Annotating a PDF is one of the most common review tasks — and one of the most poorly handled.

Most teams still rely on:

• Email threads

• Screenshot markups

• Conflicting PDF versions

• Unclear approval status

The result? Slower reviews, missed feedback, and version chaos.

In this guide, we’ll explain how to annotate a PDF properly, what tools work best, and how teams use Kreatli to turn annotations into a structured review and approval workflow.

What Does It Mean to Annotate a PDF?

Annotating a PDF means adding comments, highlights, drawings, or notes without changing the original content.

Annotations are used to:

• Suggest changes

• Ask questions

• Highlight issues

• Request approvals

They are especially useful when multiple reviewers are involved.

Why PDF Annotation Often Breaks Down

Even though annotation sounds simple, teams struggle because:

• Feedback lives in multiple tools

• Versions aren’t clearly tracked

• Comments aren’t tied to decisions

• Approvals happen verbally or via email

Annotation alone isn’t enough — it needs context, versioning, and ownership.

Common Use Cases for PDF Annotation

PDF annotation is used across teams and industries:

• Creative teams: layouts, brand guidelines, storyboards

• Marketing teams: decks, campaign assets

• Production teams: scripts, schedules, shot lists

• Operations: internal documentation, SOPs

In all cases, the goal is the same: clear, actionable feedback.

Why Drawing on a PDF Beats Text Comments

Text comments often create ambiguity:

• “This part needs adjusting”

• “Move this slightly left”

• “Change this section”

Without visuals, reviewers guess - and revisions multiply.

Drawing on a PDF allows you to:

• Circle problem areas

• Draw arrows and callouts

• Highlight exact sections

• Leave contextual feedback

For creative and production teams, this removes interpretation entirely.

Common Use Cases for Drawing on PDFs

Teams use PDF drawing tools across many workflows:

• Creative reviews: layouts, brand guidelines, storyboards

• Marketing approvals: decks, campaign plans

• Production planning: shot lists, schedules

• Operations: internal documentation, SOPs

The key requirement in all of them: feedback must be precise and versioned.

How to Annotate a PDF Using Kreatli (Step by Step)

Kreatli is a Video Collaboration & Review Platform that also supports document-based review — allowing teams to annotate, discuss, and approve PDFs in one centralized workspace.

Step 1: Create a New Project

Before annotating your PDF, create a new project in Kreatli.

Projects act as a shared workspace where files, feedback, versions, and approvals stay organized in one place - so annotations never get lost or disconnected from context.

Step 2: Upload the PDF to Your Workspace

Upload your PDF into a Kreatli project.

This ensures:

• Centralized access

• Clear ownership

• Automatic version history

Step 3: Open the PDF in Review Mode

Click the file to open Kreatli’s review interface.

Here, reviewers can:

• Add annotations

• Reply to comments

• Track discussion threads

No downloads or email attachments required.

Step 4: Add Annotations (Comments, Highlights, Drawings)

Use Kreatli’s visual feedback tools to annotate the PDF:

• Pin comments to exact locations

• Highlight text or sections

• Draw arrows or freehand marks

• Leave contextual notes

Each annotation is tied to a discussion, not just a mark.

Learn more here: https://kreatli.com/platform/annotate-pdf

Step 5: Keep Feedback Contextual

Annotations work best when they explain intent.

Instead of:

Use:

This reduces back-and-forth and speeds up revisions.

Step 6: Upload a Revised Version

When a revised PDF is uploaded, Kreatli treats it as a new version - preserving all previous feedback.

This makes it easy to:

• Compare iterations

• Ensure feedback was addressed

• Avoid approving the wrong file

Learn more here: Version Control in Kreatli

Why Teams Annotate PDFs in Kreatli (Not Just Editors)

Traditional PDF editors are built for editing.
Kreatli is built for reviewing and approving.

With Kreatli, teams get:

• Centralized annotations

• Clear version tracking

• Structured approvals

• Tasks created from comments

Explore the full workflow here:
Kreatli Platform Overview

Free Tools That Speed Up PDF & Review Workflows

Alongside full review and annotation workflows, Kreatli offers free tools teams use daily to reduce friction before feedback even starts.

1. Free Video Link Generator

https://kreatli.com/platform/free-video-link-generator

Create a shareable review link in seconds. Perfect for sending PDFs, videos, or visuals to clients and stakeholders without attachments or account setup.

2. Social Media Safe Zone Checker

https://kreatli.com/social-media-safe-zone-checker

Quickly check whether key content stays visible across platforms like TikTok, Instagram, and YouTube — especially useful when reviewing PDFs for layouts, captions, or overlays.

3. Video Frame Extractor

https://kreatli.com/free-tools/video-frame-extractor

Extract high-quality frames from videos for documentation, PDFs, or visual feedback — ideal when referencing exact moments inside review comments or annotations.

These free tools are often used as an entry point, then paired with Kreatli’s visual annotation, version control, and approval workflows once teams move into structured reviews.

PDF Annotation vs Email Feedback

Annotation becomes far more powerful when it’s part of a structured workflow.

Best Practices for Annotating PDFs

Annotate Against the Latest Version

Never mark outdated files — version confusion kills trust.

Keep One Thread Per Issue

Avoid stacking multiple topics in one annotation.

Close the Loop With Approvals

Annotations should lead to decisions.

Learn more: Approvals & Sign-Offs

Turn Feedback Into Action

When changes are required, convert annotations into tasks.

Related: Tasks & Production Orchestration

How PDF Annotation Fits Into Multi-Asset Reviews

Most teams don’t review PDFs in isolation.

They also annotate:

• Videos

• Images

• Motion drafts

That’s why Kreatli combines Video Collaboration & Review with project orchestration — using the same annotation logic across all asset types.

Related guides:

• How to Draw on a PDF

• How to Compare PDF Files

FAQ: Annotating PDFs

What is the best way to annotate a PDF online?

The best way is using a browser-based review platform like Kreatli that supports comments, drawings, and version tracking.

Can multiple people annotate the same PDF?

Yes. Kreatli allows multiple reviewers to annotate and reply in shared threads.

Do annotations change the original PDF?

No. Annotations sit on top of the file and don’t alter the original content.

Can I track whether annotations were addressed?

Yes. Kreatli’s version history helps teams verify whether feedback was resolved.

Is Kreatli only for video annotation?

No. While Kreatli is a Video Collaboration & Review Platform, it also supports document annotation as part of a full production workflow.

Final Takeaway

Annotating a PDF shouldn’t create more confusion than clarity.

If your team relies on email, scattered tools, or manual version tracking, annotation becomes a bottleneck instead of a solution.

With Kreatli, PDF annotation becomes part of a complete review workflow — combining visual feedback, version control, approvals, and production orchestration in one platform.

Explore Kreatli here: https://kreatli.com/