When working on a project, it is common to think, “Do I mark this up, or just leave a note?”. The good news is there’s no wrong answer… but there is a smarter way to decide.

Here’s how to think about it.

The The Quick Takeaway

• Annotations = where something goes

• Comments = why it matters or what to decide

• Both together = smooth communication and fewer surprises on site

If It’s Physical, Annotate It

Annotations are perfect when you’re pointing out something in the space—like where a lighting fixture should go, where AV equipment will be mounted, or how the exterior outlets should be spaced.

These are visual, spatial decisions that benefit from being drawn directly on the plan.

Use an annotation when you want to say:

“The ceiling fan should go right here.”
“Add a hose bib on this corner.”
“We’ll mount the panel next to the door on this wall.”

But it’s not just about install instructions—annotations are also a great tool for visualizing ideas or future upgrades if you factor in layers or other tools:

• Outline a Kitchen/Great Room on a flooring layer to show where carpet stops and tile begins

• Use a “Future Projects” layer to rough in a concrete pad for a basketball hoop, ensuring it doesn’t interfere with the current layout

• Show alternate fixture placements or optional upgrades for client review

Annotations help you think out loud—visually—so you and your team can make smarter decisions, earlier in the process.

If It’s Context or Coordination, Drop a Comment

Comments are best when you’re explaining, asking, or documenting something that isn’t necessarily tied to a physical location on the plan.

They’re great for conversations, decisions, approvals, or clarifications—without cluttering up the drawing itself.

Use a comment when you want to say:

“Let’s confirm this equipment spec before install.”
“City approval came through—we’re good to go.”
“@Taylor can you verify if the client is okay with this outlet location?”

Think of comments as your project dialogue, right inside the file. Comments are also part of the project’s chain of record—they help capture how decisions were made and who weighed in, which makes them essential to keeping things running smoothly.

Want the Best of Both? Use Them Together

Here’s a pro move: use both.

1. Drop an annotation to point out where the item goes

2. Add a comment to explain what it is or ask a question

3. Tag the right person so they can respond right there

This combo is clear, efficient, and keeps everything right where it belongs—on the record, in context, and off of your text threads and emails.

Quick Note on Permissions

Not everyone can annotate.

• Workspace Members (core project team) can annotate freely and manage layers.

• Collaborators (like trades or clients) may have view-only or limited rights, depending on their role.

And heads up: annotations are owned by the person who created them—only they (or a workspace admin) can edit or delete them.

If you’re ever wondering why you can’t mark something up, check your role or ask someone on the project team to help.