Create & Manage Markups on PDFs in Documents in the Webapp

Overview

PDF markups let you add drawings, shapes, and comments directly to PDF files.
This makes reviews clearer, speeds up approvals, and supports real-time collaboration. Read more in Review & Approve Documents.

Currently PDF markups are only available for PDFs saved in Documents > All files including File Approvals, Favorites and, Shared Items. Read more in View & Find Files/Folders.
PDF markups are not yet available for Ticket attachments and Project reports. There you still cannot save markups directly in the current version. Read more in PDF Viewer > Sign Document / Add Annotations.

This feature is already released for the Webapp. The mobile app release will follow later.

Collaboration and Visibility

• Markups are saved automatically in the current version of the PDF.
• Markups appear instantly for all users, enabling real-time collaboration.
• Markups can be edited or deleted by any user with edit permissions, even if they were created by someone else.
• Markup changes are recorded in the file activity log.
  Read more in View Activity Log for Files & Folders in the Webapp.
• In the file list, there is a column called 'Last modified markups' and you can filter for files with markups.
  Read more in View & Find Files/Folders > Filter.

How to access

To view a PDF in Documents:

• Click Documents
• Select a Project
• Click All files or Favorites or Shared Items
• Click the PDF

Create Markups

There is a limit of 500 markups per PDF.

To add markups in a PDF:

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
   

Markup Tools & Options

There are several markup tools that allow you to add and customize annotations.

Some of the markup tools offer additional tools in the drop-down menus. All tools offer formatting options depending on the selected tool e.g. to change the thickness or colour of the line and more:

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

The following markup tools are available:

Drawing

Draw a freeform line.

Freeform Highlighter

Draw a thick transparent line to highlight areas.

Eraser

The eraser partially removes your freehand drawings.

Text Highlighter

Select a text and highlight it.

There are also inline formatting options when selecting a text for 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

Add a note to place an icon that shows your text when clicked.

Link

Add a link to a page within the PDF or to an external website URL.

Links are transparent, so you can place them on top of other markups.
To select or edit a link, use the selection tool — see Select Markups below.

Signature

Add a signature by freehand drawing, uploading an image or typing your name.

Edit Markups

To edit a markup:

1. Click on the markup
2. Apply your changes as described above
3. OR Move or Delete a markup as described below

Select Markups

To select one or multiple markups:

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

Move Markups

To move a markup:

1. Drag the markup to the desired position

Delete Markups

To delete a markup:

1. Click the Trash icon
2. Or press Del or Backspace on your keyboard

Undo & Redo

You can undo or redo changes while you are in a markup-editing session.

To undo an action:

1. Click the Undo icon

To redo an action (after undoing):

1. Click the Redo icon

Show/Hide Markups

Showing or hiding markups applies only to your current PDF 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

Print & Download

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

Find PDFs with Markups

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

You can recognise if a PDF has markups without opening the file:

• By the icon and time stamp in the Last modified markups column in the file's list view:
  
   
• By the icon on the thumbnail in the file's grid view:
  
   
• By the icon in the approval request details under Items to review: