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Creating and Managing Proof Comments

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. Go to the proof where you want to add a comment.
  2. If this is a video proof, play the video proof, then click Add comment at the point in the video where you want the comment. (You can also pause the video, click in the timeline where you want the comment, then click Add comment.)
    >Or
    If you want to comment on a range of video footage, drag the playheads left and right in the timeline to indicate a range of footage you want to comment on.
    playheads_in_video_timeline.png For better precision, you can click the values above the playheads and type new values.
    click_above_playheads_to_type_values.png
  3. Click Add comment.
    Add_comment.png
  4. To draw attention to a specific location on the proof, click the markup tool you want in the toolbar that appears above the proof.
    Comment_markup_toobar-horizontal.png
    You can hover over the tools to see the following descriptions:
    • Draw a freehand line: Let's you draw freehand on an area of the proof.
    • Draw a line: Lets you add a line on the selected area on the proof.
    • Draw an arrow: Lets you add an arrow to a selected area on the proof.
    • Highlight an area: Highlights the selected area of the proof.
    • Draw a rectangle: Draws a rectangle around the area on the proof that you select.
    • Polyline: Draws a connected sequence of line segments that you can leave open or close as a shape. You can move or delete any of the points you add. This tool is especially useful for working with technical and architectural images.
    • Text: This tool appears on the left of the other tools when you open a proof containing text.
      Comment_tools_with_text_tool_appearing.png
      It provides markup tools for commenting on text in proofs. (For a list of text file types supported for this tool, see "Static Files - Text Tool" in "Supported Proofing File Types.")

      When you click this tool and then select text on your proof, the following annotation options appear beneath the selected text:
      Comment_text_tool_bar.png
      You can hover over the options to see the following descriptions:
      • Highlight: Highlights the selected text and copies it to the comment window.
      • Delete: Adds a strikethrough line to the selected text on the proof and adds the following to the comment box: 
        DELETE selected text
      • Replace: Adds strikethrough to the selected text on the proof and adds the following to the comment window: 
        REPLACE selected text WITH
      • Insert: Highlights the selected text on the proof and adds the following to the comment box:
        INSERT selected text
      • Bold: Indicates that the selected text should be bolded by adding the following in the comment window:
        BOLD selected text
      • Italicize: Indicates that the selected text should be italicized by adding the following to the comment window:
        ITALIC selected text
      • Underline: Indicates that the selected text should be underlined by adding the following to the comment window:
        UNDERLINE selected text
  5. (Optional) Click the square of color at the top of the viewer to display the color options for comment markup.
    Comment_color_tool.png
  6. (Optional) Select the color you want and use the following color options to specify how the markup will look:
    • 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.
  7. Mark the area of the proof that you want to comment on. 
    TIP 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. (Note that this applies only to the regular annotation markup tools, not the text markup tools.)
  8. Type your comment in the Add comment box on the right.
  9. (Optional) To notify another reviewer of your comment, 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 a Reviewer) appear in the menu. For information on adding users to a proof, see "Sharing a Proof Within Workfront."
    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.
    For information about Proof email settings, see "Proofing Email Alert Options."
  10. (Optional) To attach a file to a comment, do either of the following:
    • Click the paper clip icon in the lower-right corner of the comment, then find and select the file you want to upload.
    • Drag a file from a location on your computer and drop it into the comment area.
  11. Click Post.
    Workfront drops a pin in the center of the area you marked for the comment. In the screenshot below, the markup (red box) was drawn with the Box tool and the pin marked number 2 in the center identifies the markup.
    pin_for_comment.png

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, hover over the point in the timeline where a comment was made, then click the numbered balloon that appears.
    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 containing more than one page)
    • 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, hover over the left edge of the comment area (not on the comment that is currently open) until the mouse pointer changes for horizontal resizing, then drag the edge where you want it.
    resize_comment_area-mouse.png

Viewing Comments on the Updates Tab in Workfront

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

NOTE This feature is not available in Workfront Proof.

  1. On the Documents tab of a work item, locate the document you want to view, then click the numbered balloon that appears on the proof.  

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

Replying to Comments

You can reply to a comment using an @Mention.

  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, 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 a Reviewer) appear in the menu. For information on adding users to a proof, see "Sharing a Proof Within Workfront."
    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.
    For information about Proof email settings, see "Proofing Email Alert Options."
  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 box.
    Comments_list_Search_icon.png
  4. Begin typing either of the following:
    • The text you want to search for. The comment list filters as you type, beginning with the first character you enter.
    • The number of the comment you want to display.
  5. (Optional) Click the comment to display a line connecting the comment to the related area on the proof.
  6. When you are finished searching and you want to display all the comments, click the X at the end of the search box.

Filtering the Comment List

You can filter the comments that display by defining filter parameter such as 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. Use the options that appear below the Filter icon to filter the comments by any of the following criteria:
    • Authors: Displays only commentsand comment replies made by users you specify. Begin typing the name of any user, then select the user you want from the list that appears. The number of comments added by the users you specify displays next to their names. 
    • Actions (if Actions are enabled in your system): Displays only comments that match the action you select. A number displayed to the right of an action indicates how many comments are associated with that action. The option Unactioned allows you to display only comments that contain no action. I am not seeing Unactioned in the Storm env.
    • General filtering options: 
      • Unresolved: Displays only comments that are not yet resolved. 
      • Unread: Displays only comments that you have not yet read. 
      • 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 displays swith a blue dot to indicate that a filter is applied.
    proof_comment_filtered.png
  6. When you are finished filtering and you want to see all the comments, click the Filter icon, click Reset, then click the Filter icon again.

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 one of 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 lower 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 higher 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. Hover over the comment you want to edit, click the More (three dots) icon that appears, then click Edit in the drop-down menu.
    Edit_a_comment-More_icon.png
  4. Make any changes in the comment, then click Post.
    The label "Edited" appears on the comment. When a reviewer mouses over this, your name and the date and time of the changes appear. If you edit the comment more than once, this information appears for the most recent change.
    Comments-Edited_label.png

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 and a green checkmark icon appears in the upper-left corner of the comment.

  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. Click the checkmark icon in the lower-right corner of the comment (to the right of the Reply button).

About Applying an Action to a Comment

If your organization has the Select or Premium plan, you can use actions to keep track of what needs to happen on each comment thread on a proof. An action is simply a word or phrase you select and add to a comment to provide information about what has been done or what still needs to be done in response to the comment.

Your system administrator enables and configures your organization's actions to meet the needs of proof reviewers in your organization.

For example, your reviewers may need actions such as To Do, Done, and In Progress:

Actions_on_coments.png

Other typical actions include Make Changes, Disregard, and Clarification Needed.

For more information, see "Using Actions on Comments."

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 as long as no one has already replied to it.

It is usually better to resolve a comment rather than delete it. For more informaton, see "Resolving a Comment".

Additionally, the following users can delete comments or replies made by other users:

  • The proof Moderator
  • Users with Supervisor profile permissions

After a comment is deleted, 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 2018-11-19 18:19:58 UTC