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Document Annotations

What Is This Feature?  

Use Kapost’s Document Annotations feature to revise content as it’s reviewed and finalized. The annotation mode provides a collaborative interface for content that displays current annotations and records version history.

In annotation mode, you can:

  • View current annotations, see resolved annotations, and add new annotations
  • Leave comments and @-mention team members to notify them their input is requested
  • Reply within threaded conversations to keep feedback organized  
  • Resolve annotations to accept or dismiss edits as content develops

How It Helps

Document annotations provide editorial clarity as content is created in Kapost, with text revision tools like strikethroughs, highlighting, suggesting text additions, and commenting with the ability to @-mention team members.

The annotation mode makes content reviews easy, giving teams a central place to keep track of drafts and manage version control as content develops.

Best Practices

  • Kapost's document annotations feature is most effective in post-design, late-stage revisions on content. The annotations you make are an overlay on the content, which don't export when you download the content but serve as a powerful way to see and revise nearly-final content assets
  • Take advantage of @-mentioning a team member to call their attention to a specific annotation on content that’s being revised
  • The best experience for using document annotations is with a PDF, image, or document that is displayed as a PDF file in annotation mode

How It Works

Document annotations in Kapost is available on content types, with “Any File” or “Document” selected as the body type for that content type, including content that uses .pdf, .png, .jpg, or .docx files uploaded in the body of content.

Content with body types that don’t use document annotations are:

  • Video
  • Audio
  • HTML body

When you’re looking at the content details page for the content you’re working on, you’ll find important options right below the body of content.

The More drop-down menu at the far right gives you three options:

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  • Manually Lock Document: When a file is locked, users cannot download, upload, restore, or delete revisions. The user who locked the file is able to unlock it at any time by selecting Unlock, and admins are able to unlock any file as well.
  • View Revisions: See previous versions of the content that have been uploaded into Kapost.
  • Download: Download the current version of the content you see in the body of content.


Next to the More drop-down menu is the Upload New Revision button to add the latest version of content into Kapost. Kapost records the date and time a new file is uploaded along with the name of the user who uploads the file.

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To view and add annotations, enter annotation mode by clicking on the Annotate Document button below the body of content.

  • You’ll see a number on this button indicating the number of unresolved annotations in the current draft.

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When you’re working in annotation mode, the Revision column will be on the right side of your screen. This column will show you a list of the unresolved annotations in the document.  

Each added annotation will be listed in the Revision column in the order that the annotation is added.

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You can filter this column by the type of annotation in the content.

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Click on a listed annotation in this column or in the document itself and your screen will scroll to show you that annotation.  

Add a new annotation by clicking on the content where you want to place the annotation. You can make specific types of annotations when you click on the content’s text or somewhere without text (such as an image).

When your mouse hovers over text, your cursor will be followed by the green Add text icon. When your mouse hovers over a non-text part of the content, your cursor will be followed by the purple Annotate icon.

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Click on the document anywhere there’s no text in annotation mode to add a comment.

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Reply to comments in the Revisions column, and start a conversation thread to communicate in annotation mode. Kapost will notify people who are @-mentioned here along with any users who are following the content’s progress.

  • You can only edit or delete the comments that you made, but you can resolve and un-resolve any comment.
  • You’ll see when new comments are added in annotation mode, and clicking View Comment will take you into annotation mode to see that comment.

You have a few annotations options depending on what kind of edit you’d like to make to the text in the document.

Annotations made in annotation mode will appear in the content’s activity feed on the content details page.

Make text additions when you need to add a missing comma, period, or another small something that’s missing. Type the text you’d like to add in the Add Text modal.

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For other types of annotations, select the text you’d like to annotate and three icons will appear for you to choose from.

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Hover over the icons and select the corresponding icon to the type of annotation you’d like to make: comment, strikethrough, or copy edit.

icons.pngYou can also use keyboard shortcuts in annotation mode. These keystrokes allow you to quickly make an annotation when your mouse hovers over text, an image, or highlighted text.

  • Comment (Highlight) = C
  • Strikethrough = S
  • Copy edit = E
  • Add a note on text or an image = A (the purple Annotate icon)

 

To add a comment about a specific section of text, select a section of text, click on the Comment icon, and type your comment in the comment modal.

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When you click the green Submit button, your comment will appear in the Revisions column. Your team members can reply to the comment here and start a threaded conversation in the annotation mode.

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To use the copy edit annotation, select a section of text, click on the Copy edit icon, and type in the updates to the text in the Copy Edit modal.

copyedit.pngWhen you click the green Submit button, your copy edit annotation will appear in the Revisions column displaying the text changes—removing and adding words—that you’ve made. copyedit2.png

To strikethrough text to mark it as text that should be removed, select the text you want to tell the editor to remove and click on the Strikethrough icon.

ST.pngThe text you’ve requested to remove will appear in the Revisions column.

ST2.pngYou can @-mention team members in comments and in threaded conversations on annotations in the Revisions column to call their attention to an annotation.

  • When you @-mention someone, Kapost will send them an email notification. They can click a link in that email to go directly to the annotation mode for the content.
  • Comments added appear in the Revisions column. Clicking on a comment in this column will automatically scroll the content to the page the comment is on.
  • Anyone who has opted to follow a piece of content’s progress throughout annotations will receive a notification for added comments. To follow content annotations, check the checkbox to get notified of new comments added to the content, located under the content’s activity feed. You’ll receive emails for new comments and annotations unless you uncheck the box to opt out of notifications.

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To resolve annotations, click the checkbox next to the annotation in the Revisions column. The annotation will be marked as resolved and won’t appear on the current draft of the content. You can view resolved annotations by clicking on the Show resolved checkbox at the top of the Revisions column. To change a resolved annotation to be unresolved, uncheck its Resolve checkbox.

  • Email approvers can access annotation mode to add, view, comment, reply, and resolve annotations. They can’t access past versions of the content.

To view past versions of content, open the version drop-down menu in the Revisions column to choose the past version of the content you want to look at. The selected version will appear in annotation mode, but it won’t restore that version in the body of content when you exit annotation mode.

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Within the revision window, you can download or preview past revisions, restore them so they appear in the viewer, or delete them. The callout icon next to each revision indicates the number of unresolved annotations and the version number is also stored for each file that's uploaded.

 





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