What are notes?
Notes are free-form comments that reviewers can apply to documents during review. Notes can be applied to the document as a whole (“attorney note”) or associated with highlights applied to different passages within a document (“sticky note”). The content of notes, who wrote the note, and when the note was written are all searchable via the query builder.
You must be a project admin to access notes or receive Notes and Highlights permissions. A project admin can give you access on the Permissions tab in Project Settings. There are varying levels of permissions: view, create, and admin.
Applying document-wide (“attorney”) notes
There are three methods for applying a note to an individual document:
- Notes tab/panel
- Coding filter
- Coding panel
Notes Tab (Full Screen Mode):
To apply attorney notes in full screen review mode, you must have the Annotations tab in your review panel. You can do that by clicking Edit Layout at the bottom of the review panel and selecting Annotations from the list below Tab Layout. Then, click Done Editing.
To apply a note to your document, simply type the text of your note into the bar that says “Add a new note…”
You can also create a template from your note. This is particularly useful if you find yourself applying the same note to multiple documents. To create note templates, select the note you’d like to create your template from and click the T icon. Then, choose which template slot to save your note to.
To apply a templated note to your document, select the T icon to the left of the “Add a new note…” bar. Then, choose which note template you’d like to apply to your document.
Notes Panel (Non-Full Screen Mode):
In non-full screen mode, you can open the notes panel either by clicking the notes icon in the toolbar, or by pressing “n” on your keyboard. Then, click the “Add Note” button. A text editor will open where you can write and format your note in rich text. Remember to click “Save” to save your note. You can also view any notes that have been previously applied to the document from the panel.
You cannot control who sees the notes you apply; anyone who has the ability to view notes will be able to see any and all notes applied to a document.
To edit a pre-existing note that you’ve applied, click the pencil icon in the lower right. To delete a note, click the trashcan icon next to the pencil icon. Most users can only delete notes that they applied themselves.
To apply a note by typing in the coding filter, use the keyboard shortcut, a, or click the input box that says “start typing to add…” Then, type the note that you want to apply to the document. When you’ve finished, hit “enter” on your keyboard. You will see a notification indicating that your note has been applied and saved.
Notes in the coding panel
Finally, you can add a note directly from the coding panel. Expand the coding panel by clicking the spacebar on your computer, or by clicking the arrow at the bottom center of the screen. Similar to a binder, you add a note in the coding panel by clicking on the “add a new note” badge. Then, you can begin to write and edit your note. When you’ve finished, click “add note.”
Similarly, you can add a note when updating batches of documents in the context panel. This makes it easy to add a note to a series of duplicates, email threads, attachment families, and versions. For more on batch updating from the context panel, see this article.
There are two ways you can apply highlights to your document: text selection and click-and-drag.
Please keep in mind that the highlighter tool only works on the PDF/Image version of your documents.
To highlight your document via text selection, toggle on the Text Selector tool in the review window toolbar and select the text you would like to highlight. Then, click the highlighter icon that appears. To change the color of the text selector highlighter, click the arrow next to the highlighter icon.
To apply a highlight to the document using the click-and-drag highlighter tool, first toggle the highlighter tool on by clicking the icon or pressing "h" on your keyboard. Clicking the caret icon by the highlighter tool allows you to choose differently colored highlighters. Once the highlighter tool is selected, click and drag over an area of the image view of the document. You can resize preexisting highlights by hovering over the corner until the double arrow icon appears. Then, click and drag the highlight to your desired shape and size.
When you add a highlight to a document, a highlight indicator will be added to the Highlights section of the Annotations panel. The indicator will include the color of the highlight, and the page on which the highlight is applied. Highlights with notes associated with them can be distinguished by their bolded, dashed outlines. Clicking on the highlight indicator will take you to the page on which the highlight is applied. This provides a quick mechanism to jump to pages/areas of the document that have been indicated to be relevant.
You can continue adding highlights until you toggle the highlight tool off (either by clicking the icon or pressing "h" again on your keyboard).
Applying notes to highlights and changing the highlight color
To add a note to a highlight, click on the appropriate highlight (you must be toggled out of text selection mode), and select “Add a new note” to begin typing. Any existing note associated with the highlight will also be visible here. You can also format your note in rich text.
You can change the color of the highlight by selecting the highlighter icon after selecting the highlight.
To delete a highlight, click on the appropriate highlight and click the trashcan icon in the upper right of the options panel. Note that you have to delete all notes associated with a highlight before deleting the highlight itself. Some users only have the permission to delete their own notes.
Notes preview (classic mode)
If you have notes previews turned on, you will see a preview for the first note in the bottom right of the screen. Even if you have multiple notes applied to the document, the original, first note will be the one that appears. To view all notes, click on the sticky note icon in the preview, which will open the notes panel. When you open the notes panel, the preview will close. When moving to the next document with a note applied, the notes preview will appear again.
You can specify whether you’d like to view notes previews in classic moce. By default, notes preview is turned “on.” You can toggle this preference to “off” to prevent the notes preview popup from displaying on any document you view in the classic review window.