Summary: Markups and comments are an essential part of the proofing process. Ziflow offers a variety of tools that are used to highlight areas that need attention. In addition, reviewers are able to Like, Reply, and Resolve comments, as well as attach files. All threads of conversation are kept within the Proof Viewer.

Available for any user or guest reviewer that has been granted Comment permissions.

Reviewer with comment permissions

Features outlined in this article:

  1. Adding comments with markups

  2. Private comments (Enterprise edition only)

  3. Editing comments

  4. Removing comments

  5. Restoring deleted comments

  6. Replying to comments

  7. Resolving comments (Business & Enterprise edition only)

  8. Labeling comments (Business & Enterprise edition only)

  9. Like a comment

  10. Attaching files to comments

  11. Comment limitations


Adding comments with markups

Once you are inside the Proof Viewer, click on the Comment button in the upper right corner. This will open up a comment box. Now you can start typing your comment, or you can create a comment with a markup. If you want to do the latter, simply select your tool (square, circle, arrow, line, freehand drawing tool, or text annotation tool) from the pop-up window:

Adding comments with markups in the Legacy Viewer

Next to the markup tools is the color picker where you can decide what color you want your markups to be set in:

Color picker while adding markups in the Legacy Viewer


Once you have selected your markup tool simply click and drag over the area on the proof that you wish to markup. Once you have placed the markup on the page, you have the ability to:

  1. Resize the markup by using the anchor points displayed when you hover over the markup.

  2. Delete the markup by clicking on the trash can icon which appears in the top right of the markup.

  3. Scroll through the pages of a multipage document to apply markups

Once you've added the markup, type in a comment that will be associated with it.

  1. Type your comment in the box.

  2. Click on Post, and your markup and comment will be published in the comment list.

  3. You can also post markups and comments by pressing Ctrl + Enter at the same time once you have typed your entry in the comment box.

Adding markups using keyboard shortcut in the Legacy Viewer

You can see other reviewers' comments as they will appear in real time. You can click on any comment in the list, and it will highlight the markup on the page. In reverse, you can also click on any of the numbered pins on the proof, and it will highlight the comment.

If you click through the comments, Ziflow will automatically display the markup at a convenient zoom ratio making it very user-friendly to scroll through all the comments.


Private comments (available on Enterprise edition)

There are two types of comments that can be added to a proof:

  • Public comments - If someone from a stage submits a public comment it will be visible to all reviewers invited to the proof, no matter what stage they are in.

  • Private comments - If someone adds a private comment it will only be visible to the reviewers in that specific stage.

The option to switch between public and private comments will show when public and private comments are allowed in the stage settings on the proof:

allow private comments setting

Reviewers can switch between public/private comments using the button under the comment field.

Add public or private comments in the Legacy Viewer

If you want to see the list of the private comments alone, you can use the Private only filter:

Private comments filter in the Legacy Viewer

If you changed your mind and you want to alter a public comment to private (or vice versa) you can do it by opening a comment menu and choosing a needed option.

Display private or public comments in the Legacy Viewer


Editing comments

If you want to edit a comment, you can do so by clicking the comment menu icon. Please note that you can only edit your own comments.

Editing comments in the Legacy Viewer


Removing comments

You can delete your own comments by clicking on the comment menu icon, however, this can only be done while the proof is unlocked. Once the proof is locked or a new version is uploaded, you can no longer remove your comments.

If you have Manage permissions, you are able to remove other users' comments in addition to your own.

**Please note that if you delete a comment, it will also delete any replies and any files that have been attached to the comment.

Removing comments in the Legacy Viewer

Restoring deleted comments

If you have a change of mind and want to restore the deleted comment, you can use the Restore option visible in the placeholder field. To view the placeholders for the deleted comments, you need to enable Show deleted comments option:

Restoring deleted comments in the Legacy Viewer

*The Restore option is available for Proof Owners and reviewers with Manage or Admin permissions. They can restore all deleted comments. Reviewers with Comment permissions can restore only their own comments.


Replying to comments

You will notice that underneath each comment is a Reply button.

You can reply to comments and start a discussion thread. This is very useful in clarifying comments so that the feedback is crystal clear.

Replying to comments in the Legacy Viewer


Resolving comments (Business & Enterprise editions only)

The circle icon near the comment allows reviewers to resolve comments. Once clicked, it will turn green, and Ziflow will send an email notification about the action. A reviewer can also unresolve a comment by clicking on the green circle icon.

Resolving comments in the Legacy Viewer


Labeling comments (Business & Enterprise editions only)

The flag icon allows reviewers to choose a label such as To do. Other labels can be added by account admins under Proofing Settings, so when the reviewer clicks on the icon, a list of all available labels will be presented. Once a reviewer chooses the label, it will be added to the comment/reply, and Ziflow will send an email notification about this action.

Labeling comments in the Legacy Viewer


Liking comments

The Thumbs up icon (Like this comment) is a quick way to say you agree with a comment. We have not added a thumbs-down icon because if someone dislikes a comment, we would encourage them to reply with some context as to why they disagree.

Liking comments in the Legacy Viewer


Attaching Files

Attaching files can be done in two ways.

Option 1: When adding a comment or replying to a comment click on the paperclip icon under the comments box then navigate to the file you wish to attach.

Attaching using file picker in the Legacy Viewer

Option 2: Simply drag the file(s) you wish to attach directly into the comment box. The comment box will turn into an uploader icon and then show a progress bar once you drop the files in.

If you wish to remove your attachment then simply click on the trashcan in the comment box which appears next to the file.

If you want to download an attachment from a comment then simply click on the attachment (as shown in the screenshot below). This will open the file where you can click the download button.

Downloading attachments in the Legacy Viewer

Additional Information:

  • Markups and comments cannot be added to locked versions of a proof.

  • There is a 500mb file size limit on attachments.

  • Attaching files will use space on your available storage allocation.

  • List of file formats that are not supported as comment attachments:

    .exe, .bat, .dll, .tmp, .sfx, .js, .jse, .jar, .vbs, .vb, .vbe, .py, .msi, .msp, .com, .cmd, .hta, .ps1, .pif, .application, .gadget, .scr, .cpl, .msc, .ws, .wsf, .wsc, .wsh, .psc1, .scf, .lnk, .inf, .reg, .docm, .dotm, .xlsm, .xltm, .xlam, .pptm, .potm, .ppam, .ppsm, .sldm, .eicar, .sh

Supporting material:

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