Attachments in PDF format may be annotated within AA without downloading and opening on another service.
- This is useful when, for example, opening draft financial statements to review and add comments, highlighting areas, cross references or symbols
- To enable the preview function and access annotations first switch on the "advanced file features" security setting (an administrator must do this)
- Here we have a copy of the financial statements added as an attachment (example downloaded from Charities Services):
- Clicking the link opens the PDF within AA in preview mode The following screen appears :
- We are using an Adobe add-in for this but the work is being done within AA (notice the Adobe icon at the left) - it does not get sent to Adobe
- The file name of the attachment is displayed at the top
- The file may be downloaded from here if required, or the preview may be closed by navigating out using the "breadcrumb" trail or from the index in the sidebar
- There is a navigation/information bar on the right to display pages using the four squares icon
- The tool bar on the left allows annotations to be added to the page. For example:
- Comments may be added as text or with an icon that links to the side bar
- Highlighting with different colours, freestyle drawing, etc.
- Click save in the Adobe tool to save your annotations
- When an attachment has been annotated and saved there is an indicator next to the item on the parent page:
- The document may also be marked as reviewed while open - indicating that the team member who attached or viewed the document has looked at it and approved it
- This shows as a name and date under the attachment
- A partner or manager may add their review from the tick at the right (see above) and their name will also appear below the attachment
- Comments may also be added from the icon to the right of the review tick icon (see above)
Note:
- When changing the location of a document (e.g. from an items required checklist dragged and dropped on a lead schedule) both versions of the PDF are the same, so annotations on one will appear on the other.
- If you want to keep the original intact you will need to make second version using "save as" to annotate.
- Also note that there is some difference in behaviour between a PDF generated from a scan and PDF generated from a document e.g. in the ability to search the document, and to strikethrough the text.