New article
Recently updated
How to Configure Document Mark Up and Icons
Who is this article for?Review Authors using document markup in the classic interface.
Please Review Administrators can define user types for document reviewing.
In the classic interface, Please Review uses icons or visual indicators to represent distinct types of mark-ups, making it easier for reviewers to identify comments, track changes, and understand the status of the document review briefly.
Document Mark Up and Icons
Once comments have been made, they are attached to the appropriate paragraph/location and are instantly available to other Reviewers. So, if another Reviewer clicks on the paragraph/location immediately after, they will see the comment, regardless of whether there is mark-up shown on the document.
- Clicking ‘Refresh’ updates the document being viewed to show the comments from other Reviewers on the document and in the navigation pane (this is a visual indicator only).
- Proposed changes are presented in coloured text with deleted text struck through and inserted text underlined.
- Different Reviewers’ proposed changes are shown in assorted colours for ease of identification.
- The colours are shown in both the comment pane and the pop-up information box that appears when the icon is hovered over. They are reflected throughout the document and comments and are consistent throughout the review.
| Icon | Description |
|---|---|
| Open comment (i.e. an Author has not accepted or closed the comment). | |
| Open general comment. If present, will be visible in the top centre of the document. | |
| Open proposed change. | |
| Conflicting proposed change (Excel only). Only the latest proposed change is shown on the screen. | |
| Accepted comment/proposed change (i.e. an Author has accepted the comment/change). | |
| Closed comment/proposed change (i.e. an Author has closed the comment/change), or ‘Withdrawn’ (i.e. the comment author has withdrawn it). |
Hovering your mouse over an icon will display a pop-up box with more details:
Here are a few things to note about document markup in the classic interface:
- Each paragraph/location may have multiple comments and changes of diverse types but will not have multiple icon states displayed. Only one icon of each type will be displayed with the most relevant icon. For example, if a paragraph has accepted, open and closed comments on it, only the icon for the accepted comment will be displayed.
- Clicking on the icon will open the comment window for the appropriate paragraph/location.
- Clicking on the comment in the navigation pane will scroll the document to the comment and open the comment window for the appropriate paragraph/location.
- With images, the icon will appear over the image. The icon may obscure the image and, therefore, the icons can be hidden using the ‘hide icons’ button at the top of the page.
- The same Reviewer is likely to have assorted colours allocated in different reviews due to the way the colour allocation is managed.
- The colours allocated to Reviewers by Please Review are not reflected in any downloaded document.
Refreshing the Document
- Comments and proposed changes are applied as soon as the ‘OK’ or ‘Apply’ button has been clicked.
- To view the changes in the browser and to update the document icons and comment navigation, ‘Refresh’ is available.
- The manual refresh icon on the toolbar will reload the entire document. If it is a large document this may take some time.
The auto-refresh option in the user settings (if available) will automatically update the document to show the latest comments and changes without reloading the whole document. This happens every time a comment is made or updated, and at a specified time interval.
If the box is checked the document will auto-refresh. The default interval (specified by the system configuration settings) is the minimum interval. Therefore, the interval can be made longer but not shorter.