Creating Tasks from PDF Annotations

Important: This article applies only to PDF document reviews. Annotation behavior and task creation rules differ for other asset types such as websites, images, videos, or SCORM content.

Understanding the Basics

Before diving deeper into PDF annotations, it is helpful to understand these few keywords:

What is an Annotation? An annotation is a visual mark, comment, or highlight placed directly onto a document. Think of it as a "digital sticky note" used to point out specific areas that need attention.
What is a Task? A task is an actionable work item. Unlike a simple comment, a task can be assigned to a team member, given a deadline, tracked through a status (such as "Open" or "Resolved"), and organized in your project’s Kanban board or list.
What is a PDF Annotation? Specifically for PDF files, annotations allow you to interact with the static layers of the document, marking up text, circling layout issues, or pointing to specific images within the PDF.

Turn Feedback into Action Automatically

In zipBoard, certain PDF annotations automatically trigger a task. This bridge allows you to mark a mistake and turn it into a work item for your team in one single motion.

In the zipBoard PDF viewer, specific annotation tools are designed to do more than just mark up a document, they automatically generate a Task. This allows you to turn feedback into actionable items the moment you identify a change, without extra steps.

Which PDF Annotations Create Tasks?

Use the table below to see which tools trigger task creation and which are for visual reference only.

Category	Tool	Creates a Task
Markups	Highlight, Underline, Strikeout, Squiggly, Note	✅ Yes
Shapes	Rectangle, Ellipse, Arc, Polygon, Cloud	✅ Yes
Lines	Line, Polyline, Arrow	✅ Yes
Free Hand	Free Hand, Free Hand Highlight	✅ Yes
Text	Free Text	❌ No
Inserts	Signature, Rubber Stamp, Image	❌ No
Fill & Sign	Checkmarks, Dots, Crosses, Signatures	❌ No

How it Works

Select an Annotation Tool: Choose any tool in the annotate and shapes tool bar.
Mark the Document: Apply the annotation to the specific area of the PDF.
Click Save
Task Generation: As soon as the annotation is placed, a task panel opens where you can:
- Assign an owner
- Set priority
- Add context or instructions

No extra clicks. No manual task creation.

When to Use Visual-Only Annotations

Some feedback doesn’t need to be tracked as work.

Use non-task annotations when you want to:

Visual-Only Feedback: Use Free Text or Stamps if you want to leave a permanent label or label on the page without cluttering your task list.
Precision: Use the Arrow or Rectangle tools for specific UI/layout feedback to ensure the task is clearly linked to the correct PDF element.
Form Filling: Please note that Fill and Sign tools (like Ticks and Dots) are intended for document completion and do not create tracked tasks.