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Why is the PDF with Annotations Download Option Not Appearing on Certain Documents in Vault?

  • Updated

Overview:

If a user adds annotations to a document, an additional PDF with Annotations download option is available. This option creates a new PDF file by merging the comments with the viewable rendition.

 

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To download the annotations, a user must have a security profile that grants the document Download Rendition permission. Note that the user must also have the View Content permissions document role for a document to perform this action.

A user who has the right permissions cannot see the PDF with Annotations download option in certain annotation-contained documents. Why is this happening?

Root Cause:

On the Document Info page, the Action bar includes the user's four most frequently used actions per document type and state.

If the Download section is not one of the most frequently used actions, the Action bar does not show the Download Menu nor the PDF with Annotations download options.

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Solution:

  • If the Download section is one of the most frequently used actions and the document has at least one annotation, refresh the page after the annotation is created.
  • If the Download section is not one of the four most frequently used actions, a user is able to download the PDF with Annotations through the Document Files panel.

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Note: the feature Download PDF with Annotations does not include anchor annotations. If all annotations in a document are anchors, the option Download/Export PDF with Annotations does not appear for the user, even when they have the relevant permissions to execute the action.

Related Documentation:

Vault Help Documentation:

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