Locking Revu Markups from Further Edits

Locking Revu Markups from Further Edits

Locking Revu Markups from Further Edits
Date: Apr 22, 2019
I enjoy teaching Bluebeam Revu users tips and tricks as well as sharing my experiences to help them get the most out of their software. One question that project managers often ask is about locking markups so they can’t be changed or moved. 
Can you do it? Yes, sort of. During a Studio Session, markups are locked, so no one can edit someone else’s markups. See the control points on this markup on a PDF during a Studio Session are greyed out. You cannot edit this Call Out markup placed by another participant in the Studio Session.

Control points on a PDF are greyed out.

But once you take the PDF out of the Session, all markups can once again be edited. You do have the option to turn on a Lock on Markups, but it’s really just a safeguard against accidental changes, because anyone can go in and turn it off again.  
I feel the best way is to turn on the Lock Column, so it can easily be seen that Markups are locked. Notice now that control points are once again yellow now that this PDF is no longer in a Session. Notice the Lock Column is displayed, but the lock is not turned on. This markup can be edited.  

Lock Column is displayed

If you don’t have the Lock Column turned on, go to Markups List, click on the drop-down carrot, select Columns, then click on Lock. You can also right-click on the markup and select Lock or select the markup and then select Lock from the Properties Panel.  You can also use the Hotkeys, CTRL +SHIFT + L.

Menu Right-Click Menu Properties Panel

Now if you turn the lock on, by clicking on the checkbox in the column, a padlock icon appears indicating that this markup is “locked,” and you can see that the control points are once again greyed out. This markup cannot currently be edited. But again, all you need to do is turn the lock back off, and it can be edited.  

Padlock icon indicates this markup is locked

To truly lock markups so they can’t be altered, you need to flatten them. But, unless you select “Allow Markup Recovery,” the markups become a part of the PDF document and can never be edited. This can create problems if you need to edit markups later.

Should you do it? I completely understand the desire to preserve all markups; they were made for a reason, and you want to keep their integrity for reference until the PDF is final. Instead of risking people turning off temporary locks or losing the ability to edit markups in future revisions, I suggest that you do a “Save As” and make a copy, so you will have two identical documents. Then you can flatten the second document. And I still suggest to “Allow Markup Recovery” – unless you are 100% sure you are finished or are sending it outside to a third party – while keeping the first one editable until the PDF is finalized. 
To flatten your PDF after making a copy go up to the Menu bar and select Document. At the bottom, you will see Flatten (you’ll also see “unflatten”).  

To flatten, go to the Menu bar and select Document

This is where you select to allow for recovery of this flattened document.  Which again, I highly recommend unless you are on your finalized document review.

Allow for recovery of this flattened document

You will notice that once you flatten your PDF, the markups become a part of the PDF itself and they are no longer listed as markups in the Markup List. 

The markups become a part of the PDF

If you selected, “Allow Markup Recovery“ (unflatten), then all you need to do is go back to the Menu bar, select Document and select Unflatten and your markups will reappear.  You can also right-click and flatten individual markups, and the unflatten will work the same.

For more information, read the Bluebeam article on the difference between locking and flattening as well as their recommendations for using each function. 

About the Author

Liz Wood, Bluebeam Certified Instructor and Bluebeam Certified Consultant
Liz has more than 25 years of experience in technical training and support. Before joining Ideate in 2016, she had her own consulting business and taught at Portland Community College. She earned her Bachelor of Science degree in Information Systems from Linfield College, McMinnville, Oregon. At Ideate, Liz teaches classes on Bluebeam Revu software, provides technical support, and helps customers with software deployment.