Annotate Files in ClickUp: Complete How-To Guide
ClickUp makes it simple to collect feedback on images, videos, and PDFs by letting your team add precise annotations directly on files. This how-to guide walks you through using proofing to review creative assets, request changes, and resolve comments without leaving your workspace.
What is Proofing in ClickUp?
Proofing is a review and approval feature that lets people comment on a specific part of a file. Instead of long email threads, reviewers can click on the exact spot in an image, video, or PDF and leave clear feedback.
With proofing you can:
- Highlight or click on an area of a file to leave a comment
- Assign action items to teammates
- Reply to and resolve feedback threads
- Track changes across versions of the same file
This saves time for designers, marketers, and project managers who need a structured workflow for visual reviews.
Supported Files for ClickUp Proofing
You can use proofing with a variety of file types added to tasks, comments, and other areas of the platform.
Images
Proofing supports many common image formats, such as:
- JPG and JPEG
- PNG
- GIF
- BMP
- WEBP
These images can be attached directly to tasks or uploaded into comments and then opened in the proofing viewer.
Videos
Video proofing lets your team leave timestamped feedback. Supported formats typically include:
- MP4
- MOV
- WEBM and other standard web formats
When you click on a video, you can pause at a specific frame and drop a comment tied to that moment.
PDFs
PDF proofing is ideal for documents like brochures, slide decks, or reports. Reviewers can jump to a page, zoom in, and highlight areas that need edits.
How to Open Files for Proofing in ClickUp
You can start proofing from several locations in the platform. The most common is from within a task.
Open a File from a Task
- Open the relevant task.
- Scroll to the attachments section.
- Click the image, video, or PDF you want to review.
- The file opens in the proofing viewer, ready for annotations.
Open a File from a Comment
- Find the comment that contains an attached file.
- Click the thumbnail or file name.
- The attachment opens in the same proofing interface.
The proofing viewer includes tools to comment, reply, and navigate between annotations.
How to Add Comments and Annotations in ClickUp
Once your file is open in the proofing viewer, you can start capturing feedback with pinpoint accuracy.
Comment on an Image
- Hover over the image until the annotation cursor appears.
- Click on the part of the image you want to comment on.
- Type your comment in the box that appears.
- @mention a teammate if you want to notify or assign them.
- Click Comment to post your feedback.
Each comment is linked to a numbered marker on the image for easy reference.
Comment on a Video
- Press Play to start the video.
- Pause at the exact frame you need to review.
- Click on the video to drop a comment marker.
- Write your comment and add any @mentions.
- Post the comment so others can see and respond.
Your comment is tied to that timestamp, allowing reviewers to jump straight to the relevant moment.
Comment on a PDF
- Use the page navigation controls to open the correct page.
- Zoom in if needed for smaller details.
- Click where you want to leave feedback.
- Enter your comment and assign it to a teammate if necessary.
- Save the comment to finish.
This workflow is perfect for detailed document reviews and content approvals.
Managing Comments and Threads in ClickUp Proofing
After comments are created, your team can refine and resolve feedback quickly.
Reply to Comments
- Open the file in the proofing viewer.
- Click an existing comment marker, or select it from the comment list.
- Type your reply beneath the original comment.
- Post the reply to continue the conversation.
Replies stay grouped in a single thread, so discussions remain organized.
Resolve and Reopen Comments
- After changes are completed, open the proofed file again.
- Select the comment thread you want to resolve.
- Click the Resolve option.
If more work is needed later, you can reopen a resolved thread and add new replies without losing earlier context.
Assigning Action Items from ClickUp Proofing
Turning feedback into work is easier when comments become clear action items.
Assign Comments to Teammates
- Open the comment you want to assign.
- Use the assignment or @mention field to choose a teammate.
- Add any details needed to explain the change.
- Post the comment so the assignee receives a notification.
Assignees can track these requests from their notifications and inside the task, reducing the risk of missed edits.
Best Practices for Using ClickUp Proofing
To get the most value from proofing, follow a few simple guidelines.
- Keep comments specific: Mention what to change, where, and why.
- Use @mentions: Tag the right people so each request has an owner.
- Group feedback: Add related notes to the same thread rather than creating new ones for every small tweak.
- Resolve promptly: Close threads as soon as changes are finished to keep the file view clean.
These practices create a repeatable review workflow for design, marketing, and documentation teams.
Learn More About ClickUp Proofing
For a full breakdown of proofing options, supported formats, and the latest updates, review the official documentation on the ClickUp Help Center: Annotate images, videos, and PDFs with Proofing.
If you need strategic help implementing structured workflows, automation, or documentation around your workspace, you can also explore expert services at Consultevo.
By using proofing effectively, your team can streamline reviews, reduce revision cycles, and keep every asset-related discussion in one organized place.
Need Help With ClickUp?
If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.
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