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Managing Comments (in the HTML5 Proofing Viewer)

The information described in this section is available only with the new proofing viewer and only when reviewing video proofs.

Comments enable you to provide feedback on work and collaborate with other users within the proofing viewer.

Commenting on a Proof

NOTE At any point when adding a comment or reply, you can navigate away from the comment to view an existing comment. To continue working on your comment, click Resume.

To add a comment to a proof:

  1. Navigate to the proof where you want to add a comment.
  2. Click Add comment.phq_viewer_comment_add.png
  3. (Optional) To draw attention to a specific location on the proof:
    1. Click the markup tool located in the top area of the proof, then select from the following markup options to add to the proof.
      • Box: Draws a box around a selected area on the proof.
        phq_viewer_comment_border.png
      • Arrow: Adds an arrow to a selected area on the proof.
        phq_viewer_comment_arrow.png
      • Line: Adds a line on the selected area on the proof.
        phq_viewer_comment_line.png
      • Pencil: Draws on the proof as you draw freehand. 
        phq_viewer_comment_draw.png
      • Highlight: Highlights the selected area of the proof.
        phq_viewer_comment_highlight.png
      • Text: Provides various text options for commenting on the text in the proof.
        Text annotation is available for PDF, Office, PSD and AI files.
        proof_viewer_comment_text.png
        Use any of the following annotation options:

        • Highlight: Highlights the selected text and adds the selected text in the comment window.
          proof_text_icons.png
        • Delete: Adds strikethrough to the selected text on the document proof and adds the following in the comment window:
          DELETE selected text
          proof_textstrikethrough_icon.png
        • Insert After: Highlights the selected text on the document proof and adds the following in the comment window:
          INSERT AFTER
          proof_textafter_icon.png
        • Replace: Adds strikethrough to the selected text on the document proof and adds the following in the comment window: 
          REPLACE selected text WITH
          proof_textstrikethroughafter_icon.png
        • Bold: Indicates that the text should be bolded by adding the following in the comment window:
          BOLD selected text
          proof_bold_icon.png
        • Italicize: Indicates that the text should be italicized by adding the following to the comment window:
          ITALICIZE selected text
          proof_italics_icon.png
        • Underline: Indicates that the text should be underlined by adding the following to the comment window:
          UNDERLINE selected text
          proof_underline_icon.png

  4. (Optional) Click the color option at the top of the viewer to change the color of the markup option you selected in Step 3. You can choose from the following options:
    • To make the color your default color, click Set as default after the color is selected. The default color is indicated by a star on the color. 
      When a color is set as the default color, any time you comment on a proof, the default color is used. 
    • In the Opacity scale, select the desired opacity level of the markup. A lower opacity level means the markup is more transparent; a higher opacity level means the markup is more opaque.
    • In the Thickness scale, select the desired thickness of the markup. You can choose from 1 to 20 pixels.
      phq_viewer_comment_color.png
  5. Select the area of the proof that you want to comment on. 
    In static proofs, you can select multiple areas across multiple pages.
    For example, if you want to make the same comment on multiple pages, select an area on one page, then navigate to the next page where you want to make the same comment. Repeat this process to make multiple comments. 
  6. Specify your comment in the Add a comment field.
  7. (Optional) To notify another reviewer of your comment, type @ in the comment field, begin typing the user name, then select the user's name from the drop-down menu. Only users who are added to the proof are available to select.
    phq_viewer_comment_adduser.png
    To close the drop-down menu without selecting a person, press the Esc key or click anywhere outside the list.
    Consider the following when adding reviewers to a comment:
    • @Mentions override the email alert settings. The message is sent even if the recipient has the Disabled or Decisions option selected on the proof.
    • If a user has Daily or Hourly summary selected, the @Mention notification is sent separately, and information about @Mention is included in the summary email.
    • If a person has All Activity or Replies to my comments alerts selected, the @Mention notifications replace the notifications about these comments and replies.
  8. (Optional) To attach a file to a comment, do either of the following:
    • Click Upload file, then browse to and select the file you want to upload.
    • Drag a file from a location on your computer and drop it into the comment area.
  9. Click Post.

Viewing Comments

  1. Navigate to the proof where you want to view comments.
  2. In the upper-right corner of the proofing viewer, click the Comments box to display the comments area, then click the comment you want to view.
    Or
    Click the numbered balloon that is displayed on the proof. (In a static proof, mouse over the numbered balloon on the proof where the comment was made. In a video proof, mouse over the point in the timeline where a comment was made, then click the numbered balloon that is displayed.)
    phq_comment_timeline.png
    The comment is opened in the comments area.
    proof_viewer_comment.png
    Each comment displays the following information:
    • Name of the user who made the comment
    • The page number where the comment was made (in static proofs)
    • The frame number where the comment was made (in video proofs)
    • Text included with the comment
    • Any attachments that were uploaded to the comment

Replying to Comments

  1. Navigate to the proof that contains the comment you want to reply to.
  2. View the comment, as described in "Viewing Comments."
  3. Specify your reply in the Add a reply field.
  4. (Optional) To notify another reviewer of your comment, type @ in the comment field, begin typing the user name, then select the user's name from the drop-down menu. Only users who are added to the proof are available to select.
    phq_viewer_comment_adduser.png
    To close the drop-down menu without selecting a person, press the Esc key or click anywhere outside the list.
    Consider the following when adding reviewers to a comment:
    • @Mentions override the email alert settings. The message is sent even if the recipient has the Disabled or Decisions option selected on the proof.
    • If a user has Daily or Hourly summary selected, the @Mention notification is sent separately, and information about @Mention is included in the summary email.
    • If a person has All Activity or Replies to my comments alerts selected, the @Mention notifications replace the notifications about these comments and replies.
  5. (Optional) To add a file to a comment, do either of the following:
    • Click Upload file, then browse to and select the file you want to upload.
    • Drag a file from a location on your computer and drop it into the comment area.
  6. Click Reply.

 

Searching the Comment List

  1. Navigate to the proof where you want to add a comment.
  2. Click Add Comment.phq_viewer_comment_add.png
  3. Click the Search icon.
    phq_viewer_comment_search.png
  4. Begin typing the text you want to search. The comment list is filtered as you type, after at least three characters are entered.

Sorting the Comment List

  1. Navigate to the proof where you want to add a comment.
  2. Click Add Comment.phq_viewer_comment_add.png
  3. Click the Sort by drop-down menu, then select from the following filter options:
    Oldest: Displays the oldest comments at the top of the comment list.
    Latest: Displays the most recent comments at the top of the comment list.
    Timestamp: Displays comments in order of when they appear in relation to the video timeline.
    Creator: Displays comments grouped by the user who created the comment.

Editing a Comment

You can edit existing comments. When you edit a comment, the time the comment was made is not affected.

You can edit any comment you make on the proof. Additionally, The following users can edit comments made by other users:

  • The proof Owner
  • The proof Creator
  • Users with Supervisor profile permissions

Comments cannot be edited after a reply is added to the comment. This restriction maintains the integrity of the comment thread.

To edit a comment:

  1. Navigate to the proof that contains the comment that you want to edit.
  2. Select the comment, then click the More (three dots) icon.
    phq_viewer_comment_edit.png
  3. Click Edit.
  4. Make any changes, then click Send.

Deleting a Comment or Reply

You can delete a comment or a reply to a comment if it is invalid.

For valid comments, it is usually better to resolve the comment rather than delete it, as described in "Resolving a Comment."

You can delete any comment or reply you make on the proof. Additionally, the following users can delete comments or replies made by other users:

  • The proof Moderator
  • Users with Supervisor profile permissions

Comments cannot be deleted after a reply is added to the comment.

After a comment is deleted:

  • There is no longer a pin attached to the proof in respect of this comment
  • The deleted comment appears as dimmed in the side bar
  • The deleted comment does not appear in the comments summary
  • An entry is logged in the proof activity section, showing that a comment was deleted

To delete a comment or reply:

  1. Navigate to the proof that contains the comment or reply that you want to delete.
  2. Select the comment or reply, then click the More (three dots) icon.
    phq_viewer_comment_edit.png
  3. Click Delete > Yes, delete it.

Resolving a Comment

You can resolve a comment after it has been addressed. The user who submitted the comment receives a notification that the comment was resolved.

  1. Navigate to the proof that contains the comment that you want to edit.
  2. Select the comment, then click the More (three dots) icon.
    phq_viewer_comment_edit.png
  3. Click Resolve.

Receiving Email Notifications

You receive an email notifications for the following activity regarding comments:

  • A new comment is added
  • A comment is deleted

The cadence of email notifications depends on the option you choose in the Email alerts drop-down menu on the proof. For more information, see "Email Alerts" in "Proof Email Notifications."