Question 1

How do I get started?

Accepted Answer

Go to visiodocs.com, click Login, sign in with your Microsoft or Google account (or sign up with email), then add your first documents. A guided tour will help you learn the layout and primary features.
What login options are available?
Microsoft account
Google account
Email and password (sign up required)
Enterprise users: log in via Microsoft with your company email for automatic PRO access.

Use "Keep me logged in" only on personal devices.
How do I change my login method?
Open the User Account dialog (top right icon).
Click "Add authentication".
Click OK and select the new authentication provider.
Complete the provider's login flow.

You can then delete the old method if desired. This allows you to switch from one login provider to another.
How do I create a shortcut on my home screen or desktop?
Go to app.visiodocs.com in your browser, then use your browser's "Add to Home Screen" or "Create shortcut" option. Visiodocs works on Windows and Mac computers.
What devices and browsers are supported?
Supported:

Windows and macOS (latest versions)
Google Chrome or Microsoft Edge (Chromium-based)

Not supported:

Safari, Firefox, Internet Explorer, Opera, or legacy Edge.
Is there a guided tour?
Yes. When you first log in, a guided tour walks you through the interface. You can restart the tour anytime from the Help section in the User Account Menu.

How do I contact support?
Technical issues: email support@visiodocs.com
Account/billing questions: email sales@visiodocs.com

When reporting bugs, include: browser console logs, reproduction steps, error messages, browser version, and operating system.

Get started video
See get started video below:

Question 2

Login options

Accepted Answer

You can log into Visiodocs with your existing Microsoft, Google or Facebook account (federated login). This is recommended by many as a both convenient and safe method, where you do not have to handle a separate password specifically for Visiodocs.

If your comapny have an Enterprise Agreement with Visiodocs you login using Microsoft and your company email. Then you automatically have access to Visiodocs PRO and your companys settings, logos, stamps etc.

When using a federated login, you are shortly redirected to Microsoft, Google or Facebook to get authenticated, before returning to Visiodocs. You can also choose to log in to Visiodocs using email and password. To do this, you initially need to sign up to Visiodocs, providing name, email and a unique, safe password. Regardless of which login method you use, you can choose the option ‘Keep me logged in’. When used, your browser stores the authentication information needed to log in for next time you visit Visiodocs.

Use only ‘Keep me logged in’ when you are the only user of the computer account or device.

Note that each of the login methods create a separate account in Visiodocs. To avoid confusion, Visiodocs displays in the login page the login method last used. Once logged in, you do have the option to change login method in the user account dialog.

Link to login portal: https://app.visiodocs.com/login

Question 3

How do I change login method?

Accepted Answer

Visiodocs supports multiple authentication methods, making it easy to switch your login type if needed. For example, if you initially signed in using a username and password, but your organization later implements Single Sign-On (SSO), you can easily switch your login method to use your company's Microsoft account instead. Here is how:

Open the User Account dialog in Visiodocs (icon in top right corner):

Click Add authentication.

Click OK.

The normal Visiodocs login screen comes up:

Select the Authentication provider your company uses, in most cases Microsoft. In the following you are taken to the Authentication providers web site. Please follow the steps you normally use to log in.

After completing this, your User dialog in Visiodocs will look like this (in this example Google was used as Authentication provider).

Now you can log in using both username / password and using your company's authentication provider. If you are adding an authentication provider because your company implements SSO you should delete the e-mail + password as the provider.

Question 4

Shortcut on home screen and desktop

Accepted Answer

Visiodocs is a ‘SaaS’ application (Software as a Service), that offer you the same application and the same features, whether you use it on the desktop, tablet or smart phone. There is nothing that needs installing, as you are always running the latest release from visiodocs.com in you web browser.
 
You start Visiodocs directly by browsing to app.visiodocs.com. In your browser you can then choose to bookmark the web address for future convenience.
 
In most browsers you can also create a Visiodocs shortcut directly in your device’s home screen or desktop, so that you can open Visiodocs the same way you open classic installed apps. This browser option is typically called ‘Add to Home Screen’ or ‘Create shortcut’. When opening Visiodocs from such a shortcut, the browser’s address bar will typically be hidden to provide more room for the web content.

Question 5

What is the Project Dashboard?

Accepted Answer

The Project Dashboard is the first screen you see when you log in to Visiodocs. It is the central hub for managing all your projects.
What can I do in the Project Dashboard?
From the Project Dashboard you can:

Create a new project.
Open a project in the Main Workspace.
Search and filter the project list by name.
Sort the project list by name, creation date, or last viewed date.
Delete, rename, or copy a project.
Share a project to collaborate with others.
Set up regional properties for a project (date formats, languages, year limits).
Set a project expiration date as a reminder for unused projects. Expired projects are shown in red.
How do I find a specific project?
Use the search field at the top of the project list to filter projects by name.
How do I sort my projects?
You can sort the project list by name, creation date, or last viewed date using the sort options.
What are project regional properties?
Regional properties let you configure date formats, languages, and year limits for a specific project. These settings affect how dates are displayed and searched within the project.
What is the project expiration date?
The expiration date is a reminder for unused projects. When a project expires, it is shown in red in the project list. Nothing is automatically deleted — it is purely a reminder to review and either extend or delete the project. See the Project Expiration FAQ for more details.
How do I access my account settings from the dashboard?
Your account information is accessible from the top of the dashboard. See User Account Settings FAQ for details.

Question 6

How do I share a project?

Accepted Answer

Project Sharing - FAQ
How do I share a project?
You can share a project from either the Project Dashboard or the Main Workspace. Enter the email address of one or more project members and press OK. An invitation will be prepared in your mail program — you can add relevant information to the email before sending. You can also share a project manually by sending its web address.

Can I invite multiple people at once?
Yes. You can enter several email addresses in one input by separating them with commas.

Do invitees need a Visiodocs account?
No. You can invite anyone. They do not need an existing Visiodocs account, but they must eventually sign up to access the project. If you are inviting someone who already has a Visiodocs account, use the email they registered with.

What can shared project members do?
Shared project members can:

Read all documents in the project.
Add their own annotations.

Members with the "can edit" privilege can additionally:

Add, delete, and move documents.
Make a copy of the project to work privately.

Members without the "can edit" privilege:

Cannot add, delete, or move documents.
Can only delete their own annotations and comments.
Who can change sharing settings?
Only the project owner can change sharing settings and transfer project ownership to another member.
How do I know if a project is shared?
In the status bar below the document list, the sharing icon next to the project name changes appearance when the project is shared. A blue background indicates the project is shared between multiple email domains and that you may not have edit privileges.
What gets shared?
When you share a project, all documents, annotations, and categories are shared with the project members.

Question 7

What is the Main Workspace?

Accepted Answer

The Main Workspace is where you work with your documents. It consists of three major panels arranged left to right:

Document List (left) — navigate and manage your documents.
Document Workspace (center) — view and annotate documents.
Annotation List (right) — overview and manage all annotations.
Can I resize or hide the panels?
Yes. The Document List and Annotation List panels can be resized, shown, or hidden by clicking their drag handles. See the tooltip on the drag handle for details.
What is in the toolbar?
The toolbar at the top of the screen provides:

Access to the Project Dashboard.
Tools for each of the three panels.
User Account Settings.
What is the status bar?
The status bar at the bottom of the screen lets you change the displayed project, folder, and document by selecting their respective titles.
How do I switch between projects or folders?
Use the status bar at the bottom of the screen to select a different project or folder.

Question 8

What is the Document List?

Accepted Answer

The Document List is the left panel in the Main Workspace. It is your central navigation point for documents — select a document here to view it in the Document Workspace.
How do I add documents?
Drag and drop files from your computer onto the list.
Press the plus sign at the bottom of the list.

Visiodocs supports PDF as well as many office and image file formats. Other file formats are converted to PDF automatically. Password-protected PDF files are also supported.
How do I reorder documents?
Single document: Drag and drop it to the desired position.
Multiple documents: Select the documents, then use the "Insert selected documents" option at the desired position.
On touchscreens: Hold down on the item for a second before dragging.
How do I select multiple documents?
Select the first document, then hold the Shift key and select the last document in the range to select all documents between them.
How do I rename document titles?
The document title defaults to the file name. You can edit it directly in the list. To revert to the original file name, use the batch-edit "Restore to file names" option.
What are the document list toolbar options?
Search documents — show/hide the search pane.
Tag documents — tag selected documents with a color and one or more categories.
Download documents and bundle — download selected documents (with annotations), create a document bundle, view the latest bundle, or download the table of contents separately.
Project folders — select, create, copy, rename, or delete folders.

What are the individual document options?
Right-click on a document (or click its options icon) to access:

Insert new documents.
Insert a section header.
Insert selected documents at this position.
Copy the document (with or without annotations).
Delete the document.
Update the thumbnail.
Lock/unlock the document (prevent accidental edits).

What are section headers?
Section headers let you separate documents into visual groups within the list for better organization.

What batch-edit options are available?
Under List Options > Batch-edit:

Rename titles — rename document titles with text and/or continuous numbers.
Rename Exhibits — rename exhibit fields with text and/or continuous numbers.
Find in titles — find content in titles and copy it to the document's date or exhibit field.
Restore to file names — revert titles to the original file name.

What other list options are there?
OCR — run optical character recognition on selected documents to make scanned pages searchable.
AI Assistant — chat with an AI assistant about the content of selected documents.
AI Classify — automatically categorize and sort documents using AI, with options for AI-suggested or fixed categories.
Sort by — sort selected documents by title, date, exhibit 1, exhibit 2, OCR status, or in reverse order.
Organize — delete, merge, move, or copy selected documents to another folder.
Add section header — add a header to the list.
Show columns — show/hide property columns (date, exhibit 1, exhibit 2, category, color, OCR status).

What are the advanced options?
Select added documents — automatically select newly added documents (deselects all others) so you can tag, modify, or move them.
View on tab — select and view a document when pressing the Tab key during list editing.
Vertical tab — jump vertically when pressing Tab during list editing.

What information is in the status bar?
The status bar below the list shows:

The current project and folder (click to change).
Sharing settings (next to the project name).
Number of documents and pages in the list.
A button to jump to the selected/highlighted document.

Question 9

What is the Document Workspace?

Accepted Answer

The Document Workspace is the center panel in the Main Workspace where you read and annotate documents.
How do I navigate within a document?
Mouse wheel to scroll.
Touchscreen: swipe to scroll.
Page Up / Page Down keys to switch pages.
Home / End keys to jump to the first or last page.
Arrow keys to pan the view.
Use the controls in the status bar below the document.

How do I zoom in and out?
Ctrl/Cmd + mouse wheel to zoom in/out.
Pinch zoom on touchscreens.
"+" and "-" keys to zoom in and out.
Use the Page Zoom toolbar button to fit the full page or page width to the screen.
The zoom lock option maintains the zoom level when navigating between documents.

How do I rotate pages?
Use the Page Orientation button in the toolbar to rotate pages right, left, or 180 degrees, or reset all orientations. In the orientation menu, you can choose whether changes affect the current page or the whole document.

What page layouts are available?
Single page — one page at a time.
Two pages — two pages side by side.
Cover page — shows page 1 by itself, then subsequent pages in pairs.

How do I split a document?
Use Document Split Marks in the toolbar to divide a document's pages into two or more new documents:

Toggle split marks on pages where you want to split.
Use the split menu to split the document or delete pages between split marks.
You can clear all marks from the split menu.

How do I open a document in a new tab?
Use the Open document in new tab button in the toolbar to open the current document in a separate browser tab.

How do I switch between documents?
Select a document in the Document List.
Use the status bar below the Document Workspace to select a document by title.
Browse the history of previously displayed documents from the status bar.

How do I copy content from a document?
Use the Copy Content tool in the toolbar. This lets you select and copy text content and follow links within the document.

Question 10

What is the Annotation List?

Accepted Answer

The Annotation List is the right panel in the Main Workspace. It provides a complete overview of all annotations made across all documents in the project. Selecting an annotation in the list takes you directly to its location in any document.
How do I show or hide the Annotation List?
Click the drag handle between the Document Workspace and the Annotation List panel.
How do I search and filter annotations?
Use the Search button in the Annotation List toolbar to show the search pane. You can filter by:

Comment text — search for text content in annotation comments.
Color — show all annotations or only those with a specific color.
Category — show all or filter by one or more categories.
Creator — show all or filter by one or more users (useful in shared projects).
Scope — show annotations in the selected document, in the current folder, or in the entire project.

How do I sort annotations?
Use the Sort by option to arrange annotations:

By position — annotations appear in the order they occur in the document list.
By category — annotations are grouped by their categories. In this mode, you can manually arrange the order for optimal presentation.

How do I tag multiple annotations at once?
Use the Tag Annotations button in the toolbar to set a color and add or remove categories for selected annotations.
What information is in the Annotation List status bar?
The status bar below the annotation list shows the number of annotations and comments, and provides a button to jump to the selected/highlighted annotation.

Question 11

How do I import documents?

Accepted Answer

Import documents into Visiodocs by drag and drop into the document list (left side of the user interface) . You can also open your file finder by hitting the + , located in the document list area. We importing a large number of documents we recommend to import via you your file finder (+).

You can import various file formats (see FAQ), which are convertet into PDF on the fly. Single files attached to emails can also be dragged into the document list. However, you can only import multiple files from your file finder. You cannot import an Winzip foler, files directly from a Winzip folder or an online resource.

Question 12

Which file types can be imported?

Accepted Answer

Visiodocs works internally with PDF files, but you can upload a wide range of office and image formats. These will be automatically converted to PDF. Supported formats include:

Documents: .doc, .docx, .odt

Presentations: .ppt, .pptx, .odp

Spreadsheets: .xls, .xlsx, .ods

Images: .jpg, .jpeg, .png, .tiff

Emails: .eml, .msg

Note: For more information on adding email files (.eml and .msg), please refer to the FAQ on adding emails in the PDF Tools section.

Manual PDF Conversion:
If your file format is not supported, you can convert your file to PDF using the "Save as PDF" function in most applications. Alternatively, you can use the built-in PDF printer drivers in Windows and macOS. This method also lets you fine-tune the layout when converting spreadsheets, CAD files, or web pages to PDF.

Question 13

How does the search engine in Visiodocs work?

Accepted Answer

Exact Matches Only:
The search engine looks for exact matches in your documents. For example:
          •               If you search for Johnson, it will find all occurrences of “Johnson.”
          •               But if a word is broken across a line, like John- son, it won’t be found.

Searching Numbers:
To find numbers like 1,234,567.89, you must search for the exact format: 1,234,567.89. Searching for 1234567,89 will not work.

Special Characters:
Some characters like /, \, and - are ignored by the search engine. So:
          •               Searching for www.visiodocs.com will work.
          •               But searching for https://www.visiodocs.com will not work.

Multiple Words:
You can search for more than one word at a time. For example:
          •               If you search for John Johnson, the search will show all occurrences of “John” and all occurrences of 			  “Johnson.”

5. Date Search:
You can search for dates in two ways:
       1.                 Type the exact date in the search field.
       2.                 Click the “Search index for dates” icon to filter the document list. This will narrow down the results to only documents containing dates.

When entering a specific date, the document list will only display documents that include that exact date. While you don’t need to match the exact formatting of the date, you must follow the day-month-year (d-m-y) order specified in the Content Search field.

Example:
If you search for the date “24.12.24,” the search will find all occurrences of that date, regardless of format, but respecting the date order (d-m-y) such as:
    •                     24-12-2024
    •                     24 December 2024
    •                     24/12-2024

Note: Only dates that match the format displayed in the Content Search field will be highlighted within the documents.

Important Note About PDFs

Sometimes, PDFs—especially ones created from scanned documents—can cause issues:
    •                     These PDFs might look perfect on the screen because you’re seeing an image.
    •                     However, the text behind the scenes (which the search engine reads) may be messy or broken up.
          •               For instance, Johnson might appear as Joh nson in the hidden text, making it hard to find with a search.

If you’re not getting the results you expect, this is often why!

Important Note About Adding New Documents

When adding new documents, ensure that the "spinner" next to the Content Search field has stopped spinning before proceeding. If you add documents while the spinner is active, the newly added documents may not be included in the search index.

If this happens, you can manually update the search index using the Consolidate Content Search Index option:
       1.                 Click the More menu (the three vertical dots to the right of the Content Search field).
       2.                 Select Consolidate Content Search Index to update the index.

Recovering a Broken Search Index

If the search index becomes corrupted or incomplete, you can rebuild it from scratch:
       1.                 Open the User / “Your Username” dialog.
       2.                 Click the Rebuild Project Search Index… button.

Please note that rebuilding the search index is a time-intensive process and may take up to 1 hour to complete.

Question 14

How do I search content in documents?

Accepted Answer

Open the search tool above the document list. In the (...) menu you can select or deselect search options. Please note that when importing documents Visiodocs will index materials. The process lasts from minutes up to an hour for very large document collections. An indicator (spinner) will be active until the process is done.

Question 15

How do I search dates in documents?

Accepted Answer

Once indexing is done you can search all dates within documents. You click the calendar icon and all dates will be found. Note that in some cases time of day could be confused with a date. E.g. 12.12.20 could could mean December 12th 2020, or  12 hours, 12 minutes and 20 seconds.

When highlighting a document the first 10 lines with dates will show. If you click a line, then the date will be highlighted in the viewer in the right side of your interface.

Question 16

How do I create chronology?

Accepted Answer

Once Visiodocs has found all dates within the documents you click the second date icon. When doing so the columns containg dates will update to the first found date.

Should the first found date not be correct you can easily update the date in the date column. With the search tool open you can toggle and select the correct date. Visiodocs looks for the first found date, but in certain documents the legal date may be on the last page (e.g. a contract). Time of day could also be confused with a date. E.g. 12.12.20 could could mean december 12th 2020, or  12 hours, 12 minutes and 20 seconds.

To sort documents in alphbetical order you go to the document list options menu.

Question 17

How do I make a project template?

Accepted Answer

You create a new project and name it "Project Template" or similar. Then you set-up you template, as follows:

1. Add and name your favorite folders

2. Add section headers

3. Rename colors and add the categories you normally use

4. Set-up a new project using your template

When hoovering over a project in the dashboard a copy project icon will appear. Make a copy and rename your new project.

Drag files into your project and begin working!

Question 18

How do I copy a project?

Accepted Answer

When hoovering over a project in the dashboard a copy project icon will appear. Make a copy and rename your project.

Question 19

Can I save PDFs to a ZIP folder?

Accepted Answer

Yes, in the document download menu you can choose to save to a ZIP folder.

Question 20

How do I change project owner?

Accepted Answer

In the sharing menu you can update the owner of the project.

Question 21

What is Visiodocs project capacity?

Accepted Answer

To ensure consistant performance Visiodocs has restricted the capacity to the following limits per project:
​
Max. number of documents:                      5.000
Max. number of pages:                                60.000
Max. document size:                                     1000 Mbytes
Max. bundles size:                                          1000 Mbytes
Max. number of annotations:                     5.000

Question 22

What is the page limit in Visiodocs projects?

Accepted Answer

Visiodocs has a recommended maximum of 50,000 pages per project. Exceeding this limit can significantly impact performance. While we try to enforce this limit, it’s not always possible to do so automatically. This is because we don’t know the exact number of pages in each document until it has been uploaded and processed in the cloud.

When Can the Page Limit Be Exceeded?
You may exceed the page limit in the following scenarios:
Bulk uploads: If you add a large number of pages to a project that is already close to the limit-- for example, uploading 50,000 pages to a project that already contains 49,000 pages - you could end up with a project totaling 99,000 pages.
Delayed page count updates: After uploading documents, it can take up to an hour before the total page count is updated. During this time, you can continue to upload more documents, potentially pushing the total far beyond the limit.

What Happens If You Exceed the Limit?
Projects that exceed 50,000 pages may still function, but:
Performance will degrade noticeably.
Content search may become slow or unreliable.

How to Avoid Exceeding the Limit
When uploading a large number of documents:

1. Monitor the spinning icon next to the Content search field. This indicates that the page count is still being updated.

2. Wait until the icon stops spinning. Only then will the page count (shown below the document list) reflect the actual total.

3. Use this updated page count to ensure you stay within the 50,000-page limit.

What to Do If You Run Into Issues
If your project becomes too large and starts experiencing problems:

Reduce the number of pages by removing unnecessary or oversized documents.

Question 23

What is the project expiration date?

Accepted Answer

Project expiration is a feature that helps you keep your workspace organized by setting a "use by" date for your projects. Think of it like setting a reminder to review old files in a physical filing cabinet.

Why would I want to set an expiration date on my project?
Setting an expiration date helps you:

Stay organized - Get reminders to review and remove old projects you no longer need
Comply with data retention policies - Your organization may require documents to be deleted after a certain period
Free up space - Remove old case files, completed matters, or archived projects
Maintain security - Ensure sensitive client information isn't kept longer than necessary

Example: You're working on a case that will likely conclude in 6 months. You can set the project to expire in 6 months, and you'll get a reminder to either delete it or extend the expiration date.

How do I set an expiration date?
Only project owners can set an expiration date and you can do this in two ways:

When creating a new project:

Click "New Project"
Enter your project name and folder name
You'll see an "Expiration date" field
Click on the date field and select a date (optional unless required by your organization)
Click OK

For an existing project:

Go to your Dashboard (lobby)
Find your project in the list
Click the calendar icon (📅) next to the project name
Select a date in the dialog that appears
Click OK

What happens when a project expires?
Nothing automatic happens - your project is NOT deleted automatically.

When a project expires:

The project name appears in red on your Dashboard
When you open the Dashboard, you'll see a warning dialog listing all expired projects
You decide what to do: delete the project or extend the expiration date

You stay in complete control - the system only reminds you.

Can I remove an expiration date?
Yes, if your organization allows it:

Click the calendar icon (📅) next to the project
Click the X button next to the date field to clear it
Click OK

Note: Some organizations require expiration dates for compliance reasons. If you cannot clear the date, your organization has enabled this requirement.

What date range can I choose?
Earliest date: Today (you cannot set a date in the past)
Latest date: Usually 3 years from today

Note: Your organization may set different limits. If you try to select a date that's too far in the future, you'll see an error message.

Why does my organization require expiration dates?
Common reasons include:

Legal compliance:

GDPR requires personal data to be deleted when no longer needed
Industry regulations may specify retention periods
Client confidentiality agreements may require time limits

Best practices:

Reduces data breach risk (less data = less risk)
Maintains accurate record-keeping

Common Scenarios
Scenario 1: Temporary project for a short-term matter
Situation: You're working on a contract review that will be done in 2 weeks.

Solution:

Create your project
Set expiration date to 30 days from today
When you receive the reminder, decide if you need to keep it longer or delete it

Scenario 2: Long-term litigation
Situation: You have a case that may take 2-3 years to resolve.

Solution:

Create your project
Set expiration date to 2 years from today (or your organization's maximum)
When you receive the reminder in 2 years, extend it if the case is still active

Scenario 3: Archived completed matters
Situation: You've completed a matter but need to keep records for 3 years for compliance.

Solution:

Set expiration date to 3 years from completion
When reminded in 3 years, you can safely delete the project knowing you've met retention requirements

Scenario 4: I'm not sure how long to keep this project
Situation: You're uncertain about retention requirements for a specific matter.

Solution:

Set a conservative expiration date (e.g., 1 year)
When reminded, you can always extend the date
It's better to set a date and extend than forget about old projects

Tips and Best Practices
Set realistic dates:

Don't set dates too far in the future "just to be safe" - you can always extend later when reminded

Use the reminder system:
When you see the expiration warning, take action
Don't ignore red projects - review and decide

Ask your administrator:
If you're unsure about retention requirements
If you need a longer expiration period than allowed

Troubleshooting
I can't clear the expiration date
Reason: Your organization requires expiration dates for all projects.

Solution: Contact your administrator if you believe a project should not have an expiration date.

The date I want to select is grayed out
Reason: Either:

The date is in the past (not allowed)
The date exceeds your organization's maximum limit

Solution: Choose a date within the allowed range, or contact your administrator to request an increase to the maximum limit.

I don't see the calendar icon
Reason: You are not the project owner - only project owners can set expiration dates.

Solution: Contact the project owner to set or modify the expiration date.

The expiration date field shows as "required" but I can't enter a date
Reason: Your organization requires expiration dates, but the date field may have a validation error.

Solution:
Make sure you select a date that is:
Today or later
Within the maximum allowed period
Check for error messages below the date field

What if I accidentally set the wrong date?
Solution: You can change it anytime:

Click the calendar icon (📅) next to the project
Select the correct date
Click OK

Questions?
If you have questions about:

Using the feature: Check this FAQ or contact your IT support
Your organization's policies: Contact your administrator
Retention requirements: Consult with your firm's compliance officer or records manager

Last updated: January 2026

Question 24

Does downloaded documents differ from the originals I uploaded?

Accepted Answer

Visiodocs is not an archiving system, so when you use the “Download selected documents” feature, the files you download may differ from the originals you uploaded.

PDFs will appear visually the same, but the file size may differ. This is because we process PDFs to remove encryption, convert them to PDF/A format, and optionally add annotations, comments or stamps.

Office documents (e.g., Word, Excel) will be downloaded as PDF equivalents.

Emails will also be downloaded as PDFs, based on the conversion settings chosen at the time of upload.

Question 25

Why do document titles show in red?

Accepted Answer

If you see your document titles in red, it means Visiodocs is having trouble opening the file. This can happen for one of three main reasons:

1) A temporary loading issue: 
Visiodocs had a problem displaying the document.
Solution: Try to fix this error and reload the document. You can do this by using the Error info… button found in the document's context menu, that is shown when you right click the document in red.

2) A problem during upload: 
The file became damaged or corrupted while you were uploading it.
Solution: You need to upload the document again.

3) The file is already damaged on your computer: 
The original file on your computer is already corrupt or broken.
Solution: Get a working copy of the document and then upload that good copy to Visiodocs.

Question 26

Keyboard Shortcuts

Accepted Answer

General notes
On Apple devices, use the Option key (⌥) instead of Alt, and the Command key (⌘) instead of Ctrl.
On Windows keyboards, the AltGr key can be used instead of Alt.
Shortcut letters refer to key positions on the US QWERTY keyboard layout — some letters may differ on other keyboard layouts (e.g., French).
Document List shortcuts
 
Document Workspace shortcuts
 
Annotation List shortcuts
 
Other shortcuts

Question 27

Does Visiodocs back up my data?

Accepted Answer

Yes. Visiodocs automatically backs up every project once every 24 hours (provided it has been opened) and retains the last 30 days of backups. Project owners can perform restores themselves — there is no need to contact support.

How to restore
Click the user icon in the top right corner of Visiodocs and choose Restore from backup. The dialog offers three options:

Restore documents — Scans a project you own for missing PDF files and recovers them from backup. Use this option if document titles appear in red or if PDFs fail to open. It does not change any project data or user settings.
Project data — Restores the entire project (collections, documents, and metadata) to the state it was in at the selected backup time. Any changes made after that backup will be overwritten. Deleted projects can also be recovered this way: projects that are no longer in your database appear in the list marked with ***, and the project you currently have open is marked with +++.
User settings — Restores your personal preferences to a previous backup. Project data and files are not affected.

For Project data and User settings restores you also select which backup version (timestamp) to restore from. Large projects can take a few minutes to restore — please leave the dialog open until it completes.

Question 28

Supported devices and browsers

Accepted Answer

Supported Devices and Browsers

Visiodocs is a cloud-based software, meaning that you access Visiodocs using a browser that supports modern standards.

Supported Operating Systems:
Windows (latest versions)
macOS (latest versions)

Supported Web Browsers:
Google Chrome (latest version)
Microsoft Edge (Chromium edition, latest version). Note that the old non-chromium Edge is not supported.

How to check if you use the chromium based Edge
Open Microsoft Edge.
In the address bar, type edge://settings/help and press Enter.
Look for the following:
If it says “Microsoft Edge is up to date” and shows a version number starting with 79 or higher, you are using the Chromium-based Edge.
If you see a version lower than 44 or the page looks different and lacks Chromium-specific wording, you’re likely using the legacy Edge.

Question 29

Scrollbars in dialogs in MacOS

Accepted Answer

If you are using a non-Apple mouse like a Logitech mouse, unnecessary scrollbars might be shown in places like dialogs. You can remove the scrollbars by going into System Preferences / General and setting “Show scroll bars” to “When scrolling”.

Question 30

Payment information

Accepted Answer

Visiodocs PRO is invoiced as a yearly subscription per user.

Please contact sales@visiodocs.com, if you would like a quote for a Visiodocs PRO licence or an Enterprise agreement.

Question 31

How do I access my account settings?

Accepted Answer

Select the user icon in the toolbar to open the User Account Menu.
What is in the User Account dialog?
The User Account dialog (shown with your name in the menu) includes:

Account creation date.
Newsletter opt-in — subscribe to the Visiodocs Newsletter (only shown if not selected during account creation; can be cancelled via a link in the newsletter).
Authentication credentials — view and modify your login settings. You can set up multiple login methods, which also lets you switch from one method to another. If logged in with email and password, you can change your display name, email, or password.
Storage and document limits — view your available storage and document quotas.
Rebuild project search index — re-index all documents in the project.
Restore from backup — restore a project backup or your user account from any of the automatic daily backups.
Delete account — permanently delete your Visiodocs account and all related data.
What is the Subscription dialog?
Visiodocs can be used for free with limitations. The Subscription dialog shows details on available plans with more storage and features.
What display options can I configure?
Under Options:

Color theme — choose between several dark and light themes (dark gray, dark green, dark blue, light gray, light green, light blue).
Text size — adjust text size in the document list and annotation list.
Annotation list color mode — change how annotation colors are displayed.
Date display format — set your preferred date format.
Time display format — choose between 12-hour and 24-hour format.
Reset display options — reset locally stored display preferences (this will reload Visiodocs).
Fullscreen — switch in and out of fullscreen mode.
Where do I find help resources?
Under Help in the User Account Menu:

Help Chat — get AI-powered answers to your questions about Visiodocs.
Guided Tour — interactive walkthrough of features.
Video Guide — tutorial videos.
FAQ — frequently asked questions.
More Videos — additional video resources.
How does logging out work?
Select "Log out" from the User Account Menu to terminate your authenticated state. If you chose "keep me logged in" when you logged in, your data remains accessible when opening a new browser tab — unless you explicitly log out.

Frequently Asked Questions About Visiodocs

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How do I get started?

Login options

How do I change login method?

Shortcut on home screen and desktop

What is the Project Dashboard?

How do I share a project?

What is the Main Workspace?

What is the Document List?

What is the Document Workspace?

What is the Annotation List?

How do I import documents?

Which file types can be imported?

How does the search engine in Visiodocs work?

How do I search content in documents?

How do I search dates in documents?

How do I create chronology?

How do I make a project template?

How do I copy a project?

Can I save PDFs to a ZIP folder?

How do I change project owner?

What is Visiodocs project capacity?

What is the page limit in Visiodocs projects?

What is the project expiration date?

Does downloaded documents differ from the originals I uploaded?

Why do document titles show in red?

Keyboard Shortcuts

Does Visiodocs back up my data?

Supported devices and browsers

Scrollbars in dialogs in MacOS

Payment information

How do I access my account settings?