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Annotations Access and Overview

Annotations Access and Overview

Learn why annotating is a good option and how to access annotations for your documents
Phoenix Robertson avatar
Written by Phoenix Robertson
Updated over a week ago

TABLE OF CONTENTS

I. Annotation Basics

II. Access Annotations

III. Add Annotations to a Document

IV. Download Annotations

I. Annotations Basics

The annotation tools support markup of documents. This allows the user to draw attention to important information, emphasize key points, and facilitate idea-sharing between users.

Annotations improves collaboration and overall productivity by letting users share notes directly on documents before, during, and after meetings.

All types of documents (ie PDF, Word, Excel, Text, etc.) can be annotated, but the document will be converted to PDF (as all documents are in the Document Center).

There are three different annotation types:

  1. Annotation

    1. This mainly includes highlight and text options

    2. Tool options available are:

      1. Free hand

      2. Free hand highlight

      3. Free text

      4. Highlight

      5. Rectangle

      6. Squiggly

      7. Strikeout

      8. Underline

  2. Shapes

    1. This mainly includes shapes and drawings

    2. Tool options available are:

      1. Free hand

      2. Free hand highlight

      3. Rectangle

      4. Arc

      5. Arrow

      6. Circle

      7. Cloud

      8. Line

      9. Polygon

      10. Polyline

  3. Additional options

    1. This mainly includes comments

    2. Tool options available are:

      1. Callout

      2. Comment

      3. Comment status

      4. Link

      5. Stamp

      6. Stamp — custom

      7. View annotator

II. Access Annotations

Annotations lets users add highlighting, text, shapes, and more to documents hosted in Boardable. Annotations are visible to users with access to the annotated document. This section provides an overview of how to access annotation options; please refer to Related Articles for more information regarding each tool and how to use them.

Documents can be annotated from the following places:

  • Document Center

  • Group page

  • Meeting page

  • Spotlight meeting

Important Note: In order to annotate documents from the Meeting or Group pages, the documents must have been linked from the Document Center; links accessed from Spotlight may be annotated even if linked to meeting page via local computer.

From the Document Center

All people with the account role of Organization Admin, and members who have been granted access, can annotate documents in the Document Center.

To annotate in the Document Center:

  1. Click Documents from Boardable's main menu panel

  2. Navigate to and click the name of the document

  3. Click Annotate or Shapes

From a Meeting Page

For users added to a meeting with documents attached from Document center:

  1. Click Meetings from Boardable's main menu panel

  2. Click the name of a meeting to open its meeting page

  3. Click the title of a document in the Documents section

  4. Click Annotate or Shapes

Note: Documents can only be annotated from meeting page when attached from document center


From a Group Page

For members of groups with documents attached from Document Center:

  1. Click Groups from Boardable's main menu panel

  2. Click the name of a group to open its group page

  3. Click the title of a document in the Documents section

  4. Click Annotate or Shapes

Note: Documents can only be annotated from meeting page when attached from document center

From a Spotlight Meeting

For all meeting participants, including Guests:

  1. Join the meeting

  2. Click on the document icon to view the meeting files

  3. Click the name of a document — the document displays

  4. Click Annotate or Shapes

Notes regarding Spotlight annotations:

  • Only one user at a time can annotate from within Spotlight (Spotlight annotator)

    • To annotate concurrently with Spotlight annotator, do the following:

      • Open document from the meeting page or document center

      • Click Annotate or Shapes

      • All changes can be viewed in meeting along with changes from Spotlight annotator

  • To present document with annotations:

    • Click Present to everyone

    • Click Present with Annotations

  • When presenting with annotations, the options selected in the Annotate or Shapes menus are not visible to meeting attendees

  • Documents attached to Spotlight meeting from computer may take time to render— in the interim, an uploading message displays:

Note: Documents can only be annotated from meeting page when attached from document center or uploaded from local computer

III. Add Annotations to a Document

To use annotation options:

  1. Navigate to the document and open it

  2. Click Annotate or Shapes

  3. The following options are available:

    1. Annotate

    2. Shapes

    3. Additional Options

  4. Hover over each icon to view tool name

  5. Once tool is clicked, color options for that tool become available

    1. Note that the tool selected changes colors based on color option selected

  6. Click on the document — annotation is applied

    1. Some options require additional steps — please refer to Related Articles for more details

IV. Download Annotations

To download a document with annotations:

  1. Navigate to document and open it

  2. Click Download

  3. Click Download with Annotations

Related Articles

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