idgard® iOS app: Adding annotations to a PDF file

idgard® iOS app: Adding annotations to a PDF file

Adding  annotations to a PDF file 

The annotation function is only available in the Enterprise package.
There is a PDF file in the Data Room or Box you would like to annotate. In order to perform this process, you must allow the app to save data locally. So, make sure that either "Remote encryption" or "Offline Mode" is enabled in the settings under "Data and Storage". 

You can add comments to a PDF file when it is in online or offline mode. Offline mode means that the file is automatically synchronized with the idgard® web app Box when you log back into the iOS app in online mode and have Internet access. Alternatively, you can synchronize files manually. To do this, click on the small wheel icon    in the main menu of the Box overview.
  A full license as well as upload and download permission are required as a minimum to be able to annotate a PDF file. The user who will read the comments requires download permission only.

You can also add comments to a PDF file in the Data Room if the file has a "watermark". A PDF file with a "view-only" attribute cannot be annotated. If a PDF file has a watermark, it cannot be annotated when it is in a Data Room in which watermark assignment is enforced.
You can annotate a PDF file by overwriting it with a comment. However, if you add comments to a file with a watermark, choose a different storage location for the annotated file. This storage location may be in an alternative Data Room or PrivacyBox, in which you have download (read) and upload (write) permission.
Note: Make sure that the PDF file does not have a "view-only" attribute. You can identify this function by means of the eye icon. If a file has this function, no comments may be added.



Proceed as follows:

  1. Click on the PDF file to open it.
  2. Click on the pen icon in the top bar.
  3. Choose whether the file should be overwritten or saved in a different location. For the latter option, choose a storage location. Please note that if you move a file to another folder, there cannot already be another file with the same name in that folder.
  4. A tool list with numerous options opens to the right of the text.
  5. Choose one of the available commenting options and add your comment to the file. To do so, you need to activate the desired comment function by clicking on it, holding down the left mouse button, and then dragging it to the file.
  6. If you want to save the annotated file in another box, tap the pencil icon and select the "Save as" option. You can search for the desired box in the search field at the top. By tapping on it, this box will open and you will be given the option to create a folder in a new window. Give the folder a name and confirm the "Save" function.


While annotating, the PDF is automatically locked for other users. If you end this process, the PDF is unlocked and available for other users to view again. To open a PDF file with its annotations, you need at least the right to read.

Choice of annotating functions offered:

Individual options additionally offer a free choice of colors.

    Text selection :   Selecting this feature allows you to highlight text in different colors. Click on this option to enable it. Then select the part of the text to be highlighted. You will always be offered the last-used color. Choose another color with a different opacity level from the color palette in the toolbar or from the menu above the selected text. Click and hold the text selection icon and you will be offered additional features such as functions to underline, squiggle, or strikethrough.

      Text input: Enable this icon and then click on the location in the PDF file where new text is to be added. The text overwrites the existing text in the file. Select the color palette in the toolbar and assign additional properties to the text such as background color, font size, text alignment, etc. Tap "Done" to end the text input. If you then want to change the text, click in the text field and customize it according to your requirements. Tapping longer on the text symbol in the toolbar presents you with additional options such as signature or callout.

     Notes: Select the "Notes" option and click on the location in the PDF file where the note is to be saved. Enter your text. Open the menu after the brush icon to select additional properties such as color and an icon allowing you to link the note on the file page. Tap "Done" to end the text input. If you want to change a note at a later date, click on the note in the PDF file and input the required changes.

      Thin pen: Select the pen to enter freehand text on a page of the PDF file. Select the color palette. The color palette offers additional properties such as pen thickness, opacity, color etc. Enable the pen, position it on the PDF file, and write. Put down the pen once text input has been completed. You can delete this text using the eraser.

      Thick pen: Select the pen to enter freehand text on a page of the PDF file. Select the color palette. The color palette offers additional properties such as pen thickness, opacity, color etc. Enable the pen, position it on the PDF file,

      Magic pen: The magic pen turns a crooked line into a bar and a tap on a PDF file into a dot. Select the color palette to assign additional properties to the magic pen

     Eraser: Use the eraser to delete text or shapes.

      Arrow and shapes: Tap longer on the arrow icon to access additional shapes. Use the color palette to add additional properties to the shape. Enable a shape in the toolbar and drag it to the required location in the PDF file. Use the color palette to assign additional properties to the shape such as color, thickness etc. If you want to change the shape, click on it. A menu opens above the shape. Select the "Inspector" function to change the shape. If you want to delete the shape, select the recycle bin from the menu.

      Groupings: You can group multiple comments by putting the box around them. Clicking on the grouping will open a menu above it. Here, you can ungroup or delete the elements in the grouping. Using a grouping allows you to move multiple comments at the same time.

      Insert images: This feature enables you to insert images and additional objects (stamps, links, voice messages, etc.). Tap longer on the icon to view the various options. If you would like to record a voice message, the recording function will appear underneath the file. After you finish recording your voice message, you drag it to the required location in the file. The recipient clicks on the sound icon  to listen to the message.


Once you have enabled the comment function, you can exit the operation by using the “Save” icon.

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Disclaimer
The content of this online help is intended solely for information and documentation purposes for our product idgard® and can be changed at any time without prior notice. We assume no responsibility or liability for errors or inaccuracies. Due to technical developments, uniscon GmbH reserves the right to change the functional scope of the product at any time.

(C) uniscon GmbH




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