> ## Documentation Index
> Fetch the complete documentation index at: https://sofiedocs.usetransfer.ai/llms.txt
> Use this file to discover all available pages before exploring further.
# Format, review, and export a CoDraft
> Use the CoDraft toolbar for formatting, tables, images, page layout, suggestions, comments, revisions, and export.
Use this guide when you are editing a CoDraft and need specific controls. CoDraft works like a document editor, with extra review and Sofie controls for drafting, suggestions, templates, and export.
## Find the editing controls
The toolbar changes based on what you are doing. Place your cursor in text, select text, click a table, or click an image to show the controls that apply to that content.
Common controls include:
| Control area | Use it for |
| --------------- | ------------------------------------------------------------------------------- |
| Text formatting | Headings, paragraph text, emphasis, lists, alignment, and related text changes. |
| Insert controls | Tables, images, shapes, headers, footers, and page numbers. |
| Table controls | Rows, columns, merged cells, header rows, borders, and fills. |
| Review controls | Editing mode, suggesting mode, comments, changes, and markup display. |
| View controls | Find, replace, zoom, and page layout. |
| Export controls | Copy content, export PDF, and export Word. |
Select the exact text, cell, image, or section before using a toolbar action. This gives Sofie and the editor a narrower target.
## Format text
Highlight the paragraph, heading, list, or phrase you want to change.
Use the text controls for heading level, paragraph style, emphasis, alignment, lists, and spacing.
Confirm the change did not interrupt numbering, table placement, or review markup.
Use consistent heading levels in formal documents. For example, keep `Investigation approach`, `Evidence reviewed`, and `Root cause assessment` at the same level if they are peer sections.
## Add links
Use links for internal references, source locations, or external materials your team needs to open outside Sofie.
Highlight the words that should become the link.
Add or edit the link from the contextual menu.
Set **Display text** and type or paste the URL.
Click **Apply** to save the link, **Open link** to test it, or **Remove** to clear it.
Do not use links as the only evidence for a statement. Summarize the relevant source in the CoDraft and keep the source file in the related Workspace when possible.
## Use find and replace
Open **Find & Replace** or use `Cmd+F`.
The panel includes:
| Control | Use it for |
| ------------------ | ------------------------------------------------------------------------- |
| **Find** | Search for a word, phrase, identifier, product name, or section term. |
| Match navigation | Move to the next match with Enter or the previous match with Shift+Enter. |
| **Case Sensitive** | Limit matches to the same capitalization. |
| **Replace** | Replace the current match. |
| **Replace All** | Replace every match in the document. |
| Close | Close the panel with Escape or the close button. |
Use **Replace All** carefully with product names, batch identifiers, acceptance criteria, and units.
## Insert and edit tables
Tables are useful for evidence logs, comments, deviations, risks, action items, and traceability matrices.
Click where the table should appear.
Choose the initial table size.
Use header rows or header columns for labels such as `Finding`, `Source`, `Impact`, `Owner`, and `Question`.
Add, delete, merge, or split cells as the content changes.
Use **Table Borders & Fill** to make headers, section breaks, or review columns easier to scan.
When your cursor is inside a table, CoDraft can show table controls for:
* **Select Cell**, **Select Row**, **Select Column**, and **Select Table**.
* **Toggle Header Row** and **Toggle Header Column**.
* **Merge Cells** and **Split Cell**.
* **Add Row Above**, **Add Row Below**, **Add Column Left**, and **Add Column Right**.
* **Delete Row**, **Delete Column**, and **Delete Table**.
* **Table Borders & Fill**.
Use a `Source / Observation / Impact / Follow-up` table for investigations. Use an `Acceptance criterion / Evidence / Result / Reviewer question` table for protocols. Use a `Risk / Cause / Control / Residual concern` table for risk reviews.
## Insert images and shapes
Use **Insert Image** for diagrams, screenshots, charts, and evidence images that belong in the document.
When you select an image, the image menu can include:
| Option | Use it for |
| --------------------------------- | ----------------------------------- |
| **Inline (No Wrap)** | Keep the image in the text flow. |
| **Float Left** or **Float Right** | Place text beside the image. |
| **Break Text** | Put the image on its own line. |
| **Place Side by Side** | Compare two images together. |
| **Separate Images** | Split side-by-side images apart. |
| **View Full Size** | Inspect the image before review. |
| **Delete Image** | Remove the image from the document. |
Use **Insert Shape** for **Text Box**, **Rectangle**, **Rounded Rectangle**, or **Oval** when you need a simple callout, process box, or labeled area.
Keep source image files in the Workspace when an image supports a conclusion. A pasted image in a CoDraft may not carry enough context by itself.
## Add headers, footers, and page numbers
Use document layout controls when the CoDraft needs to read like a review package, protocol, or report.
Available controls include:
* **Edit Header**
* **Edit Footer**
* **Page Number**
* **Page Layout**
* Zoom levels such as 50%, 75%, 90%, 100%, 110%, 125%, 150%, and 200%
Page numbers can be inserted in common positions:
* Top left, top center, or top right.
* Bottom left, bottom center, or bottom right.
* Page number formats such as page number only or `Page X of Y`.
Before export, check the first page, a page with a table, a page with an image, and the final page.
## Work with comments and suggestions
CoDraft supports editing and review flows. Use **Editing** mode when you want direct changes. Use **Suggesting** mode when you want changes to appear as suggestions that another person can accept or reject.
Review controls can include:
| Control | Use it for |
| ----------------------------------------------- | ------------------------------------------------------ |
| **Review Mode** | Switch between **Editing** and **Suggesting**. |
| **Previous Suggestion** and **Next Suggestion** | Move through proposed changes. |
| **Accept Current Suggestion** | Apply the selected suggestion. |
| **Reject Current Suggestion** | Remove the selected suggestion. |
| **Accept All Suggestions** | Apply all suggestions in the document. |
| **Reject All Suggestions** | Remove all suggestions in the document. |
| **Review Display** | Choose **All Markup**, **Original**, or **No Markup**. |
| Review pane filters | Show **All**, **Comments**, or **Changes**. |
Use comments for questions, decisions, or SME input. Use suggestions for actual text changes.
Do not accept all suggestions without reading them. AI-generated suggestions and human suggestions both need review against the source material.
## Use revisions
Use **Revision History** before and after major edits.
Good times to save or inspect a revision:
* Before a large Sofie rewrite.
* Before accepting many suggestions.
* Before sending a draft for SME review.
* After incorporating reviewer feedback.
* Before exporting Word or PDF.
Name revisions by event, not by mood. Use names like `Before QA review`, `After SME comments`, or `Pre-export version`.
## Export a CoDraft
Open **Export Document** when the CoDraft is ready to leave Sofie.
Available export actions can include:
* **Copy content**
* **Export as PDF**
* **Export as Word**
* **Copy Email Body** for email-style drafts
Check open comments, suggestions, and review display mode.
Review headings, tables, images, headers, footers, page numbers, and final page breaks.
Ask Sofie to list unsupported statements, missing citations, unresolved placeholders, and assumptions.
Save or confirm the version you are exporting.
Choose PDF or Word based on the next review process.
Useful pre-export prompt:
```text theme={null}
Review this CoDraft before export. Return a table with unresolved comments, unsupported statements, missing source references, placeholders, formatting issues, and sections that need SME confirmation.
```
## Use Sofie Everywhere while editing
Open Sofie Everywhere from a CoDraft when the document itself is the context.
Useful requests:
* "Rewrite the selected section in a neutral investigation tone."
* "Create a table from this paragraph with evidence, conclusion, and open question columns."
* "Find claims that are not supported by the attached Workspace files."
* "Suggest comments for statements that need SME confirmation."
* "Create a revision checklist before export."
Keep the selected text focused when you ask for edits. A narrow selection usually gives you a more usable response.