Create & Manage Markups on PDFs

• PDFs saved in Documents > All files including File Approvals, Favorites, and Shared Items. Read more in View & Find Files/Folders.
• PDFs attached to tickets. Read more in View Ticket Attachments.

• PDFs in Documents, in the iOS and the Android app.

PDFs attached to tickets open in the regular PDF viewer. Read more in PDF Viewer.

• Every markup shows who created it and when. To see this, click Annotations in the top left of the PDF viewer: it lists all markups in the PDF. Markup changes are also recorded in the file activity log in Documents and, for PDFs attached to tickets, in the ticket journal.
• In the file list of Documents, there is a column called Last modified markups and you can filter for files with markups. Read more in View & Find Files/Folders > Filter.
• For PDFs attached to tickets:
  • Markup changes are recorded in the ticket journal. Read more in Track Activity on a Ticket in the Journal.
  • There is a column called Last modified markups in the ticket attachment gallery list view (View Ticket Attachments > Attachment Galleries > View Options) and in the ticket attachments list view in Documents, where you can also filter for tickets with markups (View & Filter Attachments of All Tickets in the Webapp).
  • During and after ticket approvals, markups can only be created and edited by the reviewers of the active approval step. Locked tickets prevent other users from creating or editing markups. Read more below in Markups During Approvals, in Review & Approve a Ticket and in Lock a Ticket.

• In Documents, files with markups show a markup icon in the list and grid view.
• Sort the files by Last modified markups, or filter for Has markups.

To view a PDF in Documents:

1. Click Documents
2. Select a Project
3. Click All files or Favorites or Shared Items
4. Click the PDF

To view a PDF attached to a ticket:

1. Click Tickets
2. Click the ticket
   

   

3. Click the PDF
   

   

To view a PDF in Documents:

1. Tap Documents in the main menu
2. Open the folder and tap the PDF

You need an internet connection to edit markups in the app. Read more below in Markups Offline in the Mobile App.

1. Enable the Edit markups toggle
   

   

2. Click on one of the markup tools. Read more below in Markup Tools & Options.
   

   

3. Click or draw anywhere in the PDF to add the markup there
4. Optional: Adjust the markup options
   

   

1. Tap the pencil icon in the top bar
2. Select a tool in the markup toolbar on the right
   

   

3. Tap or draw on the PDF

Without the permission to edit, the pencil icon is greyed out and tapping it does nothing. Subcontractors and watchers do not see it.

When the PDF reaches 500 markups, the app shows 500 markups limit reached and does not add the new markup.

1. Tap the pencil icon in the top toolbar
   

   

2. Select a tool in the markup toolbar
   

   

3. Tap or draw on the PDF

Without the permission to edit, the pencil icon is greyed out and tapping it shows You do not have the permission for this action.. Subcontractors and watchers do not see it.

When the PDF reaches 500 markups, the app shows 500 markups limit reached and does not add the new markup.

Some of the markup tools offer additional tools in the drop-down menus.

1. Select the tool e.g. Drawing
2. Select a tool from the drop-down e.g. Freeform Highlighter
3. Adjust the formatting options in the left panel

Drawing: draw a freeform line.

Freeform Highlighter: draw a thick transparent line to highlight areas.

Eraser: remove parts of freehand drawings.

Text Highlighter: select text and highlight it.

Strikethrough & underline: when you select text, the inline options also offer strikethrough, underline and red wavy underline.

Lines & Shapes: add a line or shape including:

• Line
• Arrow
• Rectangle
• Ellipse
• Polygon
• Cloudy Polygon
• Polyline

Text & Callout: add text or a callout. A callout is a textbox with a flexible arrow.

Note: place an icon that shows your text when clicked.

Link: link to a page within the PDF or to an external website. Links are transparent, so you can place them on top of other markups. To select or edit a link, use the selection tool — see Edit Markups below. Links are not counted as markups: they do not make a PDF show as containing markups, and markup filters ignore them.

Signature: add a signature by freehand drawing.

Stamp: add a pre-defined stamp to show a document’s status. Choose one of the six stamps:

• APPROVED
• NOT APPROVED
• DRAFT
• FINAL
• ACCEPTED
• REJECTED

You cannot create, upload or edit stamp designs. A placed stamp can also be resized and rotated: click it, then drag a corner handle to resize it, or the rotation handle to turn it.

The markup toolbar groups the tools. Tap a group, then the tool:

• drawing: pen, freeform highlighter, text highlighter, eraser
• lines and shapes: line, arrow, rectangle, circle, polygon, cloud, polyline
• text: free text, callout, note, link, signature (drawn)

When you select text, you can highlight it. Strikethrough, underline and stamps are not available in the iOS app.

The markup toolbar groups the tools. Tap a group, then the tool:

• drawing: pen, freeform highlighter, text highlighter, eraser
• lines and shapes: line, arrow, rectangle, circle, polygon, cloud, polyline
• text: free text, callout, note, signature (drawn)

When you select text, you can highlight it, strike it through or underline it. On phones, the toolbar also has Undo and Redo. Links and stamps are not available in the Android app.

When edit mode is active, click on a form field to interact with it — type text, check a box, select a radio button, or choose a value from a dropdown.

While you are online, tap a form field to interact with it — type text, check a box, select a radio button, or choose a value from a dropdown.

To edit a markup:

1. Click on the markup
2. Apply your changes using the formatting options as described above

To select several markups at once:

1. Click on the Select Multiple Annotations icon
2. Select an area by holding the mouse button

To move a markup, drag it to the desired position.

To delete a markup, click the Trash icon, or press Del or Backspace on your keyboard.

You can undo or redo changes while you are in a markup-editing session: click the Undo or Redo icon.

1. Open the markup toolbar as described above
2. Tap the markup to select it
3. Change it with its options, drag it to move it, or delete it

You can also delete markups from the list of all markups in the PDF. You can select only one markup at a time.

1. Open the markup toolbar as described above
2. Tap the markup to select it
3. Change it with its options, drag it to move it, or delete it

You can also delete markups from the list of all markups in the PDF. You can select only one markup at a time. On phones, tap Undo or Redo in the markup toolbar.

Showing or hiding markups only applies to your current viewer session. This setting is not saved and does not affect what other users see. When you open a PDF, markups are shown by default.

To hide all markups:

1. Click the Hide markups icon

To show all hidden markups:

1. Click the Show markups icon

Tap the eye icon to hide the markups, and tap it again to show them.

You cannot edit markups while they are hidden.

Markups are only included in the printed PDF if they are visible. When saving a PDF to your computer, export it to include markups or download it to exclude markups.

To print a PDF including markups:

1. Click the Show markups icon
2. Click the Print icon

To print a PDF excluding markups:

1. Click the Hide markups icon
2. Click the Print icon

To export a PDF including markups:

1. Click the Export PDF icon

To download a PDF without markups:

1. Open the More menu
2. Click Download

1. Open the More menu (…)
2. Tap the share icon
   

   

3. Under Page Range, choose which pages to share
4. Tap Annotations and select:
   

   

   • Flatten Annotations to include the markups. They can no longer be edited in the shared file.
   • Ignore Annotations to share the PDF without them
   • Annotation Summary to list the markups as text
5. Tap Share and continue in the share sheet of your device, e.g. to print or save the PDF

1. Tap the share icon
2. Enter a File name
3. Under Pages, select All pages or Current page
4. Under Markups, select:
   • Flatten markups to include them. They can no longer be edited in the shared file.
   • Ignore markups to share the PDF without them
5. Tap Share and continue in the share sheet of your device

Find PDFs with markups by filtering. Read more in View & Find Files/Folders > Filter.

In Documents:

• Files with markups show a markup icon in the list and grid view.
• Sort the files by Last modified markups.
• Filter for Has markups.