How annotations enable higher productivity

by Brad Selbst, Sales Director


Annotations encompass a wide range of useful text markup tools, including but not limited to text underlining, highlighting, strikeout, etc. Side notes in an edited document is another common annotation. Annotations have made their way across various document mediums, including Microsoft Word and Google Docs.

Let’s take a look at the various ways annotations enable productivity.

  1. Real-time collaboration

Many organizations use PhantomPDF for managing version control. However, in companies with isolated departments, teams may use different PDF reading tools. This can lead to incompatibility when cross-work is required. But ConnectedPDF is a cloud-based solution that helps get everyone on the same page.

Teams collaborating in-house or remotely can all access the same documents—and everyone can access the same document in real time regardless of their device. This eliminates the need to save the document to local hardware or send PDFs via email attachment. Anyone with authorized access can view, edit, add annotations and reply to others’ comments in the same document at the same time.

Live collaboration is now simplified whether staff are working on a financial report or architectural blueprint.

  1. Cross-platform annotations

In today’s BYOD environment, it’s more important than ever to have access to documents while on the move. Companies need to ensure their staff can access a document anytime, anywhere, and on any device.

With Foxit MobilePDF, users can create annotations at any time as long as they have a device on hand. The upside? A boost in productivity and reduction in downtime.

You can use any annotation type – from side comments to hand-drawn annotations – on MobilePDF, making the freedom to communicate and collaborate with customized commenting on a PDF virtually unlimited.

  1. Export notes and annotations

You can also use PhantomPDF to export annotations, which is an especially useful feature when working with different teams across multiple time zones. You can export all the notes from multiple PDFs and put them into a single spreadsheet, enabling all team members to view feedback and prioritize edits.

PDF annotations enable endless customized workflows. With real-time, cross-platform collaboration across the whole company, organization and communication become second nature.

4 thoughts on “How annotations enable higher productivity

  1. Rob Cantor

    Hi, this is a great feature. However, there are a few shortcomings that need to be addressed.

    1- Why can’t I change the font size and style of the details of annotations? Or, maybe that setting is difficult to find. I can only change the overall font size of annotations. This way, annotations awkwardly small below those details.

    2- Is there a way to sort them by page and not have the awkward blank spaces between annotations on different pages?

    3- I can’t change the color of my highlighter, squiggly, strikeout with a shortcut. However, I ascribed different roles to each tool so that I can easily understand its category reading the annotation summary. I fear if you improve that shortcut option, this may not be reflected on the summarizing paper. But I believe some slightly comprehensive update like that would promote your brand so well among academia.

    I love your software. I am sure there is a great team collaboration behind this.
    Thanks for your time and effort.

    1. Laura Silva

      Dear Rob,

      Thanks for your email. For your questions:
      1) Could you please kindly make a screenshot that shows the “details of annotations” that you want to change the font size and style so we could better advise? (To make a screenshot, please press “PrScrn SysRq” on the keyboard, then paste it into Word/Paint and save.)
      2) Yes, the comments could be sorted by page. (See attached)
      3) Currently it is not support to change the color of the commenting using shortcuts. I’ve forwarded your comments as suggestion to PM team so they may consider to support to assign shortcut for different colors or allow the user to preset a set of tools for right-click selection or from the toolbar directly. Suggestion ID#: PHANTOM-4528.

      BTW, There are three optional ways to change highlight color or other commenting tool in Foxit for now:
      A) You may add the highlight then right-click on the highlight and open Properties and change the color. After you’ve changed the highlight color per your needs, you could right-click on the highlight then click “Set Current Properties as Default”.
      B) You may click on the highlight, then you can see a new menu “Comment Format” appears. You could then change the color under “Comment Format” menu.
      C) You may add the color change icons to Quick Launch Bar. To do that, you may right-click on the blank area of the toolbar, then click “Customize Quick Access Toolbar”->under “Choose commands” section, please choose “Comment Format”->then Add “Line Color”->”OK”. After this, you could highlight the text, choose the highlight then click on “Line Color” appeared at the Quick Access Toolbar to change color.

      Hope info above helps. Please let us know if you have any further questions.


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