How to Preserve Reviewer Names When Reusing PDF Comments
Question details
The user needs to transfer comments from one shared PDF to another without losing the original authors' names or having them all overridden by the initiator's name.
- Product
- PDF Editor
- Device & OS
- not provided
- Scenario
- Moving existing review comments to a newly shared PDF document for a second round of collaborative reviews.
- Observed behavior
- When copying or transferring comments, the system frequently changes all author names to the person initiating the new review or deletes the comments entirely.
Before exporting or transferring any review metadata, ensure you have saved a backup copy of your original PDF document so that your team's feedback is not accidentally lost during the process.
Export and Import Comments as a Data File
The most reliable method to retain original author names and timestamps is to export the comments into a separate data file and then import them into the new PDF.
Simply copying and pasting comments often registers as a new action by the current user, changing the author name to yours. By utilizing the export/import functionality, you extract the raw metadata (including the exact names of the original reviewers) and apply it intact to the new document.
Launch your PDF editor and open the original PDF file that contains the shared review comments you want to keep.
Navigate to the Comments panel. Click on the 'Options' or settings icon within the panel and select 'Export Comments'. Save the exported file in an FDF or XFDF format to your local drive.
Open the new PDF document where you intend to start the second shared review.
In the new document, go to the Comments panel, select 'Import Comments', and locate the FDF or XFDF file you just saved. The comments will populate in the document with the original reviewer names preserved.
Use WPS Office to Manage and Review PDF Comments
WPS Office offers a robust PDF editor that simplifies the process of reviewing documents. You can easily view, manage, and collaborate on PDF comments while keeping important metadata intact.
- 1. Open PDF in WPS Office: Launch WPS Office and open your PDF document containing the team's review comments.
- 2. Navigate to the Comment Tab: Click on the 'Comment' tab located on the top ribbon to access the full suite of annotation and review tools.
- 3. Manage Comments via the Pane: Open the Comments pane on the side to view a list of all notes, filter them by reviewer, and ensure all author names are correctly displayed.
- 4. Save and Share: Save your organized PDF document and share it seamlessly with your colleagues for the next phase of the review.
Frequently Asked Questions
Why do author names change to my name when I copy and paste PDF comments?
When you use the standard copy and paste function, the PDF software interprets this as a brand-new annotation created by the current user (you). Using the export and import data method bypasses this by bringing in the original metadata.
What file format is best for exporting PDF comments?
FDF (Forms Data Format) or XFDF (XML Forms Data Format) are the industry-standard file types for exporting and importing PDF comments. They are specifically designed to retain properties like reviewer names, colors, and timestamps.
Can I merge comments from multiple different reviewers into one master PDF?
Yes. Ask each reviewer to export their comments as an FDF file. You can then sequentially import all these individual FDF files into your master PDF document to compile everyone's feedback without losing their names.
