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Annotations let you point out text, draw on a page, or leave a review comment while keeping the document content readable. You use the Annotate tab in the same viewer as redaction.

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Before you begin

You need access to Open in redaction, permission to view and create revisions, and a document type that allows revisions. If your file needs conversion or OCR, follow Open and prepare the document first. Screenshots below use the same fictional service agreement as the redaction walkthrough.
Annotations do not conceal information securely. A highlight, strikeout, drawing, or annotation rectangle leaves the underlying content in the document. Use redaction when content must be removed.

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Choose an annotation tool

Open the document with Open in redaction, then choose Annotate. Hover over a tool to see its name and instructions. Use the colour button beside a tool to choose its colour before placing an annotation. The current toolbar does not offer a stamp tool. A handwritten ink mark or typed callout is an annotation, not a document approval or signature workflow.

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Highlight a clause and add a note

1

Highlight the text

Choose Highlight and drag across the relevant words. In the example, highlight the sentence stating the start date and 12-month term. Check that the highlight covers the intended phrase.You can also use Select and choose Highlight, Underline, or Strikeout in the selection popup. If the text cannot be selected, use OCR or an area/freehand tool.
2

Place a sticky note

Choose Sticky note, click beside the clause, and enter a useful instruction such as “Confirm the renewal date before external release.” Choose OK to place it.Use a Callout instead when you want the comment shown as text connected to a point on the page. Place comments where they leave the underlying document easy to read.
3

Review the annotation list

Open the right sidebar and choose Annotations to focus the list. Select an entry to jump to its page. Check the highlighted clause and note together, then correct any mistake before saving.
Annotate tools above the sample agreement, a highlighted term and sticky-note marker on page 1, and two annotation entries in the sidebar.

A highlighted agreement term and a sticky note give the next reviewer a specific action. The sidebar is filtered to Annotations.

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Edit comments, colours, and mistakes

Use Select and click an annotation to open its controls. You can also select its sidebar entry. Hovering over an item can show its comment and author information.
  • Choose Edit note, change the comment, and choose the small Save button in the note editor. This updates the local note; use the top-bar Save afterwards to store the document revision.
  • Use an annotation’s colour controls when available. Tool colours apply to new annotations; select an existing annotation to change that item.
  • Use Delete annotation, Eraser, or Delete/Backspace with the item selected to remove an editable item. In a text field, those keys edit text instead.
  • Use Undo and Redo for local editing mistakes. If a drawing or area is in the wrong place, remove it and draw it again.
Outside a text field, Ctrl+Z (Windows/Linux) or Cmd+Z (macOS) undoes a local edit; add Shift to redo it. Escape clears the current selection or selection popup. These editing shortcuts do not undo redactions already saved into a revision. The viewer normally allows you to change your own entries and entries with no author. Another author’s entry may be read-only. Do not treat the absence of an edit button as a failed save.

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Review a document with many annotations

Use Filter entries… to find an existing entry by its comment, covered text, or author. All, Marks, and Annotations choose which kinds of entries you see. Author, annotation-type, and colour controls appear when relevant; combined filters narrow the list further. Sort entries changes the list order to Position, Newest first, Author, or Type. Position follows the document’s reading order. Selecting an item on the page keeps its entry reachable even when a filter would otherwise exclude it. Hide annotations temporarily hides annotation overlays so you can read the page underneath; Show annotations brings them back. This does not delete the annotations or change which ones are saved or downloaded. Clear filters and restore visibility for the final review.

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Save or download the annotated version

  1. Choose Save in the top bar.
  2. Add a revision comment when prompted and confirm Save. A comment may be required by the document type.
  3. Wait for Annotations saved successfully and check the new revision number.
  4. Reopen that revision and check that the annotations are present.
Saving annotations creates a new PDF revision. Pending redaction marks are also saved as reviewable marks; their content is still present until you apply them. For a file copy, choose Download → Download with annotations. To omit markup, choose Download without annotations. This does not save a revision, and it does not remove content under pending redaction marks. Other PDF readers may display comments or callouts differently; check the actual exported file in the reader your recipient will use. Local drafts help recover work in the same browser, but do not serve as a handoff to another person. Save before leaving when the next reviewer needs your changes. Discard changes reloads the stored revision after confirmation and drops your unsaved edits.

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Keep document notes and PDF annotations separate

A Sticky note or annotation comment belongs to the PDF review and can travel with Download with annotations. The document’s Notes panel is a separate conversation in Nobly Insight, with features such as replies, mentions, and following. Use document notes for team discussion and notifications. Before sharing a redacted file, check annotation comments, callout text, and author information for sensitive details. Avoid repeating a value you are trying to remove. If saving reports Notes contain text that is being redacted, edit the offending content rather than retaining it in a release copy.

How to update document keywords

Correct the indexing metadata stored with the document and verify the saved result.

How to redact a document

Remove sensitive content, apply the marks, and check a release copy before sharing.