--- title: "Document Proof Viewer" slug: "document-proof-viewer" updated: 2026-02-23T15:19:06Z published: 2026-02-23T15:19:06Z canonical: "documentation.encodify.com/document-proof-viewer" --- > ## Documentation Index > Fetch the complete documentation index at: https://documentation.encodify.com/llms.txt > Use this file to discover all available pages before exploring further. # Document Proof Viewer ## Where to find Online Proofing --- The ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 13.14.43.png)button will be available from the following locations: - **Spreadsheet Widget** – Within the search results and in the action menu for individual items. - **Module Search View** – Within the search results and in the action menu for individual items. - **Form View** – Within the actions toolbar. ## Understanding the Document Proof Viewer --- After clicking the![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 13.14.43.png) icon, you will be taken to the Proof Viewer, where the experience will adapt based on the specific file format. Below is an overview of the behaviour when previewing document formats, including PDF, DOC, DOCX, PPT, PPTX, XLS, XLSX, VSD, and VSDX. ![Document Proof Viewer in compare view mode](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/PDF proofing split view.png) An image showcasing the Document Proof Viewer The table below provides a quick overview of Document Proof Viewer: | **Action** | **Visual Guide** | | --- | --- | | 1. Switch between Single View and Compare View | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 13.42.03.png) | | 1. Enable or Disable [Sync Navigation](/v1/docs/synchronization). | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 13.42.31.png) | | 1. Enable or Disable [Overlay View](/v1/docs/auto-compare-mode) (available only in Compare View) | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 13.43.30.png) | | 1. Hide or Show Annotations | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 13.43.49.png) | | 1. Change the displayed file version to a previous version. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 13.44.23.png) | | 1. Change Item Status | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 13.44.58.png) | | 1. Change [Review](/v1/docs/review) Status | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 15.06.44.png) | | 1. Close the Proof Viewer | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 13.45.28.png) | | 1. Collapse the side panel | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 13.45.46.png) | | 1. View [Comments panel](/v1/docs/comments-panel)(available for both previous and current version) | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 14.39.27.png) | | 1. View Thumbnails panel (available for both previous and current version) | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 15.46.29.png) | | 1. View [Insights pane](/v1/docs/insights)l (available for both previous and current version) | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 14.39.34.png) | | 1. View [Item Metadata](/v1/docs/view-item-metadata-in-proofing) (available for both current version only) | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 14.39.40.png) | | 1. Adjust Comment Sort Order. Options include date added, access right colour and author | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 15.48.01.png) | | 1. Mark a Comment as Resolved | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/image-1742831424699.png) | | 1. Adjust [layout controls](/v1/docs/readers-spread-view). | ![Settings menu displaying options for page transition, layout, and rotation features.](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Layout(1).png) | | 1. Rotate the document left or right. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 15.53.48.png) | | 1. Adjust the zoom level of the displayed proof. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 15.54.23.png) | | 1. Zoom in or Zoom out | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 15.54.52.png) | | 1. Use Pan navigation | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 15.55.23.png) | | 1. Navigate between pages | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 15.55.58.png) | | 1. View the available [Annotation Tools](/v1/docs/annotation-tools). Options include text selection, pencil, arrow, oval, line or rectangle. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 15.56.25.png) | | 1. Add a new comment | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 14.47.16.png) | | 1. Defines the note access right colour when adding comments | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 14.47.40.png) | | 1. Share with [guest users](/v1/docs/guest-users) | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 14.48.12.png) | | 1. [Export Annotations](/v1/docs/exporting-data-from-proofing) (Download as PDF or TXT) | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 14.48.43.png) | | 1. A password modal appears for encrypted PDFs, requiring the user to enter the correct password to access the content. Comments, page status, and thumbnails are only loaded after successful authentication. Each time the document is loaded, the password is required to display the associated content, with only three failure attempts allowed per user. > [!WARNING] > **Note:** > > - The ‘Download Annotated PDF’ is disabled for encrypted files only in Proofing view, but remains available for encrypted files in item view and module views > - Multi-file proofing options (batch commenting, etc.) will be enabled for encrypted files only after the file is accessed with proper authentication. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/image(143).png) | | 1. The error message "Failed to generate a preview for uploaded file" is displayed when a corrupted PDF is uploaded. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/image(144).png) | | 1. Resize canvas using version separator (available only in Compare View) | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/image(158).png) | | 1. Hide Technical Layers. Selected by default for PDFs and recommended for color accuracy. Hides print production marks and shows only the final output. This setting applies globally, defaults to hidden, and remembers the user’s selection for future sessions. | ![hide technical layers](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/hide-show%20technical%20layers%20icon.png) | | 1. Show Technical Layers. Shows all layers and print marks, but colors may appear less accurate. Use this to inspect all design elements. Toggling this option in Compare View affects both PDF previews simultaneously, regardless of Sync being on or off. | ![show technical layers](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/hide-show%20technical%20layers%20icon%202.png) | | 1. Scroll toolbar left or right to view more actions (available only in Compare View) | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/image(159).png) |