Exporting Data from Proofing

  • Updated on Mar 29, 2025
  • Published on Feb 11, 2025
  • 1 minute(s) read
  • DL
  • Migration Team
 Prev Next

Overview

Encodify provides users the ability to export proofing data, including comments and annotations, for further analysis or record-keeping. The data can be exported in PDF or TXT format.

Export Compatibility

The below provides an overview of compatibility based on file format:

Export Format

Supported File Types

PDF

Supported for PDF only

TXT

Full support across all image, video, audio, document and web formats

How to enable exporting data from Proofing

To enable this feature, follow these steps:

  1. Navigate to Site Configuration → {Module} → Proofing and Comments.

  2. Click Edit Settings.

  3. Find the Media Holder option.

  4. Ensure the Download Annotated PDF checkbox is ticked.

  5. In the Label on Download Annotated PDF Button field, you can enter a custom label. The default label is "Download Annotated PDF".

  6. Ensure the Export Comments as Text checkbox is ticked.

  7. In the Export Comments as Text Button field, you can enter a custom label. The default label will be Download annotations as .txt’.

  8. Click Save to apply the changes.

An image highlighting proofing settings for ‘Download Annotated PDF’ and ‘Export Comments as Text’

How to export data from Proofing

You can export data from proofing by either clickingicon or theicon, which can be accessed from the following locations:

  • Spreadsheet Widget – From the action menu of individual items. When multiple items are selected, annotations can also be downloaded in bulk

  • Module Search View – From the action menu of individual items. When multiple items are selected, annotations can also be downloaded in bulk

  • Form View – From the actions menu in the toolbar within the form.

  • Multiple File Proofing - By selecting multiple cards, you can download annotations in bulk.

  • Online Proofing - From the proofing footer toolbar.

See Bulk Operations for more details.

Important: Any deleted comments will not be exported, unless the deleted comment has existing replies.

The ability to download annotations as a PDF or TXT file is not controlled by access rights. However, the option will not be displayed if the file contains no annotations or comments, or if the user does not have access to the file.

Known Limitations:

  • The annotations within the downloaded PDF file can look differently depending on selected document reader. All testing has been completed using Adobe Acrobat Reader

Related articles