---
title: "Document comments"
slug: "document-comments"
updated: 2026-08-31T00:18:20Z
published: 2026-08-31T00:18:20Z
canonical: "knowledge-base.rossum.ai/document-comments"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://knowledge-base.rossum.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Document comments

Comments let you add free-text notes to any document, at any stage of processing. Every note is stored with its author and timestamp, and all notes accumulate into a chronological trail that stays with the document. Use comments to:

- Record status changes — for example “OK to pay” or “Manually entered on 5. 6. 2026”.
- Explain the reasoning behind a decision — for example “Credit note received, lower price of credit is OK”.
- Flag why a document was rejected or postponed — for example “Duplicate” or “Not an invoice”.

Comments create a clear audit trail: anyone opening the document can see what happened, who did it, and why. This makes handoffs between colleagues and teams much smoother.

## Adding a comment to a document

1. Open the document.
2. In the toolbar above the document, click the **comments icon** (speech bubble). The badge on the icon shows how many comments the document already has.
3. The **Comments** panel opens on the right. Type your note into the **Add a comment**... field and send it.

Your comment appears at the top of the trail, together with your user name and the date it was added.

![](https://cdn.document360.io/1bb6f6bc-c04c-4ace-a1e8-8c4cfd3fbc98/Images/Documentation/Document%20Comments%2001.png)

*The Comments panel opens from the comments icon in the document toolbar.*

## Commenting when rejecting or postponing a document

When you reject or postpone a document, you can leave a comment as part of the same action — no extra steps needed.

1. Click **Reject** or **Postpone** on the document.
2. In the confirmation dialog, write your comment into the **Write your comment... (optional)** field.
3. Confirm the action. Your comment stays with the document either way, and the comment trail also records the action itself — for example with a **Document postponed** tag on the entry.

![](https://cdn.document360.io/1bb6f6bc-c04c-4ace-a1e8-8c4cfd3fbc98/Images/Documentation/Document%20Comments%2002.png)

*Rejection confirmation dialog with an optional comment field.*

## Viewing the comment trail

All comments on a document are displayed in the Comments panel in chronological order, with the most recent entry first. Each entry shows:

- The author (user name or email address).
- The date the comment was added.
- The comment text.
- Where relevant, the related action — for example that the document was postponed.

Comments are preserved for the whole life of the document: they are not deleted when the document is re-extracted, and they are visible to approvers during the approval step, so everyone reviews the document with full context.

## Filtering documents with comments

#### Spot commented documents in the dashboard

In the document list, the Details column shows a comments icon on every document that has at least one comment. Hover over the icon to see the “Document has comments” tooltip.

![](https://cdn.document360.io/1bb6f6bc-c04c-4ace-a1e8-8c4cfd3fbc98/Images/Documentation/Document%20Comments%2003.png)

*The comments icon in the Details column marks documents with comments.*

## Filter the document dashboard by comments

To see only the documents that have comments:

- Click **Add filter** above the document list.
- Choose **Details** and select **Has Comment**.
- Click **Apply**.

![](https://cdn.document360.io/1bb6f6bc-c04c-4ace-a1e8-8c4cfd3fbc98/Images/Documentation/Document%20Comments%2004.png)

*Filtering the document list with Details includes Has Comment.*

## Good to know

- Comments can be added at any stage of the workflow — from initial review to approval.
- Comments can be edited after they are created; edits are logged as part of the trail.
- Comments survive re-extraction of the document.
- Anyone with access to the document can see its comment trail.