Getting Started with zipBoard: For Technical Writers

As a technical writer, working with PDF documents often involves reviewing, updating, and collaborating on complex content. zipBoard streamlines this process, allowing you to annotate, manage versions, and collaborate efficiently with stakeholders, all within one platform.

This guide will help you get started with zipBoard to enhance your workflow when working with PDF documents.

Step 1: Set Up Your Project

Log in to your zipBoard account and create a new project.
Name your project after the document or manual you're working on (e.g., User Manual for Product X).
Define project-level statuses (e.g., In Draft, In Review, Final Version) to reflect your document’s progress.

📌 Pro Tip: Break the project down into phases or sections (e.g., Installation Guide, API Reference, Troubleshooting) to stay organized.

Step 2: Upload Your PDF Document

Navigate to the project dashboard and click "Add Files."
Upload the PDF document you’re working on.
Organize the document into phases or folders for easier navigation, especially for longer manuals.

📌 Pro Tip: Use version control by naming your files clearly (e.g., User-Manual-v2.pdf) to keep track of updates.

Step 3: Annotate and Review the Document

Open the PDF document and use the annotation tools to:
- Highlight text for corrections or revisions.
- Add comments to clarify instructions or provide additional information.
- Draw shapes or add arrows to show where visual elements need to be adjusted or added.
Create tasks directly on the document for sections that need further development or approval.

📌 Example: Highlight a confusing instruction and comment, "Please clarify the steps for installing the software."

Step 4: Collaborate and Track Feedback

Share the document with colleagues, SMEs, or clients by clicking "Share Link."
Stakeholders can leave comments and feedback directly on the PDF, and you can respond, accept, or reject suggestions.
Track feedback to ensure all issues are addressed. You can prioritize comments based on their urgency or relevance to the content.

📌 Pro Tip: Use @mentions to tag specific people for feedback on particular sections or tasks.

Do Reviewers Have to Verify Email When Signing Up/Login?

If the clients and users are required to login, they have to verify their account by following these 4 simple steps.

When you create a new zipBoard account or click an invitation link from a teammate, you'll be prompted to enter your email address and set a password. Once you submit the form, zipBoard automatically sends a verification email to the address you provided.

Step 2 — Check Your Inbox

Open the inbox for the email address you used during sign-up. Look for an email from zipBoard with the subject line similar to "Verify your email address" or "Confirm your zipBoard account". The email typically arrives within 1–2 minutes.

💡 Tip: If you don't see it in your primary inbox, check your Spam, Junk, or Promotions folder. Corporate email systems and filters sometimes route automated emails there.

Step 3 — Click the Verification Link

Open the email and click the "Verify Email" button or link. This will open a browser tab confirming that your email has been successfully validated.

Note: To prevent our mail servers from being overwhelmed, there is a 30-second cooldown on this button. If it is greyed out, simply wait for the countdown to hit zero to try again.

Step 4 — Start Using zipBoard

That's it! Once verified, you have full access to your zipBoard account. You can now create projects, annotate files, collaborate with your team, and receive all notifications.red route to be as simple and frictionless as possible. Here is a breakdown of the key elements you’ll see:

Step 5: Track and Prioritize Feedback

Once feedback starts coming in from various reviewers, it's important to organize it:

Triage Feedback: Sort comments based on importance, urgency, and impact on the document.
Prioritize Actionable Changes: Focus on suggestions that will improve clarity, accuracy, and completeness.

Learn more about tracking and prioritizing feedback here.

Step 6: Manage Versions and Updates

As revisions are made, upload updated versions of the PDF document to keep everything organized.

📌 Example: If a section is restructured, you can upload the new version as User-Manual-v3.pdf.

Benefits of Using zipBoard for Technical Writing

Real-Time Collaboration: Review and annotate PDFs in real-time with stakeholders.
Centralized Feedback: All feedback and comments are in one place for easy access.
Version Control: Keep track of document revisions and easily revert to earlier versions if necessary.
Task Management: Convert feedback into actionable tasks, ensuring nothing gets missed.