Annotation Preview Plugin User Manual

Introduction
What You Can Do with the Annotation Preview Plugin
System Requirements
Installation
License Activation
Plugin Overview
How to Add a Note
How to Edit a Note
How to Delete or Close a Note
Managing Notes in the WordPress Admin
Using Preview Links
Note Visibility and Display Options
Recommended Workflow
Common Use Cases
Troubleshooting
Frequently Asked Questions
Support and Updates
Conclusion

Introduction

Purpose of the plugin

Website Annotations and Client Notes is a WordPress plugin that helps you communicate directly on the page while a website is being designed, revised, or reviewed. Instead of relying on scattered emails, phone texts, screenshots, and spreadsheets, you can place notes exactly where a change, question, or issue belongs.

The goal is simple: make website communication clearer, reduce project delays, and help teams and clients stay on the same page.

Who it is for

This plugin is designed for:

web designers
agencies
freelancers
developers
clients reviewing websites
internal teams

If multiple people are involved in reviewing a website, this plugin helps keep communication organized and tied to the page on the website itself.

What problem it solves

Website projects often slow down because communication gets spread across too many places. One person sends an email, another sends a text, someone else marks up a screenshot, and soon nobody is fully sure which comment is current.

Website Annotations and Client Notes helps reduce that confusion by letting users place notes directly on the live page. That keeps comments visual, clear, and easier to act on.

What You Can Do With the Plugin

Core uses

With this plugin, you can:

add notes directly on the frontend of a live webpage
mark areas that need changes
share comments with clients
review layouts and content
track open and completed notes
use preview links for outside reviewers

Typical use cases

This plugin works well for:

client revision rounds
internal design review
development punch lists
QA checks
content placement notes
website maintenance reviews

System Requirements

WordPress requirements

Before installing the plugin, make sure you have:

a working WordPress website
administrator access for installation and license activation
a current version of WordPress and PHP that matches your hosting provider’s recommended setup

This plugin is especially useful in Divi theme-based workflows.

Recommended environment

For the best experience, use:

a modern desktop browser
a staging site for testing when possible
a clean caching setup while reviewing notes

If your site uses aggressive cache plugins or server-side caching, clear cache after major note changes if something does not appear correctly.

Installation

Installing the plugin

To install the plugin:

Download the plugin ZIP file from your purchase email or account area.
In WordPress, go to Plugins > Add New Plugin.
Click Upload Plugin.
Select the ZIP file.
Click Install Now.
After installation, click Activate Plugin.

What happens after activation

Once activated, the plugin adds its related menu items and management areas in the WordPress admin. From there, you can activate your license, manage notes, and work with preview links if enabled.

License Activation

How to activate the license

To activate your license:

Open the plugin’s license settings page in the WordPress admin (Annotation Preview > License).
Paste your license key into the license field.
Click Save or Activate License, depending on the screen.
Wait for the confirmation message.

A successful activation should show that the license is active and ready for updates.

Keeping your license active is important because future feature enhancements and improvements will be delivered through plugin updates.

License notes

A single-site license means the plugin can be activated on one website at a time.

Your purchase includes:

one site license
12 months of updates
the ability to deactivate and transfer the license to another site if needed

Renewal is optional, but an active license is required to continue receiving updates and support.

Plugin Overview

Frontend tools

On the front end of the website, the plugin gives you tools for placing and reviewing notes directly on the page.

These tools include:

annotation circles
a note box for written comments
show or hide note controls
moveable notes
style-related controls if enabled in your version

Notes can be repositioned as needed, which makes it easier to fine-tune where a comment appears on the page.

Backend tools

In the WordPress admin, the plugin provides management tools for reviewing and organizing communication.

These tools may include:

open notes
completed notes
note management and logging
creator and editor information
preview link management

This gives you both a visual review system on the front end and an organized communication record in the backend.

How to Add a Note

Basic workflow

To add a note:

Log into the website as an admin and open the page you want to review on the front end of the website.
Enter annotation mode by clicking show/hide Annotations toggle in top admin menu.
Click or mark the area where the note should appear.
Click on the message icon, and type your note into the note box.
Click the 'Save' button to save the note.

IMPORTANT: At the time of saving your note, pay attention to the visual rim of the circle you drew; the plugin uses color indicators. A green rim indicates the note has been saved successfully. A red rim indicates the note has not been saved or still needs attention. A red rim may indicate caching is preventing the note from being saved, or you may need to contact support. If a red rim is persistent, turn off caching, or CDN, and test again.

What a good note looks like

The best notes are:

specific
tied to one clear issue
make it concise and easy to understand

Try to avoid broad or vague comments. A short, direct note is usually better than a long explanation.

Example of a clear note: “Please move this button higher by approximately 15px.”

Example of a vague note: “This part needs work.”

The clear note works because it points to a specific change and gives enough detail for someone to act on it quickly. The vague note can create confusion because it does not explain what needs to change, where the issue is, or what outcome is expected.

How to Edit a Note

Editing process

To edit an existing note:

Open the note on the page.
Click on message icon. Update the text.
Save the note again.

This is useful for clarifying comments, correcting wording, or updating a request after a discussion.

Metadata behavior

The plugin can show note-related metadata so users can understand who created a note and who last updated it.

Important behavior to know:

the original creator of the note remains associated with the note
the last editor may also be displayed separately
admins have universal editing access to notes
authors can edit only their own notes
preview mode is read-only

That means outside reviewers using a preview link can view notes, but they cannot edit them unless they are using the site in an authorized editing context.

How to Delete or Close a Note

Removing a note

If a note is no longer needed, you can delete it permanently using the available note controls in the admin backend.

Delete a note when:

it was created by mistake
it is duplicated
it is no longer relevant and should not remain in the record

Completing a note

If a note has been addressed, mark it as completed or resolved instead of deleting it. On the frontend of the website, click the 'x' icon located on the note to remove a completed note.

Use completion when:

the requested change has been made
the issue has been reviewed and closed
you want to preserve the note as part of the project record

Deleting removes the note. Completing keeps a record that the item existed and was handled.

Managing Notes in the WordPress Admin

All Open Notes

The All Open Notes area in the WordPress admin is where you review active notes.

There you can typically see:

the note content
where the note appears
who created the note
who last edited the note
the note’s current status

This area is helpful when you need a broader view of what still needs attention across a page or project.

Completed notes

Completed notes are stored separately, in the Deleted Notes admin area, so you can look back at resolved items later.

This is helpful when:

you want to confirm that a request was handled
you need to reference old notes for a client discussion
you want to copy completed tasks into a client email or summary

A useful workflow is to review completed notes, copy the resolved items, and paste them into a status update or completion email for the client.

Why this matters

This backend record gives your team a cleaner communication trail. Instead of searching through scattered emails and screenshots, you have a central place to review what was requested, what is still open, and what has already been completed.

Using Preview Links

What preview links do

Preview links allow clients or outside reviewers to view notes without needing a WordPress login. Preview mode is read-only, so reviewers can see notes but cannot edit them.

This is helpful when you want someone to review the page and see the comments in context, but you do not want to create a full WordPress user account for them.

How to create a preview link

To create a preview link:

Open the preview link section in the plugin or admin area.
Generate a new link.
Copy the link.
Send it to the client or reviewer.

When to use preview links

Preview links are useful for:

client reviews
stakeholder approvals
outside feedback sessions

Important notes

Keep these points in mind:

preview links may expire
they should be shared only with the intended reviewer
preview mode is read-only
preview mode includes a Hide/Show toggle in the lower right-hand corner of the screen so user can hide notes
during a live review conversation, someone using preview mode may need to refresh their browser page to see newly created or edited notes in real time
if a link no longer works, you may need to generate a new one

Recommended Workflow

Suggested client workflow

A simple workflow for using the plugin looks like this:

install and activate the plugin
enable notes on review pages
place notes during review
share a preview link
resolve notes in admin
close out completed items

Best practices

To get the best results:

keep one topic per note
avoid vague comments
use notes during live review calls
review and close notes regularly
use staging when possible

This keeps the communication process focused and easier to manage.

Common Use Cases

For agencies

Use the plugin during client revision rounds, design reviews, and approvals so your team can keep communication tied to the page.

For freelancers

Use it to organize comments and client requests without needing extra collaboration software.

For internal teams

Use it for design, development, and content coordination when multiple people need to review a page.

For maintenance projects

Use it to log requested updates and keep an organized record of ongoing page changes over time.

Troubleshooting

Notes are not showing

If notes are not appearing:

confirm the plugin is active
check the note visibility toggle
refresh the page
purge website cache if needed
confirm the user has the right permissions

In some cases, website cache plugins may prevent new notes from appearing correctly until cache is cleared.

Preview link is not working

If a preview link does not work:

check whether the link has expired
confirm you copied the full URL
generate a new preview link if needed

Notes appear differently after refresh

If the notes look different after reloading the page:

confirm the note was fully saved
clear cache
review plugin settings
retest after refreshing the page

Plugin conflicts or display issues

If you suspect a conflict:

test with other plugins temporarily disabled if appropriate
test on a staging site
review whether the issue is theme-related
contact support if needed

Frequently Asked Questions

Can clients use the plugin without a login?

Yes. Preview links allow outside reviewers to view notes without needing a WordPress login.

Can I use it on a live site?

Yes. Many users work with it on live sites, though a staging site is recommended for initial buildout, repeated testing, and complex review workflows.

Does it work with Divi?

Yes. The plugin is especially useful in Divi-based workflows.

Can I move the license to another website?

Yes. You can deactivate the license from one site and transfer it to another if needed.

Are notes stored in WordPress?

Yes. Notes are managed within WordPress and can be reviewed through the admin areas provided by the plugin.

Can I hide notes without deleting them?

Yes. You can toggle note visibility without removing the notes themselves.

What is the difference between open and completed notes?

Open notes still need attention. Completed/Deleted notes have been resolved and remain available as part of the project record.

Support and Updates

Where to get help

If you need help, use the plugin support contact (at support@myinternetscout.com) provided with your purchased license key.

When contacting support, include:

your website URL
your current license key
your plugin version
a short description of the issue
a preview link or screenshots are helpful
steps to reproduce the issue if possible

Updates

Plugin updates are delivered through the license system while your license is active.

Before updating:

back up your website
review the update details
test on staging first when possible

Keeping your license active is the best way to receive feature enhancements, maintenance updates, and compatibility improvements.

Conclusion

Final summary

Website Annotations and Client Notes is designed to improve website communication by keeping comments tied directly to the page on the website.

That helps reduce confusion and keep projects moving. The plugin gives you a clearer way to manage website communication inside WordPress. Do not forget to connect your license key for future updates.