How to annotate files

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With file annotations, both collaborators and approvers can mark up specific sections of an image or document to give clear and detailed feedback. You can also make multiple annotations in a single revision request, reducing back and forth with your team and stakeholders. Gain keeps track of outdated versions of files with their corresponding annotations so that you have the full story any time you need it. 

This article will cover how annotations work for collaborators and approvers. 

Editor Annotations

Adding annotations is simple. Start by going to the field where you’d typically write a comment, or mention someone, then follow the steps below: 

  1. Click on Add Annotations

2. Your cursor will turn into a cross that you can drag to create a frame over the content you want to annotate. When you’re happy with the placement, click on the checkmark to confirm your selection.

3. Next, type your note in the comment box to the right. To save your annotation, click Send. You can mention team members and assign action items in your annotations, just like in regular comments. 

Group annotations

You can also create multiple annotations and group them in one comment, so your team receives them as a single annotation. To do so, follow the steps below: 

  1. Click the + sign and draw a new frame over the content you want to annotate.  

Now, everyone can see your annotations in the activity tracker. People can click on each number to see the exact part of the image or document you’ve reviewed.  

Remove or edit annotations

You can edit or delete annotations before saving your final comment. When you hover over an annotation, Gain will display a pencil and a trash icon. 

To edit your annotation, click on the pencil icon. To delete it, click on the trash icon. 

Access an outdated version of a file

Gain will let you know when you’re looking at an annotation that refers to an old version of the file. To get to the latest version, click on Latest Version at the bottom of the file. 

Approver Annotations

As an approver, you can make annotations in documents or images that are pending your approval. You can create multiple annotations in a single revision request, giving clear and detailed feedback and reducing back and forth between you and the editors. 

Start by going to the field where you’d typically request changes, then follow the steps below: 

  1. Click Add Annotations

2. Your cursor will turn into a cross that you can drag and create a frame over what you want to annotate. When you’re happy with the placement, click on the checkmark to confirm your selection.


3. Next, type your comment in the comment box to the right. To save your annotation, click Request Changes. To add more annotations, click +Add Another Comment. 

Group annotations

You can also create multiple annotations and group them, so your team receives them as a single revision. Follow the steps below: 

  1. Click the + sign and draw a frame over the content you want to annotate. 

Now, the editor who sent this file for your approval will be notified, make the changes you requested, and send an updated document back for your approval. 

Remove or edit annotations

You can edit or delete annotations before you request changes. When you hover over an annotation, Gain will display a pencil and a trash icon. 

To edit an annotation, click on the pencil icon. To delete it, select the trash icon. 

Access an outdated version of a file

Gain will let you know when you’re looking at an annotation that refers to an outdated version of the file. To get to the newest version, click on Latest Version at the bottom of the file. 

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