.
Janae Galindo avatar
Written by Janae Galindo
Updated over a week ago

Jump ahead to learn about:

Document Templates

  1. New Navigation and look. Document Templates now sit under the Documents Tab. The list of Document Templates has a new clean look that also displays the Template’s Version number.

    Now you can quickly preview templates content and properties with the slide out panel, which is also where you’ll find the Edit button.

  2. The Change Control Template remains in the Organization Settings.

  3. Template Creation & Editing is now carried out via a stepper. You must go through each step and press Update Template to create and save a new version of the template.

    1. Step 1: ID and Title must be entered and are validated at this point.

    2. Step 2: Default Sections no longer require you to choose between text and attachments now that attachments can be added to any body of text.

    3. Step 3: Default Content is added using the new editor. Smartlinks can be added to default content.

    4. Step 4: Properties have no change other than the look and ease of use.

  4. Applying Template Changes will continue to alert you of affected draft documents and allow you to select which documents to apply changes to.

Document Editing

  1. Document Navigation. You will notice the document properties, table of contents, and tag boxes are no longer present in a right-side panel. The main document properties now appear under the document title, and the table of contents can be accessed by clicking the three-line menu button on the left-side. All other properties and tags have been moved to the Properties tab.

    There is a single editing toolbar that now floats with you across all sections. There are additional tools available by flicking the expansion menu on the right.

  2. Editing Properties, Change Control and Training Assessment. You can go into editing mode and then navigate to the relevant tab or you can select the tab then select Editing. You can navigate between the Properties, Change Control and Training Assessments without leaving Edit mode. Once you select Done Editing you will leave Edit mode.

  3. Tables. Some updates to note about tables:

    1. Tables can now be copied and pasted.

    2. There is an arrow above and below the table that allows you to add a paragraph before and after.

    3. Any color can used in a cell by entering the RGB or Hex values for the color.

    4. When editing border of the table or a cell the Style, Color and Width must be entered for the border to change.

  4. Images. Some updates to note about images:

    1. Images can be dragged and dropped or inserted using the image insert tool in the tool bar.

    2. Images can have wrapped text.

    3. Images captions can be added.

    4. There is an arrow above and below the images that allows you to add a paragraph before and after the image.

  5. Attachments. Some updates to note about attachments:

    1. Attachment are now inline and can be placed anywhere in a document.

    2. Attachments can only be added using the attachment tool in the toolbar. They cannot be drag and dropped.

    3. The behaviour of previewing and downloading has changed.

      • PDFs are previewed in a new tab and downloaded from there. Preview now allows for more than 50 pages.

      • Image attachments are opened in a new tab.

      • .docx and .xls files are downloaded without preview.

  6. Exports. Two new export options have been added: Orientation (Portrait or Landscape) and Include cover page. The option to export Controlled or Uncontrolled copies still exists for Approved / Effective Documents.

  7. Section List (Multi-level lists). Section lists are now more robust.

    • The first number in the list is dictated by the Section number.

    • The same reference number can’t appear twice. If you restart a list it will start at the next reference number.

    • You can use Shift+Return to add space between two list items.

  8. New Editor Tools

    1. Font Size

    2. Block Quotes

    3. Code Blocks

    4. Scientific Characters

Items previously in the beta that are not available / ready for general availability:

  • Wide view - This has been removed at this point in time to provide space for collaboration features

  • Media embed - Due to the uncontrolled nature of Youtube & Vimeo, we have removed this feature. We are exploring alternatives to supporting video content.

  • Horizontal line

Item in the old editor not available in the new editor:

  • HTML code view and editing


  1. Inline Comments.

    1. To add a comment, first select text, an image or a table and then press the add comment button that appears to the right.

    2. Comments are visible in real-time to other users on the same document.

    3. Who and when the comment was made is recorded with the comment.

    4. When a document is sent to For Review, Revert to Draft and For Approval the comments will remain.

    5. When the document is Approved the comments are no longer visible.

    6. Resolve comments is not currently available.

    7. If the window is too small for the main comments box the comment will appear under the icon on the right.

  2. Suggesting Mode.

    1. The Owner of document has a choice between Edit mode and Suggesting mode.

    2. Suggestions are visible in real-time to other users on the same document.

    3. When in Suggesting mode, inserts are highlighted in Green, removals in red and formatting changes in blue.

    4. Who and when the suggestions were proposed is documented and shown.

    5. Suggestions can be replied to.

    6. Any outstanding suggestion must be accepted or declined before sending for approval.

  3. Inline Comment Permissions. (See diagram below)

    1. The Document Owner can comment in Draft and For Review (Quality or Normal User).

    2. The Document Owner can reply to a comment in Draft and For Review.

    3. Reviewers and Quality users can comment on documents in For Review.

    4. Reviewers and Quality users can reply to a comment in For Review.

    5. The creator of a comment can edit the comment.

  4. Suggesting Permissions. (See diagram below)

    1. Document Owners can make suggestions in Draft and For Review using suggestion mode.

    2. Document Owners can reply to suggestion in Draft and For Review.

    3. Reviewers and Quality users can make suggestions in For Review.

    4. Reviewers and Quality users can reply to suggestions in For Review.

    5. The creator of a suggestion can discard their suggestion.

    6. Document Owners can decline any suggestion in Draft and For Review.

    7. Only the Document Owner can Accept suggestions when in Draft.

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