Add Annotations to a PDF Document

Linarc’s integrated annotation tool empowers teams to overlay markups, stamps, and notes on PDF documents saved across the Company, Project, and System Drives. This allows members to engage in precise visual communication directly within any PDF document without altering the original source file, ensuring that critical feedback is captured while maintaining the integrity of the project record.

• Formalize documents and highlight key points of interest by affixing text notes, approval stamps, and signatures directly onto the PDF interface.
• Create multiple, distinct sets of annotations on a single document, each saved with a unique label, and seamlessly toggle between the original version and various saved sets to compare feedback.
• Manage security through role-based access where document owners and members with 'Contribute' permissions can create markups, while those with 'View' access can see all existing annotations.

Use the links below to jump to the section you need help with:

• Annotate Your PDF 
• Resize and Reposition Annotations
• Add Comments
• Save Annotation
• Clone and Reuse Annotation Elements
• Delete Annotations

Annotate Your PDF 

• Open the drive or folder containing the file you want to annotate. To do so:
  • Open the project management console
  • Click the app launcherand select 'Project.'
  • Select 'Drive' from the options on the left
  • Select your company name, or 'Project', or 'System' on the left to open the required drive
  • Navigate to the folder or subfolder and locate the PDF file you want to annotate
• Right-click on the PDF file and select 'Annotate' from the options

The PDF opens with a toolbar at the top that lets you create different types of markup elements:

• Select the tool you want to use and click on the point where you need to add that annotation.

	-	Selector - Use the selector tool to choose an existing annotation to edit, move, or resize.
	-	Freehand Markups - Draw sketches or handwritten notes directly on any document page using the Pencil tool. You can set your preferred line thickness and color.  Customize your markup by selecting the desired stroke color and line thickness from the respective tools. See below this list for instructions. Select: Choose the Pencil tool from the toolbar. Draw: Click and drag your mouse to create your markup.
		Highlighter- Use the Highlighter tool to emphasize critical information with a transparent color overlay. Customize your markup by selecting the desired stroke color and line thickness from the respective tools. See below this list for instructions. Select the tool, then click and drag the cursor over the text or area you wish to highlight.
	-	Text Tool - Use the Text tool to add notes, comments, or labels directly onto the document. This allows for precise placement of on-the-spot instructions and feedback where they are needed. Select the Text tool and click the desired location on the page to open the input field. Type your message into the text box and click Add to place the annotation. To adjust the font size, select the placed text box with the Selector tool and drag the corner handles to scale the text to your preference.
	-	Stamp- Use the 'Stamp' tool to officially certify documents as reviewed, approved, or finalized. This tool allows you to affix standardized company seals and validation markers directly onto the document interface. Select the Stamp tool and click the desired location on the page to place your mark. Select the stamp Customize the stamp by selecting the appropriate checkboxes to reflect the document's current status. Click 'Add' to permanently affix the stamp to the annotation layer.
	-	Signature - Apply your saved digital signature for formal document endorsement and authentication. This feature pulls the predefined signature directly from your Linarc profile, ensuring professional consistency across all project documents. Select the Signature tool and click the specific location on the page where the endorsement is required.
	-	Rectangle Tool - Use the Rectangle tool to visually highlight specific areas or text blocks within a PDF. This tool allows you to frame important information, making it stand out for other team members and stakeholders. Customize your markup by selecting the desired stroke color and line thickness from the respective tools. See below this list for instructions. Select the Rectangle tool and click on the document to place the box. Use the corner handles to rotate, resize, and precisely position the rectangle over the intended area.
	-	Comment Tool- The Comment tool opens a threaded side panel for detailed discussions and feedback. This allows team members to collaborate and reply to one another directly within the document context without cluttering the page with excessive text. Select the Comment tool and click the specific location on the document where you wish to leave feedback. Type your remarks in the side panel to initiate or join a conversation thread.
	-	Color Tool- Use the Color tool to customize the appearance of your markups. This setting applies to all annotation types except stamps, signatures, and comments, which use predefined profile or system colors. Click the Color tool to open the palette and select a preset color from the picker. For precise branding or color-coding, enter specific values in HEX, RGB, or HSL formats using the advanced options at the bottom of the menu.
	-	Stroke Tool - The Stroke tool allows you to customize the line thickness of your annotations. Adjusting the stroke ensures that your drawings and frames remain visible and distinct against various document backgrounds. Use the slider in the stroke tool to set the line thickness for the Pencil, Rectangle, and Highlighter tools.
	-	Magnifier- The Magnifier tool adjusts the view magnification, allowing you to inspect fine details closely or zoom out to see the full page layout. This ensures precision when placing markups on complex technical drawings or small text. Use the Zoom-in and Zoom-out buttons to toggle between a detailed close-up and a bird's-eye view of the entire document.
	-	Show/Hide - The Show/Hide tool allows you to toggle the visibility of all annotations. This is essential for comparing the annotated version with the clean, original document without permanently removing any feedback. Click Show/Hide to instantly mask all annotations and view the original source file.
	-	Undo and Redo- The Undo and Redo tools provide a quick way to manage recent changes, ensuring accuracy during the annotation process. Use Undo to instantly reverse your most recent action, such as correcting a mistake or an accidental placement. Use Redo to re-apply an action that was undone, which is helpful for restoring valid markups or comparing subtle changes.

Resize and Reposition Annotations

After adding any markup to the file, you can resize and reposition them to suit your needs.

• Click the  icon from the toolbar at the top
• Click on the markup you want to resize or reposition.
  • Resize- Use the handles at the corners to change the size of the markup.
  • Reposition - Click the markup to select and drag the cursor to relocate it to the desired position

Note: Freehand notes, makrkups and highlights cannot be resized.

Add Comments

• Click the icon from the toolbar at the top
• Click on the location where you want to add the comment

A threaded comment panel opens on the right 

• Start typing the comment you want to add in the text box present at the bottom. The comment will be added with your name, date, and time stamp.
• Replies from other team members appear on the same pane

Save Annotation

Once all annotations are added, save them as a set with a descriptive label.

• Click the  icon on the top right to save the annotations

The system assigns a default name to the annotation set, which you can change before saving.

• Enter the name for your new annotation set and click the 'Save' button.

Clone and Reuse Annotation Elements

• Click on the element you want to clone and use the keyboard shortcut Ctrl+C to copy it
• Use Ctrl + V to paste the markup. A clone of the markup is pasted below the existing one.

• Relocate the element by dragging it to your desired spot. 
• Use the handles at the corners to resize and rotate the cloned version to fit your needs.

Delete Annotations

• Click on the element you want to delete or use the  icon to select the element
• Click the 'Delete' key on the keyboard

• To delete all the elements in the annotation set at once, click the  button on the top right

• Click 'Delete' to confirm your action