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, Label, 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.

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. Copy link to a comment

  11. Attaching files to comments

  12. Comment limitations

Adding comments with markups

Once you are inside the Legacy Proof Viewer, click on the Comment button in the right upper corner. This will open up a comments section. 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 markups.

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

colour picker

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.

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.

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

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

public-private comments

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

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

make comment public

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.

edit comment

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.

remove comment

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:

restore deleted comment

*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.

reply to a comment

Resolving comments (Business & Enterprise editions only)

The circle icon near the comment allows reviewers to resolve comments. Once clicked, it will be 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 a comment

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.

label on comment

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.

like comment

Copying link to a comment

If you need to show a particular comment to someone, you can copy its link and share it. The person who will open the link will be redirected to the proof opened in the Proof Viewer with your comment highlighted.

copy comment link

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.

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.

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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