Skip to main content

PDF Tools & Versions

Every document keeps a version history, and PDFs get a set of editing tools — all without leaving ResponderOne.

The Viewer​

Select a file to preview it in the center pane. For PDFs, the viewer provides:

  • A page indicator and continuous scrolling through the document
  • Zoom out / Zoom in controls with the current percentage, and Fit width
  • Download - Save a copy
  • Trim - Extract pages (multi-page PDFs only; see Trim & Split below)

Files that can't be previewed show "Preview not available for this file type" with a download button instead.

Version History​

The details pane lists every version of the selected document — numbered, with the current one marked Current and older ones Previous. For any version you can:

  • Download that exact version
  • Restore it, making it the current version again

Uploading a New Version​

To replace a document's content while keeping its history and references:

  1. In the details pane, drop a file on the Upload New Version area (or click to browse). It must be the same file type as the original, up to 50MB
  2. Optionally add version notes (e.g. "Updated from 2026 source document")
  3. Click Upload

You can also trigger this by uploading a file with a matching name from anywhere in the workspace — ResponderOne detects the match and offers the new-version flow.

The Update Impact Dialog​

If the document is referenced by live resource menu items or active dosage protocols, uploading a new version (or restoring an old one) opens a dialog asking how far the change should reach:

  • Update both - Resource menus and the Dosage Calculator use the new version
  • Update only resources / Update only Dosage Calculator - Limit the change to one side
  • Update the document only - Store the version without changing what anything references

Which choices are available depends on your permissions (Edit Resources / Manage Dosage Calculator) and what actually references the file. If you meant to add a different document entirely, the dialog also offers uploading it as a separate file.

Merging PDFs​

Combine multiple PDFs into one new document:

  1. In the file tree, enter select mode (Select files) and check 2 or more PDFs
  2. Click Merge
  3. In the Merge PDFs dialog, drag the files into the order you want
  4. Set the Output filename (must end in .pdf)
  5. Click Merge — the combined document is saved to your library, and the originals are untouched

Trimming & Splitting​

Open a multi-page PDF and click Trim to open the Trim & Split PDF tool:

  • Trim - Choose a start and end page, then either save the extracted pages as a new document or push them onto an existing document as its next version (with version notes)
  • Split - Define multiple page ranges and turn one PDF into several new documents in a single pass

Trim is handy when a master document arrives as one big file but your menu items or protocols only need part of it.