Managing Comments on Proofs

This page describes how to manage comments when using the legacy proofing viewer. For information about how to manage comments in the new proofing viewer, see "Managing Comments (in the New Proofing Viewer)."

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

Commenting on a Proof

  1. Navigate to the proof where you want to add a comment.
  2. (Conditional) If the proof you are viewing is a rich media proof, navigate to the sub-page of the proof where you want to make your comment.
    After you make your comment, the URL of the sub-page is displayed on the comment. This enables users who view your comment to know which page your comment is referring to.
  3. Do any of the following:
    • Click Add Comment.
    • Double-click on the proof area
    • Right-click on the proof area , then click Add comment from the context menu.
    • Use the Ctrl + Alt + N keyboard shortcut
  4. (Optional) Select the type of markup you want to use in the proof. Mark-ups allow you to place drawings on the proof to explain clearly what you are describing in your comments.
    You can add multiple mark-up types to a comment.
    The following markup tools are available:
    • Text annotation - This option is available for PDF, Office, PSD and AI files. For more information, see "Annotating Text in a Proof."
    • Rectangle - draw a box shape
    • Pencil - draw a freehand line
    • Arrow - draw an arrow
    • Line - draw a straight line
    • Marker - highlight text or an area of the proof with a color
    • Crop - draw a mask shape
    • Color - set the color of the currently selected drawing
    • Thickness -  set the thickness of the drawing line
    • Delete - erase a mark-up by placing your mouse over it and clicking the (x) icon
  5. (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.
  6. Specify your comment in the Comment box.
  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.
    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.
      File size for attachments to comments is limited to 100MB.
  9. Click Save.

Opening an Existing Comment

To open an existing comment:

  1. Open the comment by:
    1. Opening the Sidebar and clicking on the comment
    2. Clicking on the pin on the proof image
  2. The Comment window will open and any mark-ups will be highlighted in the proof area
  3. Click the left/right arrows to move to the previous/next comment
  4. Click the Close icon to close the comment and the mark-ups

Replying to an Existing Comment

To reply to an existing comment:

  1. Open a comment (see above)
  2. Enter the text in the Reply box
  3. Click the Save button to close your comment and markup(s)

Your Reply will be saved and will be visible to other reviewers almost immediately.

NOTE The current number of replies for a comment is noted next to the comment in the Sidebar.

Annotating Text in a Proof

An additional markup tool is now present in the header so that you can switch between text annotation and drawing tools.

Text annotation is available for PDF, Office, PSD and AI files.

Text annotation enables you to highlight and select text on proofs. When you are reviewing a proof, the cursor will automatically change into a text highlighting tool whenever it detects that the mouse is over a text area on the proof.

You can click to place the cursor at a specific point in the text, or click and drag to highlight an area of text.

If you place the cursor in a single location in the text, you will have the option to use the “insert” text annotation shortcut. This will place the word “[INSERT]” in the comment box to indicate that they want to insert additional text at that point. In addition, an “insert” markup will appear at that position in the text.

If you select an area of text, you will have the option to use the “delete”, “insert after” or “replace” text annotation shortcuts. The words “[DELETE]”, “[INSERT]” or “[REPLACE WITH]” will respectively be added in the comment box.

NOTE In order for Text Annotation to recognize the text in your proofs, the original file must be saved with text. For example, if your PDF file is saved as all images and not images+text, the text annotation functionality will not recognize the text.

The text annotation tool lets you easily review a text and easily mark desired changes on the proof.

Filtering a Comment

When viewing a proof in the Proof Viewer, you can filter and sort the comments using the options available in the Sidebar.


  • By Page or by Date and time (1)
  • In Ascending or Descending order (2)


  • By People(3)
  • By Pages (All or Current page only)(4)
  • By Actions (5)

You can also choose to see the whole comment in the sidebar, or just an overview of the comment details. Toggle between these views by clicking the Show all option in the Sidebar (6). 


Locking a Comment

To lock your comment:

  • Make your comment
  • Click on the dropdown arrow next to Save
  • Select Save and lock comment from the menu

Your comment will then lock - it won't be possible to reply to that comment.

To unlock a locked comment, simply click on the padlock icon visible in the bottom left corner of the comment box.

Editing a Comment

If you have made a comment on a proof that you would like to edit, you can do so easily by opening the comment (by clicking on the comment pin or selecting it in the side bar) and hovering over the colored section of the comment box.

An option to Edit or Delete will then appear - simply choose Edit. Your comment box will then go into edit mode and you will be able to edit the comment.

NOTE Consider the following information when editing a comment:

  • Once a reply has been made to a comment, it can no longer be edited. This is to maintain the integrity of the comment thread.
  • You can only edit your own comments (you cannot edit other reviewer's comments)
  • Proof Owners, Creators and the users with at least Supervisor's profile permissions can edit the comments of the other users, if there is no response.

Deleting a Comment

If you have made a comment on a proof that you no longer want or need, you can delete it. You can do this by opening the comment (by clicking on the comment pin or selecting it in the side bar) and hovering over the colored section of the comment box.

An option to Edit or Delete will then appear - simply choose Delete.

Once you have deleted the comment:

  • There will no longer be a pin attached to the proof in respect of this comment
  • The comment will appear greyed out in the side bar
  • The comment will not appear in the comments summary
  • There will be an entry in the proof activity section showing that a comment was deleted

NOTE Consider the following information when deleting a comment:

  • Once a reply has been made to a comment, it can not be deleted. This is to maintain the integrity of the comment thread.
  • You can only delete your own comments (unless you are a Moderator on the proof or have at least a Supervisor profile)

Viewing Comment Activity Logs

When comments are added or deleted an entry will be shown in the Proofs and media logs in the Activity page. It will also be shown in the Activity section of the Proof Details page (1) and Proof Viewer.


Information about comments will also be included in your email alerts for the proof. The email will include all the new comments and all the comments that have been deleted.

[! Probably need to merge all of this into "Managing Comments (in the New Proofing Viewer) once the new viewer supports more than just video."]