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Managing Comments in the Proofing Viewer

The highlighted information on this page refers to functionality not yet generally available. It is available only in the Preview Sandbox environment.

NOTE The information described in this article applies to the Web Proofing Viewer for video and static proofs, and the Desktop Proofing Viewer for interactive (as well as video and static) proofs.

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

Commenting on a Proof

  1. Navigate to the proof where you want to add a comment.
  2. Click Add comment.
    Add_comment.png
  3. To draw attention to a specific location on the proof, click the markup tool you want in the toolbar above the proof.
    NOTE By default, the markup tools are contained in a drop-down menu. You can configure them to display across the top of the window for quicker access. For more information, see "Configuring Markup Tools to Always Display" in "Modifying Proofing Viewer Configuration Settings."
    • Box: Draws a box around the area on the proof that you select. Make tool screenshots the same size, shape.
      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 markup tools text for commenting on text in proofs created from PDF, Office, PSD and AI files. When you click this tool and then select text on your proof, the annotation options listed below appear beneath the selected text:
      proof_viewer_comment_text.png
      • Highlight: Highlights the selected text and copies it to the comment window.
        proof_text_icons.png
      • Delete: Adds strikethrough to the selected text on the proof and adds the following to the comment box: 
        DELETE selected text
        proof_textstrikethrough_icon.png
      • Insert: Highlights the selected text on the proof and adds the following to the comment box:
        INSERT selected text
        proof_textafter_icon.png
      • Replace: Adds strikethrough to the selected text on the proof and adds the following to the comment window: 
        REPLACE selected text WITH
        proof_textstrikethroughafter_icon.png
      • Bold: Indicates that the selected text should be bolded by adding the following in the comment window:
        BOLD selected text
        proof_bold_icon.png
      • Italicize: Indicates that the selected text should be italicized by adding the following to the comment window:
        ITALICIZE selected text
        proof_italics_icon.png
      • Underline: Indicates that the selected 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 display the color options for comment markup.
    Color_button_for_comment_markup.png
  5. (Optional) Use the following options to specify how your comment markup to look on your proof:
    • Set as default. Sets the color you select as the default color for comment markup on all proofs and marks the color with a star. 
    • Opacity. Select the opacity level you want for your comment marks. A lower opacity level is more transparent; a higher opacity level is more opaque.
    • Thickness. Select the thickness of the comment marks, from 1 to 20 pixels.
  6. With the markup tool you want selected, mark the area of the proof that you want to comment on. 
    In static proofs, you can mark multiple areas for one comment. 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 and select an area there. Repeat this process to make multiple comments. 
  7. Type your comment in the Add comment box on the right.
  8. (Optional) To notify another reviewer of your comment with an @Mention, type @ in the comment box, begin typing the name of the user who you want to be notified of your comment, then select the name from the menu that appears. 
    Only users who are added to the proof (who are an Owner or Reviewer) appear in the menu.
    at_sign_for_commenting_on_a_proof.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 using an @Mention:
    • @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, Workfront sends the @Mention notification separately, and includes information about the @Mention 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.
  9. (Optional) To attach a file to a comment, do either of the following:
    • Click the paper clip icon 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.
  10. Click Post.
  11. Close the comments panel or click Back to live content in the bottom-right corner next to the comments panel.
    Screenshot_2018-05-15_09-56-44.png

    The comment and the page the comment is on closes and the live content resumes. 

Viewing Comments

  1. Open the proof where you want to view comments.
  2. If the comments area is not open, click View comments in the upper-right corner.
  3. Click any comment to view the comment marks on the proof.
    Or
    In a video proof, mouse over the point in the timeline where a comment was made, then click the numbered balloon that is displayed.
    proof_comment_video.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
  4. (Optional) To adjust the size of the comment list, mouse over the left edge of the comment area until it is highlighted, then drag it where you want it.
  5. (Conditional) In the bottom-right next to the comments panel, click the Back to live content icon.
    Screenshot_2018-05-15_09-56-44.png
    OR

    Close the comments panel.
    The comment and the page the comment is on closes and the live content resumes. 

Viewing Comments on the Updates Tab in Workfront

In Workfront, you can view proofing comments without launching your proofing viewer.

NOTE This is not available in Workfront Proof.

  1. In your list of documents, click the numbered balloon that is displayed on the proof.  

    The comments display on the Updates tab next to your list of documents.

Replying to Comments

  1. View the comment, as described in "Viewing Comments."
  2. Type your reply in the Add a reply box.
  3. (Optional) To notify another reviewer about your reply with an @Mention, type @ in the comment box, begin typing the name of the user who you want to be notified of your comment, then select the name from the menu that appears. 
    Only users who are added to the proof (who are an Owner or Reviewer) appear in the menu.
    at_sign_for_commenting_on_a_proof.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 using an @Mention:
    • @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.
  4. (Optional) To add a file to a comment, do either of the following:
    • Click the paper clip icon, 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.
  5. Click Reply.

Searching the Comment List

  1. Open the proof where you want to search comments.
  2. If the comments area is not open, click View comments in the upper-right corner.
  3. Click the Search icon to display the search field.
    proof_comment_search.png
  4. Begin typing either of the following:
    • The text you want to search for. The comment list is filtered as you type, beginning with the first character you enter.
    • The number of the comment you want to display.

Filtering the Comment List

You can filter comments that display by user, actions, unread status, and more.

  1. Open the proof where you want to filter comments.
  2. If the comments area is not open, click View comments in the upper-right corner.
  3. In the comments area, click the Filter icon.
    proof_comment_filter.png
  4. Filter by any of the following criteria:
    People. Begin typing the name of the user whose comments you want to view. Only users added to the proof are available. The number of comments added by the given user display next to the user's name.
    Actions. (Available only if actions are enabled in your system.) Only comments that match the action you select display. Any actions enabled in your system are available to select. The option Unactioned is also available, allowing you to display only comments that contain no action.
    Unresolved. Displays only comments that are not yet resolved. 
    Unread. Displays only comments that you have not yet read. The comment is removed from the list after the comment is read and collapsed. 
    With attachments. Displays only comments that contain an attachment, or comments that include a reply that contain an attachment.
    Current page only. (Available only for static and interactive proofs.) Displays only comments from the page you are currently viewing. The comment list refreshes when you change the visible page.
  5. Click Apply or click the Filter icon to view the comment list with your filter criteria applied.
    The list is filtered, and the Filter icon is displayed with a blue dot to indicate that a filter is applied.
    proof_comment_filtered.png

Sorting the Comment List

When you sort the comment list, the sort option you choose is remembered the next time you open a proof in the proofing viewer you are using.

  1. Open the proof where you want to sort comments.
  2. If the comments area is not open, click View comments in the upper-right corner.
  3. Click the sorting menu to open it.

  4. Select from the following sort options:
    Latest: Displays the most recent comments at the top of the comment list.
    Oldest: Displays the oldest comments at the top of the comment list.
    Creator A-Z: Displays comments grouped by the user who created the comment, listed in alphabetical order.
    Creator A-Z: Displays comments grouped by the user who created the comment, listed in reverse alphabetical order.
    Page (down, up): (Available only for static proofs) Displays comments in order of when they appear in relation to the page number or video timeline.
    Timestamp (down): (Available only for video proofs) Displays comments in order of when they appear in relation to the video timeline. Comments made later in the timeline display
     first.
    Timestamp (up): (Available only for video proofs) Displays comments in order of when they appear in relation to the video timeline. Comments made earlier in the timeline display first.
    Device (up): (Available only for interactive proofs) Displays comments in order according to the resolution selected when the comment was made. Comments made on smaller resolutions display first.
    For information about changing the resolution in an interactive proof, see "Changing Interactive Proof Resolution in the Desktop Proofing Viewer."
    Device (down): (Available only for interactive proofs) Displays comments in order according to the resolution selected when the comment was made. Comments made on larger resolutions display first.
    For information about changing the resolution in an interactive proof, see "Changing Interactive Proof Resolution in the Desktop Proofing Viewer."

Editing a Comment

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.

When you edit a comment, the time the comment was made is not affected.

To edit a comment

  1. Open the proof containing the comment that you want to edit.
  2. If the comments area is not open, click View comments in the upper-right corner.
  3. Mouse over the comment you want to edit, click the More (three dots) icon that appears, then click Edit in the menu that appears.

    Or
    Click the comment indicator on the proof, mouse over the area, then click the Edit markup icon (shown below) when it appears.
  4. Make any changes in the comment, then click Post.

Resolving a Comment

If you have the Author or Moderator role on a proof, 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. Open the proof containing the comment that you want to resolve.
  2. If the comments area is not open, click View comments in the upper-right corner.
  3. Mouse over the comment you want to edit, click the More (three dots) icon that appears, then click Resolve in the menu that appears.

Marking All Comments as Read

As a reviewer of a proof, you can quickly mark all comments as Read.

  1. Open the proof containing the comments you want to mark as Read.
  2. If the comments area is not open, click View comments in the upper-right corner.
  3. Above the comment list, click the More (three dots) icon, then click Mark all as read.

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 for the comment attached to the proof 
  • The deleted comment is dimmed in the side bar
  • The deleted comment does not appear in the comments summary
  • The system logs an entry in the proof activity section, showing that the comment was deleted

To delete a comment or reply

  1. Open the proof containing the comment or reply that you want to delete.
  2. If the comments area is not open, click View comments in the upper-right corner.
  3. Select the comment or reply, then click the More (three dots) icon.
    phq_viewer_comment_edit.png
  4. Click Delete > Yes, delete it.

Receiving Email Notifications about Comments

The email notifications you receive about comment activity are determined by the option you select in the Email alerts menu on the proof.  For more information, see "Email Alerts" in "Proof Email Notifications."

 

This article last updated on 2018-07-15 22:50:42 UTC