There are three ways to change the text of an already uploaded document:
Note: in some cases a changed document will be moved to the top of reader's My Library page (with a dot) to flag that it's a revised document.
Until Winter 2016 only the Document Owner could add material to the bottom of an already uploaded document, but now others with document access can too if the Document Owner enables it (either when the document is first uploaded, or later from the Document Properties page).
There are two ways to add material:
After clicking “Add to Document”, choose what kind of material to add:
You have to provide a “Reason for adding” (it can be just a few words) as a courtesy to your readers:
Once the new content is appended, we puts a small header at the top of the Document that by default just shows how many changes were made and how recent the last change was:
but clicking on the “+” icon reveals the complete list of when and why (the “Reason for adding” field) all the new material was added:
Clicking on a link in the “Why” column will take readers right to that new material, which is separated from the older document text by an orange line:
This feature lets the Document Owner change the wording of a Sentence or Paragraph (other users with access to that document have the Revision Suggestion feature below to suggest changes). To make a change, double click any text in the Sentence or Paragraph you want to change to bring up the “Add Comment” pop-up window:
Choose a radio button for either “Sentence” or “Paragraph” and then click the blue “Edit [Sentence or Paragraph]” button; this will change the pop-up to allow editing:
When you're finished editing, click “Update” to replace the old material with new material. How we show the old versus new wording is described in Track Changes below.
This feature lets readers suggest either Sentence or Paragraph edits to the Document Owner. Pull up the “Add Comment” window as above, but now click the “Suggest Revision” button:
and fill in the two data entry fields (different from the screen above) that then appear:
Once you've finished revising, click “Suggest Change” to add your suggestion comment (it will be automatically tagged as a “revision”).
The Document Owner can accept a “Suggest Revision” with a single click of the “Accept” button if he/she agrees that the change is an improvement:
The “Accept” button changes to say “Wait” after it's clicked, as it then takes several seconds to update the document).
Whether the Document Owner accepts it or not, the Revision Suggestion remains as a comment, and the Document Owner and others can reply to it to continue a conversation about the suggested change. Accepted Revision Suggestion comments get a “revision accepted” tag.
You can switch between the two views by clicking the “Track Changes” icon that appears in the left margin of the document text. Note that the Track Changes markup will always appear in the Revision Suggestion comment, whether it's been accepted or not.
To temporarily turn on (or off) Track Changes display throughout your document click the “Show (or Hide) Changes” button at the top of the document; whether you're using the button to show or hide changes, you can always click a paragraph's Track Changes icon to change its display.
We hope these explanations will help you use these features to keep your online documents update-to-date.
Last Updated: December 1, 2016
Return to the main NowComment Help page.