--- title: "Proofing Comments" slug: "proofing-comments-panel" updated: 2026-01-16T13:28:36Z published: 2026-01-16T13:28:36Z canonical: "documentation.encodify.com/proofing-comments-panel" --- > ## Documentation Index > Fetch the complete documentation index at: https://documentation.encodify.com/llms.txt > Use this file to discover all available pages before exploring further. # Proofing Comments ## Understanding the Proofing Comments Panel --- The ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-04-03 at 20.10.08.png) **Comments** tab in Online Proofing, provides a comprehensive list of all comments and replies linked to an annotation (*e.g. Notes, Text Selection, Extract Text, Pencil, Arrow, Oval, Line or Rectangle*). Each comment is tied to a specific version of the document, ensuring clarity in feedback and discussions. When using **Compare View**, you can view comments from previous versions alongside those from the latest version allowing you to verify that all amendments have been addressed. ![Image highlighting Compare View and Comments tab in Online Proofing](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/proofing comments split view.png) An image highlighting Compare View and Comments tab in Online Proofing The table below provides an overview of some of the features of the Comments tab. | **Action** | **Visual Guide** | | --- | --- | | 1. Collapse the side panel | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 13.45.46.png) | | 1. Adjust Comment Sort Order. Options include date added, access right colour and author | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-24 at 15.48.01.png) | | 1. The following filters can be applied: - **Comment Mark** – Show or hide resolved and unresolved comments. - **Author** – Filter comments by the author. - **Access Right Colour** – Show or hide comments based on the assigned note colour. - **Type** – Show or hide comments based on annotation type (e.g. Notes, Text Selection, Extract Text, Pencil, Arrow, Oval, Line, or Rectangle). | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-04-03 at 20.41.58.png) | | 1. The Comment Group will adjust according to the specified sort order. PDF and Office documents will default to Page, whereas Video and Audio will default time. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/image-1743767996527.png) | ## Adding a Comment with Annotations --- To add a comment following the below steps: 1. Select your desired annotation type (*e.g. Notes, Text Selection, Extract Text, Pencil, Arrow, Oval, Line or Rectangle*) 2. Draw your annotation on the proof. 3. An associated comment will automatically become active in the comments panel. 4. Type your comment in the box, applying formatting as needed (*supports bold, italics, underline, strikethrough, code, quotes, numbered lists, bullet points, and emojis*). 5. Choose the appropriate note access right colour to control visibility based on your business requirements. 6. Click on Post to save you annotation and comment ![An image highlighting adding an rectangle annotation and a new comment](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/adding comments in proofing.png) An image highlighting adding an rectangle annotation and a new comment ## Editing Comments --- To edit an existing comment, click the ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-04-03 at 21.17.07.png) icon. If the **Edit Another User’s Comment** property (see [Configuring Online Proofing](/v1/docs/proofing-configuration)) is enabled, you can edit comments where you or other users are the author. However, if this property is disabled, you will only be able to edit comments that you have authored. ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-04-17 at 16.18.03.png) ## Removing Comments --- To delete a comment, navigate to the action menu and select ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-04-03 at 21.22.23.png) option. Some comment actions may trigger notifications (see [Automation Rules](/v1/docs/automation-rules)), so the comment will remain visible in the comments panel, but its content and change log will no longer be accessible. Deleting a comment does not remove associated replies. ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/deleted-comment.png) ## Replying to Comments --- When **Replies To Comments** property (see [Configuring Online Proofing](/v1/docs/proofing-configuration)) is enabled, you can reply to an original comment using the ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-04-04 at 10.07.59.png)icon. The author of the original comment will automatically receive an in-app notification with a direct link to the associated proof item—unless the reply is made by the same user. Additional notification methods (see [Automation Rules](/v1/docs/automation-rules)) can be configured. ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/comment-reply.png) ## Marking a Comment as Resolved --- If the **Mark Comment as Resolved for Proofing** property (see [Configuring Online Proofing](/v1/docs/proofing-configuration)) is enabled, you can easily mark a comment as resolved or unresolved by clicking the circle icon within the comment. This action can automatically trigger notifications (see [*Automation Rules*](/v1/docs/automation-rules)). Resolved or unresolved comments are included when exporting data from proofing as PDF or as TXT. > [!WARNING] > **Note:** When opening an annotated PDF within Adobe Acrobat Reader, the status of the document will be displayed as “Completed” rather than “Resolved. ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/mark-comment-as-resolved.png) ## Adding a Comment Attachment --- When **Enable Attachments** (see [Configuring Online Proofing](/v1/docs/proofing-configuration)) is checked as enabled, you will have the option to supply support or clarifying documentation to provide additional context and add substantiation to the comment. There are three available options: 1. **Add attachment from your computer** – Allows you to upload a file from your desktop. 2. **Add attachment from Encodify DAM** – Enables you to reference a file already uploaded to another module. 3. **Insert a Link** – Allows you to reference an external website. > [!WARNING] > **Note:** User must have edit access to note access right colour to be able to add or delete an attachment. ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/proofing-attachments.png) If the attachment uploaded is from your computer or from the Encodify DAM you will also be able to open a preview by clicking the filename or they be downloaded to local machine from the action menu. ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/proofing-attachment-preview.png) An image highlighting the preview of a previously attached file > [!WARNING] > **Important:** When annotation a live proof from a web URL, we recommend downloading our Chrome web store plugin [here](https://chromewebstore.google.com/detail/encodify-for-chrome/dhlpnhkepogbiicjogkhklmpdkppallb). This plugin automatically captures a screenshot of the associated annotation and adds it as a comment attachment. Therefore, enabling [comment attachments](/v1/docs/comments-panel) is also required. **Known limitations:** - Comments and attachments get removed from DB once item is deleted - The specified "Attachments Module" and "Attachments Media Holder" settings are not copied when exporting and importing a module ## Using @mentions --- Typing **@** within a comment allows you to directly mention users, making it easy to draw their attention to specific points. You can also click the ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-04-04 at 07.59.38.png)icon from the comment formatting toolbar. Mentioned users will automatically receive an in-app notification with a direct link to the associated proof item. Additional notification methods (see [Automation Rules](/v1/docs/automation-rules)) can be configured. ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/@mentions.png) **Known limitations:** - After typing **@** you will only be able to select users associated with the same user group and parent user group. ## Comment Reactions --- Reactions are a fun and helpful way to reply to a comment by adding a single emoji character instead of sending a new comment. After adding a reaction to a comment the original author will receive an in-app notification. Additional notification methods (see [Automation Rules](/v1/docs/automation-rules)) can be configured. ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/comment-reactions.png) ## Comment Change Log --- After clicking the ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-04-03 at 20.54.18.png) button from the action menu, you will be able to see a complete timeline of modifications made to the select comment, listed in descending order, with the most recent change appearing at the top. ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/comment-change-log.png) **Known limitations:** - Any changes applied to comment replies are not current logged. - The change log will only contain events starting from the moment of update. (introduced in [version 9.103](/v1/docs/release-9103)) - There will be two log entries when the comment is initially created. - The change log will only record adjustments to note access right colour and comment text. Changing shapes size, position of annotation and other events are not tracked. - If an author or editor of a comment was deleted after being logged the ‘changed by’ section in the activity log becomes empty