Making private notes public

By default, all new notes added in the Preview are private — only visible to the person who created them.
However, when completing a review, it’s often necessary to share your notes so other users and reviewers can see your comments.

Videos in this article

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Watch the video

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This video demonstrates how to open document previews and add annotations using different methods.

Sharing Your Notes

Here’s how to share your private notes:

1. Open the Document Details page

   • Log in and navigate to the document you are reviewing.

2. Check the Review History

   • You can view the current review status and any existing notes.

3. Open the Preview

   • Click the Preview button to launch the document view.

4. Create or Locate Notes

   • Add new notes (as shown in the previous guide) or locate existing ones.

   • Private notes will be labeled with a Private tag in the notes list.

5. Select the Notes to Share

   • Use the checkboxes next to each note to select the ones you want to share.

   • The Share Notes button will display the number of notes selected.

6. Click the Share Notes button

   • After sharing, the Private marker will be removed from the selected notes.

   • These notes are now visible to other users.

Once you’ve shared your notes, you can proceed to complete your review as normal.

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Quick Tips

• Always double-check that important notes are shared before completing a review.

• Only share notes that are relevant and intended for other users to see.

• Use the notes count on the Share button to confirm how many notes you're sharing at once.

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Further information

Online help pages:

• Managing document reviews
• Managing private and shared notes

Other knowledge base articles:

• Using shared notes and previews
• Viewing and filtering shared notes in Preview
• Working with offline notes (spreadsheet export)

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