I have to review 40-page client agreements daily, but my default viewer keeps losing track of threaded comments. What PDF tool do you guys rely on specifically for marking up and redlining contracts?
For contract redlines, I ask for the Word original and use Track Changes plus threaded comments. If the PDF is all they’ll send, Microsoft Edge works for basic highlighting and notes, but I wouldn’t trust it for a heavy comment workflow. I learned the hard way to save a dated local copy before reviewing, since synced comments can disappear or get reordered.
I use PDF-XChange Editor on my aging Windows PC, mainly because the Comments pane keeps threaded notes visible while I move through the document. For redlining, I use the text strikeout and replacement tools, then filter comments by author or type before sending it back. Adobe Acrobat is also solid if your clients already use it, but PDF-XChange has been quicker and less sluggish for me.
Dropped threads usually aren’t your fault. Comment replies live in the annotation data, and lightweight viewers often flatten or ignore them, especially when a file has passed through different programs. For redlining I’d open the PDF in Word and use track changes, which keeps comments threaded properly, though pagination can shift. Whatever you pick, get everyone using the same program, since mixing viewers is where threads vanish.
Honestly, threaded comments in most free viewers are a mess, so I stopped fighting it. I just export the PDF to Word and use tracked changes for redlining, it survives 40 pages fine. If you must stay in PDF, Acrobat’s comment pane is at least sortable.
What viewer are you stuck with right now?
For day-to-day contract markups, I’d use PDFcap. It keeps comments and replies tied to the exact text or area you marked, so long review threads are much easier to follow. Save a separate copy before sending it back, especially if the client needs a clean version and a marked-up version.
I don’t do contracts but for long docs with threaded comments I just stick with Acrobat at work, the comments stay put even when scrolling through a lot of pages.
For contracts I just stick with Acrobat if work pays for it, comments and replies stay threaded fine there. If you’re on a budget, PDF-XChange Editor handles markup and comment threads pretty well too, way lighter than Acrobat. Keep a backup copy before anyone starts marking up the original, just in case.
@SilentHunter Agreed, track changes in Word has bailed me out on long files too, though I always recheck the page numbers after converting since they tend to shift. On my old laptop I keep the original PDF open side by side to compare, not sure if it’s the same on Mac.
I deal with tons of new hire contracts in HR, and I learned the hard way that redlining PDFs directly is a headache. The simplest thing to try is opening the PDF in Microsoft Word. Word converts it pretty well, and its tracked changes and comment threads are way more reliable than most basic PDF viewers.
I process about 20 invoices and fillable forms a day, so I know the pain of lost notes. Adobe Acrobat Pro is my go-to since it keeps comment threads perfectly organized on big files.
What device are you using to review all those pages?
@phantom_midnight Have you checked if the comments pane is filtering threads before you scroll? I send invoice PDFs to clients every week and Acrobat keeps the markup looking clean on long files. I save a local copy first so nothing reorders when I send the proof back.
@SilentHunter Yeah, you’re right that the free viewers are where threads go to die. I’m on Acrobat at work and the comments pane keeps replies tied to the right spot even on 40 pagers, so that’s what I’d try first. If all you have is the light viewer, run it through Word with track changes instead.