How To - Markup, comment & attach files

Summary: Markup and Comments are an essential part of the proofing process. Markup and comment tools are used to highlight areas of the proof that need attention. You can markup a proof with a line, arrow, box or circle and associate that markup with a comment. The “attach function” enables users to attach files to comments. Users are also able to reply or like comments meaning that all threads relating to the proof are kept within the proof and fully tracked.

Available for: Any user that has been granted “Comment” permissions

Where is the feature applied? When you create a new proof enable the “Comment” permission for reviewers who need to markup and comment.

How does it work?

Once you are inside the Proof Viewer, you will find the markup tools underneath the comments box in the bottom right-hand corner (see screenshot below left) simply select your required tool (line, arrow, circle, box) from the pop-up window.  Screenshot (right one) shows zoomed in view of the comment box and location of the markup tools.


Next to the markup tools is the color picker where you can decide what color you want your markups to be set in.  (See screenshot below)

Once you have selected your markup tool simply click and drag over the area you wish to markup in the Proof Viewer window. Once you have placed the markup on the page you have the ability to…

  1. Resize or delete the markup by using the anchor points displayed when you hover over the markup
  2. Delete the markup by hitting the trash can icon which appears on the top right of the markup.
  3. Scroll through the pages of a multipage document to apply markup

Now you have created your markup you add a comment that will be associated with the markup.

  1. Type your comment in the “New comment” box (bottom left of the Proof Viewer)
  2. Hit the green arrow and your markup and comment are added to the comment list


You can see other reviewers comments and they will appear in real time if you have the proof open whilst another reviewer is adding markup and comments. You can click on any comment in the comment list and it will highlight the markup on the page, in reverse, you can also click on any of the numbered comments on the proof and it will highlight the comment.

If you click through the comments Ziflow will automatically display the markup at a convenient zoom ratio making it very user-friendly to scroll through all the markup comments.

**Please note that when you open a proof you may already see some markup and comments that other reviewers in your group could have already made if they opened the proof before you.

What else can I do in comments?


If you want to edit a comment you have already made then you can do so by clicking the edit button shown below. The edit button appears when you hover over your comment. Please note you can only edit your own comments.


You can remove your own comments by clicking on the trash can icon but this can only be done whilst the proof is unlocked. Once the proof is locked or a new version is uploaded you can no longer remove your comments. If you have “Manage” permissions you are able to remove other user’s comments as well as your own.

**Please note that if you delete a comment it will also delete any replies and any files that have been attached to the comment or replies.


If you want to restore a comment you have deleted then you are able to do so by hitting the restore button shown below. You can only restore your own comments unless you have manage permission and then you can restore other people’s deleted comments.


You will notice that underneath each comment is a Reply button.

You can reply to a comment that has been made on the proof and start a discussion thread. This is very useful to ask questions or clarify comments so that the feedback is extremely clear.


The Thumbs up “Like” button is a quick way to say you agree with a comment (we have not added a dislike button because if someone dislikes a comment we would encourage them to reply with some context as to why they disagree)

Attach Files:

Attaching files can be done in two ways.
Option1: When adding a comment or replying to a comment click on the paperclip icon under the comments box then navigate to the file you wish to attach.
(See screenshots below showing location of the attach button along with a zoomed in view).

Option 2: Simply drag the file/s you wish to attach to the proof directly into the comments box. The comments box will turn into an uploader icon when you drag your files over it and then show a progress upload bar once you drop the files in.

If you wish to remove your attachment then simply click on the trashcan in the comments box which appears next to the file you uploaded.

If you want to download an attachment from a comment then simply click on the attachment (As shown in the screenshot below) this will open the file where you can hit the download button.

Additional Information:

  • You must have permission to “Comment” for this functionality to show
  • Markups and comments can be saved automatically by pressing Ctrl + Enter buttons at the same time.
  • Markups and comments cannot be added to the locked versions of the proof.
  • There is a 500mb file size limit on attachments
  • Attaching files will use space on your available storage allocation

Supporting material: