PageProof Academy: Masterclass on markup commenting, annotation & proofing tools

Hello everybody and welcome. It's Marcus from PageProof here for another PageProof Academy. This time it's on markup, markup and commenting. So we're going to go through today a whole bunch of features and places that you can use the markup tools inside of PageProof. So we're going to go into a bit of detail and there's a lot to get through. So we're actually going to kick off and get straight into the, into the webinar. And we're going to be going on about markup. So first thing I wanted to just talk about was the PageProof proofing screen. So here we are inside the PageProof proofing screen. And what I'm going to do is we're going to go through this markup by using a PDF just to, just to sort of show the tools and what we can do. And we will be going through a few different screens as well. But let's just kick off first with markup tools. So over on the left-hand side of the screen, you'll see there is a pen tool. You hover over here and you can see the various different tools that you have available. And if you go over the tops of these, it tells you exactly what that tool will do. So that's sort of tip number 1 is just showing that. Now, for some reason, if the pen tool has a line through it, that means the pen's not available. All you do there is just click onto it and it'll tell you why it's not available. So that's a good way of just checking. And it may say something like, hey, this proof is approved, or it might say a to-do list has been returned, or the proof is locked. So if you see the pen tool with a line through it, it means that you can't use it. But do click on it so that you're able to see why. Okay, so a couple of things about the pen tools. And this is, this is pretty interesting. So you'll see that I've got the pen tool selected here. You can also use the keyboard shortcut of C. And if you use C, you'll see it selects the comment pen. So C for comment. If you press C, it is the keyboard shortcut to choose that pen. And if you want to go to the next tool, it's just Shift+C. And that'll show you the next pen tool. It just automatically does it for you. So a great way of navigating. If you love using your keyboard, then you've got the ability to get through your comments that way. But let's go back into here. We'll grab hold of the red pen, and I'm just going to show you some of the things you can do. Now with the red pen, you can place dots by clicking. So you can click and it places a pin, I should say. So that places a pin. You can also draw lines as well. So you just click and drag and that will draw a line for you., and you'll notice that I'm using the multiple markup feature here. And then if you drag diagonally, then it will do a box. Now, just looking at this, you'll see that I have placed 3 pieces of markup here under the one comment that you see over on the right-hand side. Now, above the pen tool, so I'll take your attention back to the left-hand side of the screen, you'll notice that there is an undo. There's also a redo if you need it and a delete, and that'll remove all of the markups. So if you've placed some markup using the pen and the multiple markup and you think, oh, I didn't want to do that last one, just hit undo and that'll just take that last one out and then you can redo it if you want it back. So there you have using the basic red pen, and I'll put a comment in here as well so we can, we we can do that now. This is a change. Now, a couple of things to note here about adding the comment onto the proof. Of course, you click on the little green arrow here and that will add the comment. Again, if you're a keyboard shortcut person, you can go and just do, you know, Shift+Enter, or if you want to change that, you can actually change it in your profile. So let me just show you what that looks like. So we'll just, uh, just add that on. Now, in your profile, if you prefer, instead of using Shift+Enter, you just want to use Enter to add the comment, go to your profile, go over to Settings, and scroll down, and you'll see at the bottom here, Submit Comment, and you can change that to just the Enter key if you prefer just using the Enter key for your, um, for adding your your comments on. So that is something that's in your settings. And while I'm here, you will also note that when I was putting comments on there, it was showing up in red. Now, if red is not something that you would like to use, and maybe there are reasons why you would like to use different colors for the way your markup works, you can come into here. And if you click onto these in your settings, you can change it to a different color. So you might want to make it purple, you might want to make it, you yellow or something like that. So you can go through and set these to whatever you like. This sets it for you and only you. So this doesn't change your team settings. It's purely for the way that you would see that markup. So just a couple of options in your, in your profile to do with markup. Okay, so I'm going to now take you through and we're going to look at the next one, which is the drawing pen. So I'm going to go here. I'm going to select the drawing pen. Now the drawing pen allows you to draw as if you have a felt marker. So you can use the drawing pen to do things like, hey, this here needs to be moved over to here. And you can draw straight lines if you want to, but of course I've done a wobbly one. But the point is, you can go through and use this markup pen, this drawing pen to actually do these sorts of drawings. And again, you've got the undo, redo, as you would expect with this as well. So I'll just put into the comment that we want to move this. Now while I'm in the comment, what I'd like to show you is that we do have @mention as well. So you can @mention people. So you can just type the symbol. It'll show you others inside the review. These are people in the workflow and you can choose that person and you can @mention them and that will notify them and draw their attention to that comment. Now you can also @mention everyone if you want to. So you can literally type everyone. And what will happen here is it's going to @mention everyone and draw their attention to that comment. So do use that, but do use it sparingly depending on how many people are in your workflow. It could be quite interesting if you did it to, you know, hundreds of people. The other thing I want to point out here as well is that we do have emojis here. So if you want to use emojis, you can do that. You can click on the emoji icon and choose from that library. The other shortcut is if you type the colon key, you can then see we've got a picker here. And if you know the name of the emoji, you can just simply start typing it and then you can just choose the one that you want to add. And there you have it. There's an emoji added. But as I said, there is an emoji icon here. You can click and get a full picker if you want to as well. So that is how you would do that. And then over on the right-hand side here, there's a little paperclip icon, and this is where you can attach files into your comments as well. So if you go in and you click on Attach Files, you're able to choose files here and add them into your comments. So this might be some photography, you might have a photograph that you want to attach to your comment, or it could be an Excel spreadsheet. It could be— we support a wide range of different attachments. If you're working with a bunch of files, you can drag multiple files into here. And you can also, if you want to, put them into a zip file and just attach, just drag and drop the zip file into here. Now, there are a few tips when it comes to file attachments for your comments. You can do what I did there, which is click on attach file. You can drag and drop from your desktop. Files into here. And if you have your computer set up so that when you do a screenshot, it puts it into the clipboard, you can just paste that screenshot into here as well, and it'll go in as a file attachment. So some really good little tips and tricks for your attachments inside of comments. Okay, the next one we're going to put— take a look at is the highlight pen. Now the highlight pen works with copy. So if you click onto the highlight pen and you go near any copy, you'll see that the text selection comes up. And here you can select over the text. When you release, it puts that text up into the comment. Useful. The reason for this is that you're able to go in and you can make your adjustments here. So these are your suggested changes. You can also, as you can see, when you highlight it, you can see that you get some formatting options as well. And we go quite, there's quite a few formatting options here. So you can do your standard bold, bold, italic, underline. If you like to use strikethroughs to show that you want to remove a word, then strikethrough is here. If you're working anywhere that you need to do superscript and subscript, that's there as well. And then on the end here, you can start bullet lists and numbered lists. So there's a, there's a whole lot of formatting power inside of here if you need it. But I'm going to go in and make my suggested changes just directly inside the comment. And add that comment onto the proof. Okay. So the other thing with the highlight pen, you can also use that, makes it kind of easy. If you go into a block of text and you just want to pick out one word rather than kind of like clicking and dragging and trying to just, just double-click it and it will select that word for you and boom, it's up into the comment, which is that, which is kind of nice. If you want to select an entire line, just double-click and it will grab the whole line and put it up into the comments. So some little tips there for making it quicker to select the words and also lines of text inside of PageProof. So that is the highlight pen. Now there's one more. Again, hover over here. There's one on the end here called the general comment, and the general comment has no markup. It is literally a comment over in the comment pane where you can write something, but it doesn't have any markup on the proof. And this is useful for doing things like page callouts where you can say things like, you know, everything green, make it blue. And that is just a general comment for the page. So that's what the general comments are used for. Now, I wanted to show you something while we've got this comment open. You'll see that each one of these comments has a number beside it. So you can see, you know, 9, 10, et cetera. You can refer to those other comments from inside a comment. So you can say, once this is done, do, and just type the hash and type in the number. And you'll see that it's going to refer. So when I add this comment on, you'll see it's now referring to that other comment. So if I hover over this, it actually is showing the text from the other comment. And if I click it, it takes me to that comment. So you can use this to refer to other comments and link your comments together. So very, very useful for when you have things that are chained together and need to happen. This, then this, then this. You can use the reference from the comment number to do that. So that's a super useful. Okay. One more thing I want to show you while we're here is the ability for you to mark on pages areas which are approved, or you want to highlight them. So if you think about a product catalog, so go to catalog, and on that catalog, we've got a whole lot of product boxes. So we've got, you know, makeup and bits and pieces, and some of these things are approved, and you just want to indicate that. Well, if you go to the pen tool and choose the basic red pen and you highlight over the area that you want to highlight or you want to put an approve, you'll see in the comment there's a little box fill here. If you click on the box fill, you can say, hey, this is approved and you can even write into here why, because, and then add that comment on. And what you'll see is it tints it with this green to indicate that this area here is approved because it's just my reason. You can also, you'll notice in that box fill, I also had highlight as well. So highlight is another way that you can do it. So if you're doing any retouching and you say, hey, this area here, I really want this to pop, then you can use the highlight to do that. So that's extremely useful there. The next one we're going to take a look at is going to be how you can make comments from inside of other areas of PageProof. So this one, I've used the barcode scanner. And if you don't know about the barcode scanner, this is where I'm going to teach you. Over here, you can see the magic tools. So if I click onto the magic tools and I go to the barcode scanner, PageProof will scan the page and then highlight where the barcodes and QR codes are. Really useful. It's amazing. It stops you using your phone and pointing it to the screen. Now, if you hover over these, you'll see that it shows you the contents of the barcode, or if you hover over the QR code in this case, it will show you the contents of the QR code, where it's going. Now, if you click, and it says there, click code for more options. If you click onto this, you can create a comment directly from here. So you can say, you know, if that was the wrong QR code destination, you can go create a comment and it will then point the comment to that QR code in this case. That's another way you can make comments when you're using the barcode scanner inside of PageProof. So that's very, very useful for that. Okay. And there is one other way that you can make comments as well when you're in the collection view. So here I am looking inside of a collection. So I've got two proofs in my collection. I just want to put a general comment on both of them. So you'll see over on the left-hand side here, there's a comment icon. You click on the general comment and you can write a comment and then you can add that comment and it'll go on both of those proofs. If you've got 10 proofs in here, it'll go on all 10 of them. But you can also select which one you want it to go on. So, uh, you've got options here and this is adding a general comment, which we know doesn't have any markup, but it's a good way of saying, hey, change the logo on all of these proofs. From this logo to this logo. So you can kind of refer with general comments inside of here. So that's a collection comment, putting a comment on all of the proofs inside the collection. Okay, next one we're going to take a look at is when you do have a bunch of markup inside of a proof, you can open up the comment pane. You can see all these different comments from different people. If you agree with what that person's saying, rather than you put another comment saying, yeah, that sounds good, or you even replying onto it, you'll see over on the right-hand side, if you click, you can agree with that comment and it just adds more weight to that. So each person gets the ability to agree with other people's comments, again, giving the proof owner more confidence that that is the right thing to do. So again, comment— sorry, agrees on comments, really useful to to indicate that you do. Yes, I do endorse that. Definitely, that's something that we need to do. So that is one thing you can do there. The other thing to note while I have that open, if you click onto a comment, it actually will take you and it will show you exactly where that difference is. So it flashes for you, which is great. But you'll also notice by doing that, you've got these up and down arrows here so you can navigate quickly through the comments just using this navigation. And that will allow you to really quickly get through and look at all the comments on your proof. So, something to note there. You've got those up and down arrows that you can go through those and make sure that you're able to do that. Okay, so for any comment that you have placed, you'll notice that you've got the three dots here at the top. You can click into here and you can edit the comment. So, if you've written something you think, oh no, I need to change that, you can click on the three dots, choose edit, and you can type over the top of what you've done. The other thing to note is that you can double-click and it will put it into edit mode anyway. And yeah, and then click on the little check here and that now edits the comments. So that's how you're able to go through and do any edits that you need. All right, next thing I'm going to show you, these are two features. The next two things I'm going to show you are features which are available in PageProof, PageProof Enterprise and PageProof Teams Plus for the private comments. But you can talk to your customer success agent about this and how you get access to them. So the first one is private comments. So when you go and place a comment, so if I come into here and select over this area here and say needs more, you'll notice at the top because I've got it switched on, there is a little eye icon here, which is what you'd see if you have the private comment feature switched on. I can make this private to my team by just clicking onto the private comment, and then I can add that on. So I'm going to just also add that on, and you'll see it gets this private banner across the top of that comment. What this means is that this comment can only be seen by my team members. It won't be seen by people outside of my team. So if you sent this proof to a client, for example, they won't be in your team, but your designers and everybody who is working in your team can see that comment. So private comments, fantastic feature for where you want to add your own internal commentary to proofing, but not have anybody external see your comments. So that is the private comment feature. Extremely, extremely useful. The second one I wanted to show you, this is a PageProof Enterprise feature. This is the invisible reviewer comments. And when it's switched on, on the proof setup screen, you'll get this ability to switch on these invisible reviewer comments. What are invisible reviewer comments, you might ask? Well, okay, let's think of a scenario where you're working with external partners. You might be working on catalog pages, or you might be working on a collaboration with other brands, and you want to send out one proof to all of them, but you don't want them to see each other's comments, but you want everyone in your team to see all of the comments. So that's what invisible reviewer comments does. People outside of your organization or outside of your team as they're adding comments onto your proof, they can see their own, but they cannot see other people's comments. So as far as they're concerned, they're the only person in the world placing comments on your proof. But your team can see everybody's comments that are being placed onto that. And if you think of catalog production where you might have a page and you have two competing products on a page, this is perfect. Those reviewers, can comment on their product, but they can't see their competitors' comments on the proof. So extremely, extremely useful, invisible comments. Again, a PageProof Enterprise feature, but it is absolutely worth its weight in gold when it comes to doing all of those sorts of proofs. So that's something I just wanted to show you there. Okay, what I'm going to do now is jump in and just take a quick look at what it looks like when you need to take a look at a proof and you're the final approver or you're a gatekeeper. So again, when you open the proof, you'll be told whether you're the final approver or the gatekeeper. This is where we can go through and actually say, okay, how do I mark comments as to-dos where I want the design team to actually make the comment? So you'll notice that the comments here, regardless of who placed them, you've got these little circles here at the top. And if you click into it, you can say mark as to-do, mark as to-do. So you can go through and say, yes, I want these ones on the to-do list. This one here, not so much. So you just leave them. You don't need to mark them. So you can go through and mark those so that you're able to say these are definitely the ones I would like to do. Another option on this, by the way, is at the very top of the screen where it says mark all, you can just mark all as as a, as to-do and then go through and unmark the ones that you don't. So there's a couple of ways that you can do this. Up the very top here, you'll notice that we've got these, got these indicators. If you actually click onto these, it filters the comment list by the thing you click on. So this is just showing me now the ones that are unmarked, which is great because you can go through and say, yes, that's a to-do. It actually takes it off my view. So I go through that, yep, mark that as a to-do, mark that as a to-do. And you'll notice that the to-do one is incrementing If I click onto that, it shows me just the to-dos. So again, anything at the top here, you can click and it will filter it by just that thing. So this is how you can go through and get your to-dos. Now, while we're on the topic of filtering and sorting and all that sort of thing, down the bottom here, you'll see this proof has got a lot of different things that I can do. So if I just want to see comments with replies, I just simply click on this icon and it shows me just the comments with replies. If I want to filter this list by a certain individual, I can come in and just choose that and it only shows me that person's comments. So you've got these options here and you can just go back to, just click on the top one here and it shows all of them. And one last thing over here is that you can filter and change the order as well. So you can go through and say, well, I want to order this by position. I want to order it by last reply, latest reply. So just click into these options at the top here because they give you a whole lot of power over the comments in this comment pane. So I thought I'd show you that while we're here. All right. Fantastic. Thank you very much, everybody, for your time today. Hope you found this useful and have a good rest of your day and look out for the next PageProof Academy coming very soon. There'll be an announcement going out and we will be going through workflows in detail. Thanks, everyone. Have a good rest of your day.