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Adding content to the pages of your website is often subject to discussions prior to it actually being published. To aid this, many components directly related to content (as opposed, for example, to layout) allow you to add an annotation.

Annotations are available in both UIs with the same basic functionality, although their usage is slightly different. In both cases an annotation places a colored marker/sticky-note on the page. The annotation allows you (or other users) to leave comments and/or questions for other authors/reviewers. In addition to text, they also have a sketch feature that allows you to add simple line graphics; these can be positioned to highlight an area of the page, or illustrate a scenario in connection with the text.


The definition of an individual component type determines whether adding an annotation is possible (or not) on instances of that component.

Annotations created in one UI will be shown in the other, with the exception of sketches. Sketches are UI specific. They are only shown in the UI in which they were created and the nature of the sketch you can create is also different:

  • Touch UI - arrows and circles/ovals
  • Classic UI - freeform lines


Deleting a resource (e.g. paragraph) deletes all the annotations and sketches attached to that resource; irrespective of their position on the page as a whole.


Depending on your requirements you can also develop a workflow to send notifications when annotations are added, updated or deleted.

Annotations - Touch-optimized UI

With the touch-optimized UI a special mode is used for creating and viewing annotations.


In the touch-optimized UI comments are also available for providing feedback on a page.


You can annotate a variety of resources when using the touch-optimized UI:

Annotating a Component - Touch-optimized UI

The Annotate mode allows you to create, edit, move or delete annotations on your content:

  1. You can enter Annotate mode using the icon in the toolbar (top right) when editing a page:


    You can now view any existing annotations.


    To exit Annotation mode tap/click the Annotate icon (x symbol) at the right of the top toolbar.

  2. Click/tap the Add Annotation icon (plus symbol at the left of the toolbar) to start adding annotations.


    To stop adding annotations (and return to viewing) tap/click the Cancel icon (x symbol in a white circle) at the left of the top toolbar.

  3. Click/tap the required component (components that can be annotated will be highlighted with a blue border) to add the annotation and open the dialog:


    Here you can use the appropriate field and/or icon to:

    • Enter the annotation text.
    • Create a sketch (lines and shapes) to highlight an area of the component.
      The cursor will change to a crosswire when you are creating a sketch. You can draw multiple distinct lines. The sketch line reflects the annotation color and can be either an arrow. circle or oval.
    • Choose/change the color:
    • Delete the annotation.
  4. You can close the annotation dialog by clicking/tapping outside the dialog. A truncated view (the first word) of the annotation, together with any sketches, is shown:

  5. After you have finished editing a specific annotation, you can:

    • Click/tap the text marker to open the annotation. Once open you can view the full text, make changes or delete the annotation.
      • In the touch-optimized UI sketches cannot be deleted independently of the annotation.
    • Reposition the text marker.
    • Click/tap on a sketch line to select that sketch and drag it to the desired position.
    • Move, or copy, a component; any related annotations and their sketches will also be moved, or copied; their position in relation to the paragraph will remain the same.
  6. To exit Annotation mode, and return to the mode previously used, tap/click the Annotate icon (x symbol) at the right of the top toolbar.

Annotation Indicator - Touch-optimized UI

Annotations do not appear in Edit mode, but the badge at the top right of the toolbar shows how many annotations exist for the current page. The badge replaces the default Annotations icon, but still functions as a quick link that toggles to/from the Annotate mode:


Annotations - Classic UI

Depending on the paragraph design, annotation is either available as an option on the context menu (usually the right-hand mouse button when over the required paragraph), or as a button on the paragraph edit bar.

In either case select Annotate. A colored sticky-note annotation will be applied to the paragraph, you are immediately in Edit mode, allowing you to add text directly:


You can move the annotation to a new position on the page. Click on the top border area, then hold and simultaneously drag the annotation to the new position. This can be anywhere on the page, though it is usually meaningful to keep it connected to the paragraph in some way.

Annotations (including related sketches) are also included in any copy, cut or delete actions carried out on the paragraph to which they are attached; for copy or cut actions, the position of the annotation (and related sketches) retain their position in relation to the originating paragraph.

The size of the annotation can also be increased, or decreased, by dragging the bottom right corner.

For tracking purposes the footer line will indicate the user who created the annotation and the date. Subsequent authors can edit the same annotation (footer will be updated), or create a new annotation for the same paragraph.

Confirmation will be requested when you select to delete the annotation (deleting an annotation also deletes any sketches attached to that annotation).

The three icons at top left allow you to minimize the annotation (together with any related sketches), change the color and add sketches.


Annotations are only visible in Edit mode when authoring a page with the classic UI of the author environment.

They are not visible on a publish environment, nor in the Preview or Design modes available on an author environment.

Annotation Sketches


Sketches are not available in Internet Explorer so:

  • the icon will not be shown.
  • existing sketches, created in another browser, will not be shown.

Sketches are a feature of annotations that allow you to create simple line graphics anywhere on the browser window (visible portion):

  • The cursor will change to a crosswire when you are in sketch mode. You can draw multiple distinct lines.
  • The sketch line reflects the annotation color and can be either:
    • freehand
      the default mode; finish by releasing the mouse button.
    • straight:
      hold down ALT and click the start and end points; finish with a double-click.
  • After you have exited sketch modus, you can click on a sketch line to select that sketch.
  • Move a sketch by selecting the sketch, then dragging it to the desired position.
  • A sketch overlays the content. This means that within the 4 corners of the sketch you cannot click on the underlying paragraph; for example, if you need to edit, or access a link. If this becomes an issue (for example, you have a sketch covering a large area of the page) then minimize the appropriate annotation, as this will also minimize all related sketches, giving you access to the underlying area.
  • To delete an individual sketch - select the required sketch, then press the Delete key (fn-backspace on a MAC).
  • If you move, or copy, a paragraph then any related annotations and their sketches will also be moved, or copied; their position in relation to the paragraph will remain the same.
  • If you delete an annotation all sketches attached to that annotation will be deleted too.