How do I merge PDFs? 1. Select the documents you want to merge in the Document List. 2. Open the list options menu > Organize > Merge. The merged document replaces the originals in the list. You can configure the merge order via drag-and-drop and set a name for the merged document. How do I split a PDF? 1. Open the document in the Document Workspace. 2. Select the split-mark tool from the toolbar (or press Alt/Option + M). 3. Navigate through the document and toggle split marks on the pages where you want to split. 4. Use the split menu to split the document (Alt/Option + N). You can choose whether to keep or delete the original document, and whether to include annotations in the new documents. How do I delete pages from a PDF? 1. Add split marks around the pages you want to delete. 2. In the split menu, choose "Delete pages" (Alt/Option + D). Can Visiodocs handle encrypted PDF files? • User password (open password): Visiodocs prompts for the password, then works normally. • Owner password (permissions only): handled automatically. • Certificate-based and DRM encryption: NOT supported. How do I convert a PDF to PDF/A? In the document download menu, choose "Download as PDF/A". Note: this permanently converts the document to PDF/A format in Visiodocs and cannot be undone. PDF/A is an ISO-standardized format for long-term archiving. How do I remove encryption from a PDF? Encryption is automatically removed during download. If a password is required, you will be prompted to enter it. What file formats are automatically converted to PDF? • Office documents: .doc, .docx, .ppt, .pptx, .xls, .xlsx, .odt, .odp, .ods • Images: .jpg, .png, .tiff • Emails: .eml, .msg All non-PDF formats are converted automatically on import.

What email formats are supported? Visiodocs supports: • .eml (RFC 2822 format — standard email format) • .msg (Microsoft Outlook format) Drag and Drop from Outlook Visiodocs supports dragging emails directly from email clients like Outlook. However, most email programs do not support drag-and-drop into web browsers. As of April 2025, only Outlook Classic still allows this, but Microsoft is in the process of phasing it out. Drag and Drop via File Explorer or Finder A more reliable method is to first drag the email into File Explorer (Windows) or Finder (Mac), and then import it into Visiodocs from there. This creates a .eml or .msg file, which preserves the full email content, including attachments. Options for dropping emails into Visiodocs Emails are structured differently than documents like PDFs or Word files, requiring additional information for proper handling. When you drop one or more emails into Visiodocs, a dialog box will appear. Email header Include/exclude an Outlook-style email header in the PDF. Header language — 13 languages: Danish, Dutch, English, Finnish, French, German, Icelandic, Italian, Norwegian, Polish, Portuguese, Spanish, Swedish. https://static.wixstatic.com/media/463f21_655fdd80e4924f889b2c0c8ece678cce~mv2.png The header you see if you print from Outlook that looks something like this: https://static.wixstatic.com/media/463f21_c5cf3b83ad9c42059420197363d10635~mv2.png is actually stored as meta data in the email file, so how it is printed is actually up to the program that prints the email and will look different depending on the email program. Visiodocs allows you to choose whether to include this header. Unchecking "Include email header in PDF" will omit the header. This can be useful if the email was forwarded and you want Visiodocs' auto-dating feature to use the original email's date. If you choose to include the email header, you must select the desired language for rendering. This selection will also determine the date format used, similar to Outlook's date format. Email Page setup • Page format: Letter, Legal, A3, A4. • Landscape orientation toggle. • Include background graphics toggle. Margins: configurable top, bottom, left, right margins in centimeters or inches. https://static.wixstatic.com/media/463f21_4649b6fe0c8e42c5850d08b6239d5f48~mv2.png This section allows you to control the layout of your email when rendered to PDF. Attachment Handling https://static.wixstatic.com/media/463f21_ce1fe9f298094b068bd5bb0f17bfb1d8~mv2.png Attachment handling • Merge — email and all attachments combined into one document. • Separate — email and attachments kept as separate documents. • Image filtering — include/exclude PNG, JPG/JPEG, and TIFF/TIF attachments individually. This is useful because email signatures are typically embedded as PNG or JPG images. Choose whether to combine emails and attachments into a single document or keep them as separate documents within your project. Attachments can be in any of the file formats Visiodocs can handle except for .eml and .msg files. To import .eml and .msg files, drag and drop them to File Explorer or Finder first and then into Visiodocs. For a list of supported file types please see the FAQ "Which file types can be imported." Include image files Many emails contain signatures with logos that are actually image file attachments. Visiodocs will render these images as part of the email content, but they will also be treated as attachments. As a result, they may appear in the merged document or as separate documents, depending on the Attachment handling option you choose. This might not be desirable. To avoid this, you can choose to exclude image files from being included as attachments. Logos are most commonly in PNG format but may also appear in JPG format. Can I save my email import settings? Yes. Check "Save settings as default for this project" to reuse your preferences. You can also check "Don't show this dialog again for this project" to skip the dialog on future imports. How do I re-enable the email options dialog? Hold the Shift key when dropping email files to force the dialog to appear, even if you previously chose to hide it. What attachment types are converted? • Office documents (.doc, .docx, .ppt, .pptx, .xls, .xlsx, .odt, .odp, .ods) — converted to PDF. • PDF files — included as-is. • Images (.jpg, .png, .tiff) — included based on your image filter settings. • Other formats — not converted. A notification lists any unconverted attachments. How are dates and times formatted in the email header? The email header uses your browser's timezone and your date/time format preferences from your User Account Settings (e.g., dd.MM.(http://dd.MM)yyyy, MM/dd/yyyy, or yyyy-MM-dd, and 12-hour or 24-hour time).

You can modify titles, dates and exhibits directly in the user interface. I addition you can choose various naming and dating templates in the document download menu. When downloading your files they will be batch-renamed accordingly e.g. "Exhibit 1 - Letter from Peter 12.10.2024". This is a much faster way to rename files than renaming each file in your file explorer. When done you simply export to your case management system.

Yes, in the annotation tools menu in the top bar you will find a split-mark icon. In this menu you can add split-marks in you PDF and choose to delete pages the PDF. https://static.wixstatic.com/media/463f21_6da6b2963e3b4236b382fb7d6d9b3aac~mv2.png

Yes, in the annotation tools menu in the top bar you will find a split-mark icon. In this menu you can add split-marks in you PDF and choose to split the PDF. https://static.wixstatic.com/media/463f21_ba7a61248c934d86989fd792f4131f8e~mv2.png

Select the documents you would like to merge. Go to Document list options (...) select Organize, Merge. https://static.wixstatic.com/media/463f21_8186851f15b346169ef5074fdcd8d3d0~mv2.png

Check mark the documents you would like included in your search for dublicates. Then open the search tool above the document list and check mark the "Dublicate titles" box. Now all documents with identical titles will be displayed.

You can download single or multiple PDF from Visiodocs. First you select the documents you would like to download, then you hit the document download icon above the document list. https://static.wixstatic.com/media/463f21_aa5b3b8621aa43f28d22cce14c9fdf30~mv2.png Some browsers will only allow you to download one document at the time, unless to active download of multiple documents in the browser settings. To configure your browser to allow automatic downloading of multiple documents without confirming each file, you can follow these steps depending on your browser: Microsoft Edge 1. Open Edge and go to Settings: • Click on the three dots (...) in the upper right corner. • Select Settings from the menu. 1. Select Cookies and Site Permissions: • In the left sidebar, click on Cookies and site permissions. 1. Scroll down and click on Automatic Downloads: • Scroll down and click on Automatic downloads. 1. Enable Allow Sites to Automatically Download Multiple Files: • Toggle on Allow sites to automatically download multiple files. After changing these settings, your browser should now allow multiple downloads from the same site without additional confirmation. Google Chrome 1. Open Chrome and go to Settings. 2. Scroll down and click on Privacy and security. 3. Select Site settings. 4. Click on Automatic downloads. 5. Enable the option to Allow sites to automatically download multiple files, or add specific sites where you want to allow this.

When you activate the copy content function you can see notes in PDF. Just hoover over the note and the note will open. https://static.wixstatic.com/media/463f21_e481b4db6ec94650968ef5ab7be0e314~mv2.png

When you activate the copy content function you can follow links. Hold control and click on the link and the URL will open. https://static.wixstatic.com/media/463f21_8f7c6aaebe2c48d392532fa8b8a60085~mv2.png

You can open a document in a new tab by using this icon, located in the document space toolbar: https://static.wixstatic.com/media/463f21_8ab7ba3476a5489b933d47ab6048b1fa~mv2.png

Imagine you have a picture of a document or a scanned paper. OCR (Optical Character Recognition) is like a special computer program that "reads" that picture and turns it into text you can edit, search, and copy. It's a bit like teaching a computer to read every letter on every page to understand what it says. Because it's doing such detailed work, it takes some time. OCR is running in the background so you can continue working on your project. Once the OCR has finished you will be notified by a dialog. You can easily see the OCR status of each of your documents by clicking Menu (•••) → Show columns → OCR Status. https://static.wixstatic.com/media/463f21_977841c85adc4a648dc3a32e493674e7~mv2.png Note that OCR recognizes horizontal text. If the scanned text is somewhat screwed it is not a problem, but vertical text in e.g., a technical drawing might not be recognized. Limits on file size and processing time? To make sure our service works smoothly for everyone, we have a few limits: • How many files at once: You can process up to 500 files in a single group (we call this a "batch"). • How big can each file be: Each individual file can be no larger than 200 Megabytes (MB). • How big can all files be together: The total size of all files in one batch can't be more than 500 MB. • How long does it take: The entire batch of files needs to finish processing within 60 minutes (1 hour). Why the File Size Limit? (200 MB per file) • What is the limit? Really big files need a lot of computer memory and power to process. A 200 MB PDF, for example, could have hundreds of high-quality scanned pages that the computer needs to analyze. • What if my file is too big? If your file is over 200 MB, our system won't be able to process it. This helps prevent crashes and ensures that everyone gets reliable service. • Typical file sizes: Most PDF documents are smaller than 20 MB. A 200 MB file usually contains about 200 to 400 scanned pages at a high quality. Why the Batch Size Limit? (500 MB total per batch) • Why this limit? Trying to process more than 500 MB of PDFs at once significantly increases the chance of the process taking too long and timing out. • What if I submit too many files? If your selected files go over the 500 MB total, our OCR system will automatically reduce the number of documents chosen to stay within the limit. It will pick files to get as close to the 500 MB limit as possible. You can always change which files are selected, but you can't choose a total that's larger than the limit. Why the Processing Time Limit? (60 minutes per batch) • Why this limit? Our cloud services have built-in time limits. This prevents any single process from running indefinitely and ensures that there are enough resources for all users. • What makes processing take longer? • Number of pages: More pages mean more time to process. • Image quality: Higher quality images can take longer to process, but they usually give better results. • Language complexity: Documents with multiple languages can take more time. • File size: Larger files naturally take longer to download and process. What happens if processing takes too long? Should a batch approach its 60-minute time limit, the process will gracefully conclude, saving all documents processed up to that point. Any remaining documents will not be processed within that specific batch, but a new OCR job can be easily initiated for them. For large files, the process may stop quite some time before the 60-minute mark if it's determined that the next large file cannot be completed within the remaining time. Tips for smooth OCR processing: Prepare your PDFs before uploading: • Lower image resolution: You don't always need super high resolution. Try to keep it at 200 DPI or less. If your original documents are good quality, you can go down to 150 DPI. • Remove blank pages: Get rid of any empty pages in your PDF. • Compress images: Use a tool to reduce the size of images within your PDF. Break up large documents: • If you have a very large document, split it into smaller parts using Visiodocs' "Split document" function. Once the OCR is done, you can merge them back together using the "Merge" function. • Consider processing different chapters or sections separately. Choosing One vs. mMany Languages when doing OCR In Visiodocs, you can specify the language(s) for text extraction from scanned documents. Selecting the correct language(s) is crucial; for example, if "English" is chosen for a German document, the OCR may misinterpret German words as English. This selection also impacts the speed of the OCR process; the more languages you select, the slower the OCR processing will be. Using One Language Advantages: • Faster processing, since the OCR process only needs to compare letters and words from one language. • Higher accuracy if the document truly contains only that language, because there’s less chance of confusion between similar-looking characters. Disadvantages: • If the document has text in another language (for example, a few English words inside a Danish document), those parts may be recognized incorrectly or not at all. Using Many Languages Advantages: • Better recognition if your document mixes languages (e.g., English and French in the same text). • Reduces the risk of losing important words that don’t belong to the main language Disadvantages: • Slower processing, since more possibilities need to be checked. • Sometimes less accurate: when languages share similar letters, the OCR processor can get confused and pick the wrong one e.g. mixing up a, å and ä. In Short • If you know the document is in a single language → choose that one language for best speed and accuracy. • If the document clearly mixes languages → select multiple but expect it to be a bit slower and sometimes less precise.

Yes. When you upload and open a PDF file in Visiodocs, any existing bookmarks created in Adobe Acrobat (or other PDF tools) are preserved and displayed in the sidebar. This allows you to easily navigate long or complex documents using the same structured bookmark hierarchy you are used to. Do I need to do anything special before uploading the PDF? No. As long as the bookmarks are already part of the original PDF file, Visiodocs will automatically detect and show them. Can I edit or add new bookmarks in Visiodocs? Not at this time. Visiodocs displays the bookmarks exactly as they appear in the original PDF. If you need to modify bookmarks, you must edit them in your PDF tool (such as Adobe Acrobat) and re-upload the file. What if my bookmarks don’t appear in Visiodocs? If bookmarks are missing, it usually means the original PDF did not contain any. Check the file in Adobe Acrobat or your preferred PDF editor to confirm the bookmarks are present before uploading. Does Visiodocs support bookmarks in all types of PDF files? Yes. Visiodocs support standard PDF bookmarks from Adobe Acrobat and most other PDF creation tools, as long as they follow standard PDF bookmarking conventions.

Yes, in the document download menu you can choose to download as PDF/A. NOTE: Saving to PDF/A will change selected documents to PDF/A in Visiodocs and cannot be undone. PDF/A is an ISO-standardized version of PDF specialized for the digital preservation of electronic documents. PDF/A differs from standard PDF by prohibiting features unsuitable for long-term archiving, such as external linking, encryption, and digital signatures.

Files added to Visiodocs may be encryption protected in various ways. Visiodocs can remove encryption protection in User password and Owner Password procted files: 1. User Password (Open Password) • What it does: Requires a password to open the PDF file. • Purpose: Prevents unauthorized users from viewing the file. • Also called: “Open password” or “Document Open password”. • How it is handled: When you try to view the PDF for the first time, Visiodocs will prompt you for the password. Once entered correctly, the password is saved securely in the database so that all project users can access the file without re-entering it. When documents are downloaded or bundled, Visiodocs automatically decrypts the file. The version you receive is a new, unencrypted copy of the original PDF. 2. Owner Password (Permissions Password) • What it does: Allows the file to be opened without a password but restricts certain actions, like: • Printing • Copying text or images • Editing content • Filling in forms • Purpose: Controls how the document is used after opening. • Also called: “Permissions password”. • How it is handled: These PDFs can be added and used normally in Visiodocs. When downloading or bundling the files, Visiodocs removes these restrictions, so the output file is a new, unrestricted version of the original PDF. 3. Certificate-based Encryption • What it does: Uses a digital certificate instead of a password. • Purpose: Encrypts the file so that only users with the right certificate/private key can open it. • Use case: Enterprises, document workflows, secure sharing with identity verification. • How it is handled: Visiodocs does not support certificate-based encrypted PDFs. These files cannot be opened or processed. 4. DRM (Digital Rights Management) • What it does: Adds advanced restrictions like: • Expiration dates • Watermarks • Device/user-specific access • Usually managed by: Third-party tools or enterprise document security solutions. • Purpose: Full control over document usage even after download. • How it is handled: Visiodocs does not support DRM-protected PDFs. These files cannot be opened or processed.

Move files with ease with iManage File Transfer You can easily upload or download documents between Visiodocs and your local computer using iManage File Transfer. This secure tool allows you to transfer large files or entire folders without signing into iManage Work directly. Simply open File Transfer, select the files you want to move, and choose whether to upload them to Visiodocs or download them to your device. For step-by-step instructions and tips, see iManage’s guide: https://imanage.com/resources/resource-center/blog/move-files-with-ease-with-imanage-file-transfer/(https://imanage.com/resources/resource-center/blog/move-files-with-ease-with-imanage-file-transfer/)

By activating the copy content buttom above the viewer in Visiodocs, annotations will be displayed and you can follow links.

Select documents in the Document List, then use the download button in the toolbar. You can download individual documents or multiple documents at once. What naming templates are available? Visiodocs provides 25+ predefined naming templates using placeholders such as: • Title — the document title. • Filename — the original file name. • Date — the document's date field. • Exhibit/Appendix/Schedule prefixes with multiple numbering formats. You can select a custom date format for the date placeholder. Enterprise users can configure additional custom templates. Can I download as a ZIP file? Yes. Multiple documents can be downloaded as a single ZIP archive. The maximum ZIP size is 0.5 GB. Can I include annotations in downloads? Yes. When downloading documents you can choose to include: • Markups — the visual annotations on the document pages. • Comments — the text comments attached to annotations. Can I export just the document names? Yes. Use the HTML export option to download the document names as a separate HTML file. Can I batch-rename files on download? Yes. Select a naming template before downloading. Files are renamed according to the template on download. For example: "Exhibit 1 - Letter from Peter 12.10.2024". Can I save documents as PDF/A? Yes. Toggle the PDF/A conversion option in the download menu. Note: this permanently converts the document in Visiodocs and cannot be undone. Is there a watermark on downloads? Free-tier users may see a watermark on downloaded documents. Paid plans remove this watermark.

Stamps and overlays are visual elements you can place on document pages. They are accessed from the Document Workspace toolbar. What can I do with stamps and overlays? • Place or remove stamps or white/black overlays on document pages. • Delete selected stamps and overlays. • Highlight all stamps and overlays for easier selection. • Batch-number documents with exhibit numbers. • Batch-stamp selected documents with the stamps from the currently shown page. • Delete stamps across selected documents. What is the difference between stamps and overlays? • Stamps add visual content (such as text, exhibit numbers) on top of document pages. • Overlays cover areas of the page with white or black rectangles, useful for redacting or hiding content. Can I apply stamps to multiple documents at once? Yes. Use the Batch-stamp option to apply the current page's stamps to all selected documents. Use Batch-number to add sequential exhibit numbers across selected documents.