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Annotate documents

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Apply stamps, graphics, notes or handwritten annotations to the full-page preview

Annotations allow you to add visual annotations to documents with a visible full-page preview. These are

  • Lines
  • Color marker
  • Booklet notes
  • Texts
  • Graphics
  • Handwritten notes
  • Signatures

To apply annotations , a document must be selected. This requires the appropriate rights (see View document).

This function also requires the rights Documents – Read – Annotations and Documents – Edit – Annotations.

The app tries to recognize whether a digital pen on a supporting device, e.g. iPad, is placed on the preview. In this case, the handwritten note is triggered automatically.

Annotations are always processed per page, so they require saving per page.

Apply annotations

  1. Select the action button in the full-page preview and select the symbol for the annotations in the quick actions or select the action button for longer and select the Annotate action from the menu that appears.
  2. Select the desired color in the subsequent dialog above
  3. Select the desired annotation type below
  4. As described below for each annotation type , set the annotation

An annotation must not extend beyond one edge of the preview

Attach a note

The note is a colored note with text, the background of which is semi-transparent. The text length is 255 characters without formatting and without line breaks.

Texts entered cannot be changed later. For a change, the text note must be deleted and reset.

In the classic client for Windows, this annotation can also be read in the Messages tab of the document with author and date in addition to the visual annotation.

  1. Enter the desired text in the following dialog
  2. Confirm the dialog with the green check symbol
  3. The text appears in the selected color in the blue highlight frame on the preview
  4. Move the selection frame while holding down the left mouse button or holding down your finger on the preview and then release the mouse button / finger
  5. Change the size of the note by dragging the large blue circle at the bottom right of the marking frame with the left mouse button or finger held down
  6. Confirm the annotation by selecting the green check symbol in the quick actions or use one of the other options in the quick actions to manage annotations.
  7. Cancel the entire process by selecting the red X symbol in the quick actions.

Attach text

The text note applies a text in the selected color whose background is transparent. The text length is 255 characters without formatting and without line breaks.

Texts entered cannot be changed later. For a change, the text note must be deleted and reset.

In the classic client for Windows, this annotation can also be read in the Messages tab of the document with author and date in addition to the visual annotation.

  1. Enter the desired text in the following dialog
  2. Confirm the dialog with the green check symbol
  3. The text appears in the selected color in the blue highlight frame on the preview
  4. Move the selection frame while holding down the left mouse button or holding down your finger on the preview and then release the mouse button / finger
  5. Change the size of the frame by dragging the large blue circle at the bottom right of the selection frame with the left mouse button or finger held down
  6. Confirm the annotation by selecting the green check symbol in the quick actions or use one of the other options in the quick actions to manage annotations.
  7. Cancel the entire process by selecting the red X symbol in the quick actions.

Attach color marker

The color marker creates a semi-transparent colored marker in the selected color.

If black is selected as the color, the app does not create transparency but blacks out the text. This allows redacted text in which the resulting PDF preview is shared with annotations.

  1. While holding down the left mouse button or holding down your finger on a touch-sensitive screen, drag the colored frame over the desired area and release the mouse button/finger.
  2. Place further color markers directly behind each other
  3. The size or position of the marker can be subsequently changed via Manage annotations.
  4. Confirm the annotation by selecting the green check symbol in the quick actions or use one of the other options in the quick actions to manage annotations.
  5. Cancel the entire process by selecting the red X symbol in the quick actions.

Attach line

The line creates a line in the selected color.

  1. Place the mouse pointer or finger at the starting position of the line and, holding down the left mouse button or holding down your finger on a touch-sensitive screen, drag the line and release the mouse button/finger.
  2. Apply more lines directly behind each other
  3. The size or position of the line can be subsequently changed via Manage annotations.
  4. Confirm the line(s) by selecting the green check symbol in the quick actions or use one of the other options in the quick actions to manage annotations.
  5. Cancel the entire process by selecting the red X symbol in the quick actions.

Attach graphic

The graphic enables the application of predefined graphics (cross, check ) or an individual graphic (company stamp, etc.).

  1. Select the green check or the red cross in the subsequent dialog or select a web-enabled graphic (png, jpg) via Select from your local device.
  2. The graphic is then displayed on the preview in the blue selection frame
  3. Change the size of the frame by dragging the large blue circle at the bottom right of the selection frame with the left mouse button or finger held down
  4. Move the selection frame while holding down the left mouse button or holding down your finger on the preview and then release the mouse button / finger
  5. Change the size of the frame by dragging the large blue circle at the bottom right of the selection frame with the left mouse button or finger held down
  6. You can very quickly apply the same graphic one after the other by selecting the copy symbol in the quick actions
  7. Confirm the graphic by selecting the green check symbol in the quick actions or use one of the other options in the quick actions to manage annotations.
  8. Cancel the entire process by selecting the red X symbol in the quick actions.

Add a handwritten note

The handwritten annotation enables a direct free annotation in the selected color.

The app tries to recognize whether a digital pen on a supporting device, e.g. iPad, is placed on the preview. In this case, the handwritten note is triggered automatically.

  1. Depending on the supporting devices, place the digital pen, mouse pointer or finger on the preview and hold down the input device while you apply the font. Releasing the mouse and finger or lifting the pen interrupts the application, but you can continue as you wish.
  2. The size or position can be subsequently changed via Manage annotations.
  3. Confirm the annotation by selecting the green check symbol in the quick actions or use one of the other options in the quick actions to manage annotations.
  4. Cancel the entire process by selecting the red X symbol in the quick actions.

Attach signature

The signature allows a direct free annotation in the selected color, typically as a signature.

Contrary to the handwritten note, the signature creates a binding character to the document in the app. The signature, its author and date are traceable and can be regarded as a simple electronic signature (EES). To use the app for an EES, the test must be validated by an audit.

The app tries to recognize whether a digital pen on a supporting device, e.g. iPad, is placed on the preview. In this case, the handwritten note is triggered automatically.

  1. Depending on the supporting devices, place the digital pen, mouse pointer or finger on the preview and hold down the input device while you apply the font. Releasing the mouse and finger or lifting the pen interrupts the application, but you can continue as you wish.
  2. The size or position can be subsequently changed via Manage annotations.
  3. Confirm the annotation by selecting the green check symbol in the quick actions or use one of the other options in the quick actions to manage annotations.
  4. Cancel the entire process by selecting the red X symbol in the quick actions.

Once the signature has been applied, the original document can no longer be changed (no overwriting, no editing, no new version).

Manage note

While a note is being applied, some quick actions often appear at the bottom right.

These quick actions can also be selected later in the app by subsequently selecting the annotations:

  1. Press and hold the mouse pointer or, on a touch-sensitive screen, your finger on a note until the blue marking frame appears.
  2. Carry out one of the following actions
  3. Confirm changes with the green check
  4. Cancel the entire process with the red X symbol and confirm the security prompt

Move note

If a blue frame appears around an annotation after it has been selected, the size and position can be changed

  1. Change the size of the frame by dragging the large blue circle at the bottom right of the selection frame with the left mouse button or finger held down
  2. Change the position of the annotation by moving it to the desired position with the left mouse button or finger pressed down on the marked area
  3. Confirm the action with the green check in the quick actions

Skip to the next note

By switching from one annotation to the next, all annotations on the pages can be marked individually. This is particularly helpful if there are overlapping notes.

  1. Select the blue arrow in the quick actions to switch to the next note

Delete note

Deleting removes the selected annotation from the preview

  1. Select the red garbage can in the quick actions to delete the note
  2. Confirm the action with the green check in the quick actions

Copy note

A quick way to add many identical annotations is to copy an annotation on the current page.

  1. Select the copy icon in the quick actions to copy the note.
  2. The copy is then displayed below with a blue marking frame
  3. This means that the other quick actions are available again or the content of the selection frame can be moved

Add another note

After applying an annotation, further annotations can be applied directly afterwards

  1. Select the annotation icon in the quick actions to make further annotations.
  2. Confirm the action with the green check in the quick actions

Share document with annotations

As the annotations are only part of the preview, the app can generate a PDF preview with the annotations in order to share this document afterwards. More information here.

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