Users can add Markup Comments to files within an Upload field in a Database, allowing for an easy way to give or receive feedback on a file. Users can be mentioned (tagged with @ mentions), and new revisions can be uploaded based on provided feedback.
This allows the team to collaboratively progress a file from the first Draft through to when it's ready for approval. Users can then utilise our File Approval or Publish to Folder functionality to ensure the file can be approved or distributed to necessary stakeholder.
This article contains a step-by-step guide on how to configure and utilise General Markup Comments within Databases for uploaded files. Click on an item below to jump to that section
Configuring your General Markup Comments settings
To enable General Markup Comments, follow the steps below:
1. Ensure the "Enable Markup Comments" setting is enabled in the General section in Admin > Settings. This should be enabled by default.
2. On a Multi Upload field in your Form Builder, enable the General Markup Comment setting highlighted below.
Note that the configuration options available will allow you to enable / disable the ability to Add Revisions.
3. Save the Upload field.
The General Markup Comment icon will now be available for any files saved in this field.
Adding General Markup Comments
To start making Markup Comments for a saved file, click on the comment icon next to the file.
This can be accessed when users with appropriate permissions are either viewing or editing the record.
Clicking this icon will open the General Markup Comments page.
Users can then start making annotations and comments against the file.
Users will be notified of a comment made here if they are:
- The user who uploaded the original file or any revision within General Markup Comments.
- A user who has previously added a comment for that file's General Markup Comments.
- A user who is tagged via an "@ mention" in a comment.
You can read more about @ mentioning users here.
Once a user received an alert, links in that email can take them directly to the General Markup Comment page for that file for them to reply to a comment, or add new annotations or revisions.
NOTE: What Markup alert emails users do, and do not, receive will depend on the settings on the platform and their own specific user settings (if changed from platform default). You can read more about alert settings here.
When enabled, Revisions will also be able to be added where users who have permission to edit the record will be able to update the file with changes made off-platform to reflect any suggested or required updates.
The new/current Revision will then be reflected back in the File list in the record.
Once the final Revision is ready, it can be sent for Approval.
Using with File Approval Workflows
If enabled, File Approval Requests can be made at any time a user deems it is ready based on comments and revisions made in the General Markup phase.
When these File Approval Workflows are also enabled for the same field, there are a few additional things to note in how these operate with General Markup Comments:
- Annotations and Comments made in General Markup Comments do not carry across to the Workflow Request Markup area.
- Likewise, any Annotations and Comments made in the Workflow Request will not appear back in the General Markup Comments for that same file.
- It is important to note that not all users who have added or can see the General Markup Comments may be able to see the File Approval Request and any comments made within for the same file, as permissions can differ for these two Markup locations. Click here for more info on this point.
- New Revisions will be disabled from being added in General Markup Comments area while the approval request is Pending.
- Any new Revision made in an Approval request will however sync back to the General Markup Comments location, with an icon to notify users this has occurred:
Please note that the 'Records', 'Databases' and 'Workflow' terminology referenced above may appear differently in your platform as these are customisable terms. You can view related terminology here.
If you have any further questions about General Markup Comments, please contact your Customer Success Manager.