Overview
The PDF annotation function allows you to add annotations, markups and drawings to PDF documents.
Saving options
You can choose how your annotations are saved:
Immutable: The annotations are permanently burnt into the document
Editable: The annotations remain editable and can be customised later
Setting up the function
Prerequisite: Administrator activation
An administrator must activate the function for you. Only then can you use PDF annotations.
Activation by the administrator
This is how an administrator activates the PDF annotation function:
Open Settings
Select Account settings
Click on "Activate PDF annotations" (for first-time use)
After activation, the option changes to "Configure PDF annotations"
Authorise users
After activation, the administrator can specify who is authorised to use the function:
Open the configuration window
Select individual users who are authorised to use the function
Or select entire user roles
Start editing mode
Open and edit PDF document
This takes you to edit mode:
Open the desired PDF document
Click on the pencil icon in the top right-hand corner
The editing mode is started
The document opens in full screen mode
Switch between modes
From read mode to edit mode:
Click on the pencil icon
From edit mode to read mode:
Click on the glasses icon
You cannot add annotations in reading mode
Important notes on document locking
If the document is locked by another user:
You will not be offered edit mode
The document must first be unlocked
Only then can you make annotations
If you activate edit mode:
The document is automatically locked
No other user can make PDF annotations during this time
No other user can upload new versions of the document
The lock is cancelled when you exit edit mode
Available annotation options
Numerous tools are available to you in edit mode:
Selection tools
Select multiple annotations: Select several elements at the same time
Drawing tools
Draw: Create freehand drawings
Free highlighting: Mark areas freely
Highlighter: Emphasise text
Eraser: Remove annotations
Insert tools
Image: Insert images into the document
Stamp: Use predefined stamps
Hyperlink: Insert links
Note: Add notes
Message: Insert messages
Shape tools
Legend: Create legends
Line: Draw straight lines
Arrow: Insert arrows
Rectangle: Draw rectangles
Ellipse: Draw ellipses and circles
Other geometric shapes
Saving annotations
If you click on the disc symbol, various saving options appear.
Option 1: Save changes
What happens:
Your changes are saved
The original document is not changed
The annotations are only visible in the web application
Only users with annotation editing rights can see the annotations
When to use:
If you only want to make the annotations visible to yourself or other editors
If the original document should remain unchanged
Option 2: Save annotations in the document (editable)
What happens:
Your changes are saved in the document
The annotations remain editable
The annotations are visible to all users who have access to the document
Other editors can change the annotations later
When to use:
If you want to share the annotations with everyone
If the annotations are to be customised later
Option 3: Burn annotations into the document (not editable)
What happens:
Your changes are saved in the document
The annotations are no longer editable
The annotations are visible to all users who have access to the document
The annotations become an integral part of the document
When to use:
If you want the annotations to be final
If you want to prevent others from changing the annotations
For final approvals or authorisations
Downloading/exporting a document
In addition to the normal download options, special export options are available.
Option 1: PDF with annotations (editable)
What is downloaded:
The PDF document with all annotations
The annotations remain editable in the downloaded document
You can edit the annotations later using a PDF editor
Option 2: PDF with annotations burnt in (not editable)
What is downloaded:
The PDF document with all annotations
The annotations are permanently burnt into the document
The annotations can no longer be edited
The annotations are part of the document like printed text
Option 3: PDF without annotations
What is downloaded:
The PDF document without any annotations
All new annotations are removed
Existing annotations from the original document are also removed
You receive the "clean" original document
Exit edit mode
How to close the edit mode:
Click on the spectacles icon in the top right-hand corner
The editing mode is closed
The read mode is activated
The document lock is cancelled
Other users can now make annotations again
Important: You cannot add new annotations in read mode. You can only view the document.
Deleting annotations
How to remove an annotation:
Step 1: Select the annotation
Click on the annotation you want to delete.
Step 2: Select the recycle bin icon
Click on the recycle bin icon in the top right-hand corner.
Step 3: Confirm deletion
A notification text appears
Click on "Delete" to confirm the deletion
The annotation is removed
Note: Deleted annotations cannot be restored unless you have previously created a backup copy.
Summary: The PDF annotation function allows you to flexibly edit PDF documents directly in Scopevisio Documents. You can choose whether your annotations should only be visible to editors, visible to all and editable or permanently burnt into the document.