What Are The Guidelines For Pdf Annotations?

Annotations can be used in the review and approval process to help with color and word usage.

Contract Review

Annotating PDFs is useful for reviewing creative assets, but it also helps with legal documentation such as contracts and agreements. Reviewers can only view the legal documents if they are saved as PDFs. They can however annotate the content to indicate what and why they need to change, but the original content is not affected.

Catalog and Magazine Review

Both print and digital magazines and catalogs must go through several stages of review. It would be difficult to handle multiple pages, especially if the center spreads have images or words that span two pages or require a Wondershare UniConverter to convert a video. Reviewers can save all pages in one PDF file so they can switch between them and make suggestions or changes. Online PDF proofing is especially useful for large-volume printing jobs, where you need to check and compare the accuracy of changes such as colors, text and pixelation. This saves printing costs as well as any reprinting errors.

Remote Collaboration

Remote marketing teams cannot gather around a PDF in the office to give feedback. They need a way to instantly share feedback, but not via email, Slack or any other digital channel that might lose it. These other channels aren't equipped with the right markup capabilities and will lose your comments and requests. Annotating PDFs and proofing them requires a high level of annotation and comparison. This is something that can't be done in other digital channels such as email and Slack.

PDF Annotation Features

These are the main features to be aware of when you evaluate PDF annotation software. Comparison and Color Accuracy

Many PDF annotation tools can't reproduce the true color definitions of PDF files when you convert them into proofs. There are some tones that appear darker or lighter than others, or the color separation can be incorrect, which causes the review and approval process to fail. It is crucial to ensure that PDF proofs are accurate in color. This will ensure that clients, designers, and creative teams all have the correct version of an asset. PDFs are much easier to approve and review if there is no debate or confusion about the appearance of design elements. Another common feature in many designs is image transparency. This is a common element in many designs, but not all tools are capable of handling it. Reviewers may not be able to see the original design accurately because they cannot use all tools. The review process can be slowed down by concerns about image transparency.

Font Quality and Pixelation

Most PDF annotation software handles fonts quite well. One thing you need to look out for is the pixelation when zooming in. Some tools can cause text quality to drop dramatically, even at 200%. When it comes to video, you may need to compress video so it can be shared more easily.

Measurement tools for correct formatting and printing

The PDF proof and source files should be identical. This saves designers and creative teams many hours and helps them to avoid errors during review. You can use measurement tools to measure down to the millimeter, inch, or pixel to inspect the page size, bleed size or size of objects on a proof. These tools allow clients to accurately view the file at print. This helps them avoid errors and saves thousands in printing costs.


Highlighting is a way to bring attention to particular text or design elements. You might like a certain section of text to be in a larger font or in a different color. Highlighting makes it easier to review and give feedback and allows you to make changes faster.

Strikethrough Function

You will need to use a strikethrough function if you wish to remove any text.

Comment Placement

Your comments must be aligned to the correct section of the PDF in order for the reader or designer to make changes. This is an example of how a typical design agency uses Wondershare's PDF annotations and commenting tools to examine PDF documents for clients' events and menus.

Conversation and Version History

It is essential that multiple parties are involved in the review and approval process. They can easily follow the conversation and comment history, see who requested the changes, and get the details of the changes. These changes must also be related to the versions so that you can compare the visual changes across different PDF iterations.

Upload and Load Speeds

Many PDFs include multiple pages. Many PDF proofing tasks involve multiple PDF documents. Slow upload speeds such as when you need to share large video on whatsapp can cause delays in the approval and review process. Your designer should be able send a PDF file to clients for review. The reviewer should then be able to access the file immediately and make annotations. Your PDF annotation software must be able to upload and load quickly for all members of your team.

Workflows for Automated Approval

Make sure your PDF annotation software has automated workflows that notify stakeholders when they have to review PDF files. Your team also knows when clients have provided feedback or approved changes. Particularly important for PDFs with a lot information or that require multiple rounds of review (e.g. legal documents), stage approvals are essential. For agencies with a lot of projects, PDF annotation workflow templates can be used to streamline the repeatable PDF annotation review process. A PDF review workflow can be used to automate design and review across multiple projects, such as if you have a print shop that does the same type of projects or receives daily design requests.