When responding to document reviews, shared notes are a useful collaboration tool. Another helpful feature is the ability to annotate documents using the Preview system.
You can use previews to add notes for yourself or share them with others during the review process.
Videos in this article
Watch the video
This video demonstrates how to open document previews and add annotations using different methods.
Accessing the Document Preview
To add annotations to a document:
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Locate the document you want to review (for example, from a review request).
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Open the document details page.
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Click the Preview button in the Portal Shortcuts.
Important:
The preview system works with PDF files.
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If a PDF version hasn't been generated yet, you will need to wait until it is ready.
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If the master file cannot be automatically converted, you will need to upload a manually created PDF to use preview and shared notes.
Navigating the Preview
When you open the preview:
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You’ll see two main sections:
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Navigation and Notes Bar — to view notes and move through the document.
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Document Preview Area — to view and annotate the document.
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Basic document information is also shown at the top.
The Notes Bar provides an overview of all annotations made in the document.
Adding Annotations
There are three ways to add notes in the Preview:
1. Dragging an Area
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In the Preview area, your cursor will change to crosshairs.
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Drag a box over the section you want to annotate.
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A small dialog will appear where you can enter your comment.
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You can adjust the size or position of the note if needed.
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Click the tick (✓) to save the note.
Your note is saved automatically in the background.
2. Double-clicking
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Double-click anywhere in the document preview.
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A small note box will be placed at the clicked location.
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The same entry dialog will appear for adding your comment.
3. Using the Add Note Button
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Click the Add Note button.
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A new note will be placed in the top-left corner of the document.
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You can then edit and move it as needed.
Note Visibility
After adding notes:
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They are private by default — visible only to you.
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You can manage and share your notes with others, which will be covered in the next article and video.
Quick Tips
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Dragging areas is best for highlighting specific sections.
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Double-clicking is a faster way to drop quick notes.
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Always check if the document has a PDF version before starting your annotations.
Further information
Online help pages:
Other knowledge base articles: