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→How Annotations Work
The reviewer hovers over and left-clicks the desired field to open a new annotation window. Here, they enter a message asking the applicant to change or clarify something related to this field, and then the reviewer saves the annotation.
<!-- (Insert Image: Show new Annotation window)-->
This process is repeated for all fields requiring changes or clarifications.
Once all annotations are added, the reviewer clicks the annotation submission button to send the record back to the applicant.
<!-- (Show annotation submission button in annotation mode)-->
===4. Applicant Reviews Annotations, Modifies Values, and Adds Clarifications===
In '''Annotation Mode''', fields without annotations are locked. The applicant sees a list of annotations in the right panel and can click on any annotation to engage in a specific field-level discussion.
<!-- (Insert Image: Show annotation list)-->
When focused on an annotation, the applicant can click the '''Reply''' button to open a modal window, where they can modify the field value and add a clarifying message.
<!-- (Insert Image: Show reply button when drilled into an annotation)-->
Annotations from other users (such as the reviewer) are highlighted in yellow, indicating they may require a response, while annotations you create (as an applicant) are highlighted in blue.
<!-- (Insert Image: Show drilled into an annotation with blue and yellow messages)-->
After responding and modifying field values, the applicant clicks the annotation submission button to move the status forward, triggering a workflow that notifies the reviewer of the changes made.
The reviewer evaluates the changes and the applicant's replies. If no further changes or clarifications are needed, the reviewer marks each field-level annotation as resolved.
<!-- (Insert Image: Show resolved button on drilled into annotation)-->
Resolved annotations are indicated with a green check mark, showing no further action is required.
<!-- (Insert Image: Show annotation list with an Item marked as resolved)-->
If all outstanding changes are addressed, the reviewer advances the application using the annotation submission button.
Users can exit annotation mode by clicking the close icon (“X”) in the gray box. This may be necessary to access the left navigation or other record-related elements not visible in annotation mode. To re-enter annotation mode, click the "annotation mode" toggle located in the high availability area at the top right of the record.
<!-- (Insert Image: Show picture of X to close)-->
<!-- (Insert Image: Show picture of annotation mode toggle)-->
=Configuration=
||The applicant has submitted the application and can no longer edit it.
||
# Toggle on '''Lock On Status'''
# Go to the '''Permissions & Availability''' tab and under the “Role Permissions” section, select the “Program Manager” user role for the '''Override Lock''' field so they can move the record forward after assigning a reviewer.
# Go to the '''Permissions & Availability''' tab and under the “Availability” section, select the relevant grant types for the '''Enable on Grant Types''' field.
|-
||Reviewer Assigned and Notified
||The reviewer has been notified that the application is ready for review.
||
# Toggle on Lock On Status
# Go to the '''Permissions & Availability''' tab and under the “Role Permissions” section, select the “Program Manager” user role for the '''Override Lock''' field so they can move the record forward
# Go to the '''Permissions & Availability''' tab and under the “Availability” section, select the relevant grant types for the '''Enable on Grant Types''' field.
# Set up a Level 1 workflow to send an email notification to the reviewer by going to '''Menu Icon''' > '''Workflows''' > Create a new workflow > Set '''Workflow Object''' to this UTA and set '''Trigger On''' to this status.
|-
||Reviewer Annotation Creation
||The reviewer adds annotations to the grant application, requesting changes and clarifications. They also review the applicant's annotations.
||
# Toggle on '''Lock On Status'''
# Go to the '''Permissions & Availability''' tab and under the “Annotation System Role Permissions” section, select the “Applicant” user role for the '''View''' field, select the “Reviewer” user role for the '''View and Create''' field, and select both “Applicant” and “Reviewer” user roles for the '''Open in Annotation Mode''' field.
# Go to the '''Permissions & Availability''' tab and under the “Availability” section, select the relevant grant types for the '''Enable on Grant Types''' field.
|-
||Revisions Requested
||The applicant is notified. They must change values, reply to annotations, and provide clarity to issues raised.
||
# Toggle on '''Lock On Status'''
# Go to the '''Permissions & Availability''' tab and under the “Annotation System Role Permissions” section, select the “Applicant” user role for the '''View''' field as well as the '''Edit Field''' input, select the “Reviewer” user role for the '''View and Create''' field, and select both “Applicant” and “Reviewer” user roles for the '''Open in Annotation Mode''' field.
# Go to the '''Permissions & Availability''' tab and under the “Availability” section, select the relevant grant types for the '''Enable on Grant Types''' field.
# Set up a Level 1 workflow to send an email notification to the applicant by going to '''Menu Icon''' > '''Workflows''' > Create a new workflow > Set '''Workflow Object''' to this UTA and set '''Trigger On''' to this status.
|-
||Applicant Revisions Submitted
||The reviewer is notified that the applicant has made the requested changes and provided clarity.
||
# Toggle on '''Lock On Status'''
# Go to the '''Permissions & Availability''' tab and under the “Annotation System Role Permissions” section, select the “Applicant” and “Reviewer” user roles for the '''View''' field, select the “Reviewer” user role for the '''View and Create''' field, and select both “Applicant” and “Reviewer” user roles for the '''Open in Annotation Mode''' field.
# Go to the '''Permissions & Availability''' tab and under the “Availability” section, select the relevant grant types for the '''Enable on Grant Types''' field. <br />Set up a Level 1 workflow to send an email notification to the reviewer by going to '''Menu Icon''' > '''Workflows''' > Create a new workflow > Set '''Workflow Object''' to this UTA and set '''Trigger On''' to this status.
|-
||Approved
||The grant application has been approved.
||
# Toggle on '''Lock On Status'''
# Go to the''' Permissions & Availability''' tab and under the “Availability” section, select the relevant grant types for the '''Enable on Grant Types''' field.
|-
||Declined
||The grant application has been declined.
||
# Toggle on '''Lock On Status'''
# Go to the '''Permissions & Availability''' tab and under the “Availability” section, select the relevant grant types for the '''Enable on Grant Types''' field.
|}
==Status Settings Explained==
These settings are found at '''UTA''' > '''Configuration Settings''' > '''Level 1''' tab > '''Statuses''' > Select a '''Status'''.
====Lock On Status====
Prevents users from editing the application record and hides any '''Save and Submit Buttons''' configured to appear on this status.
====Override Lock====
Allows a user role to edit a locked record and see the submit and save buttons configured to appear at this status.
====Availability====
Controls which types of applications will have access to this status
====Annotation System Roles and Annotation Association Role Permissions====
Depending on the business requirements you may choose to use Annotation System Roles (Example: anyone with the system reviewer role has permissions) or Annotation Association Role Permissions (Example: anyone attached to the record as a contact in the UTA role of reviewer has permissions).
====View====
Who can see the annotations
====View and Create====
Who can see create new and reply to annotations
====Edit Field====
Who can edit the value of the field being annotated
====Open in Annotation Mode====
Who can see the record in annotation mode by default
====Anonymize Creator====
Hides the name of the person who added the annotation
==Workflow Notifications==
At multiple stages in the process notifications will automatically be sent to the reviewer and applicant letting them know that action is required on an application.
To accomplish this a workflow is set up by navigating to '''Menu Icon''' > '''Workflows'''.
# Click the “New Workflow” button (looks like a plus sign).
# Select the desired UTA for the '''Workflow Object''' field.
# Select the desired Level 1 status for the '''Trigger On''' field. Then click '''Save'''.
# Setup a task with the '''Task Type''' of “Acknowledgement” and choose the message type of “Email”.
# In the email message, you may wish to include both the name of the application and a link to the application.
==Submit Buttons and Annotation Submission Buttons==
Submit buttons move a record between statuses that are not locked. A user role can also be given permission to override a locked status to see submit buttons.
Annotation submission buttons are intended for use only in '''Annotation Mode''' when the record is locked where other submit and save buttons are hidden.
Both types of submission buttons are configured by navigating to the desired '''UTA''' > '''Configuration Settings''' > Click on the desired '''Level 1''', '''2''', or '''3''' tab > '''Submit and Save Buttons'''.
We created the following submit buttons for our scenario:
{| class="wikitable"
|-
||'''Name'''
||'''Description'''
||'''Type'''
||'''Configuration Steps'''
|-
||Submit
||Applicant submits and this locks the application to the applicant.
||Submit
||
# Select “Draft” under the '''Available to Status''' field.
# Select “Submitted” under the''' Submit to Status''' field.
# Toggle on '''Enable Confirmation Alert Message'''. Under the '''Confirmation Message''' input, enter: “Your application will be sent for review. Once sent, you will no longer be able to modify your application. Are you sure you wish to continue?”
# Toggle on '''Enable Confirmation Page'''. For '''Title''', enter “Application Submitted”. For the '''Message''' input, enter: “Thank you. Your application has been submitted and will be reviewed.”
# For the''' Redirect URL''', click the '''URL Lookup''' button (represented by the binoculars icon) to select the page the user should be redirected to after submitting their application. For the '''Button Caption''' input, enter “Back to list of applications”.
|-
||Begin Review Process
||A reviewer is assigned who will approve, decline or annotate the application
||Submit
||
# Select “Submitted” under the '''Available to Status''' field.
# Select “Reviewer Assigned and Notified” under the '''Submit to Status''' field.
# Go to the '''Permissions & Availability''' tab and under the “Role - Permissions” section, select the “Program Manager” user role for the '''Allow View''' field.
|-
||Move to Reviewer Annotation and Review
||Record moved to reviewer annotation and review after the reviewer was assigned and notified.
||Submit
||
# Select “Reviewer Assigned and Notified” under the '''Submit to Status''' field.
# Go to the '''Permissions & Availability''' tab and under the “Role - Permissions” section, select the “Program Manager” user role for the '''Allow View''' field.
|-
||Send Requested Revisions to Applicant
||Sends requested revisions to the applicant.
||Submit Annotation
||
# Select “Reviewer Annotation and Review” under the '''Available to Status''' field.
# Select “Revisions Requested” under the '''Submit to Status''' field.
# Toggle on '''Enable Confirmation Alert Message'''. Under the '''Confirmation Message''' input, enter: “Annotations will be sent to the applicant for review and amendment. Once sent, you will no longer be able to add additional annotations. Are you sure you wish to continue?”
# Go to the '''Permissions & Availability''' tab and under the “Role - Permissions” section, select the “Reviewer” user role for the '''Allow View''' field.
|-
||Submit Revisions
||Sends revisions from applicant to reviewer.
||Submit Annotation
||
# Select “Revisions Requested” under the '''Available to Status''' field.
# Select “Reviewer annotation and review” under the '''Submit to Status''' field.
# Toggle on '''Enable Confirmation Alert Message'''. Under the '''Confirmation Message''' input, enter: “Your annotations and amendments will be sent for review. Once sent, you will no longer be able to add additional annotations or make changes. Are you sure you wish to continue?”
# Toggle on '''Enable Confirmation Page'''. For''' Title''', enter “Revisions Submitted”. For the '''Message''' input, enter: “Your revisions have been submitted and will be reviewed.”
# For the '''Redirect URL''', click the '''URL Lookup''' button (represented by the binoculars icon) to select the page the user should be redirected to after submitting their application. For the '''Button Caption''' input, enter “Back to list of applications”.
# Go to the '''Permissions & Availability''' tab and under the “Role - Permissions” section, select the “Applicant” user role for the '''Allow View''' field.
|-
||Approve Application
||The reviewer approves the application (no more changes are required).
||Submit Annotation
||
# Select “Reviewer Annotation and Review” under the''' Available to Status''' field.
# Select “Approved” under the '''Submit to Status''' field.
# Toggle on '''Enable Confirmation Alert Message'''. Under the '''Confirmation Message''' input, enter: “This record will be moved to approved. Once approved, you will no longer be able to add additional annotations or request changes. Are you sure you wish to continue?”
# Toggle on''' Enable Confirmation Page'''. For Title, enter “Application Approved”. For the '''Message''' input, enter: “The application has been approved”.
# For the '''Redirect URL''', click the '''URL Lookup''' button (represented by the binoculars icon) to select the page the user should be redirected to after submitting their application. For the '''Button Caption''' input, enter “Back to list of applications”.
# Go to the '''Permissions & Availability''' tab and under the “Role - Permissions” section, select the “Reviewer” user role for the '''Allow View''' field.
|-
||Decline Application
||The reviewer declines the application.
||Submit Annotation
||
# Select “Reviewer Annotation and Review” under the '''Available to Statu'''s field.
# Select “Declined” under the '''Submit to Status''' field.<br />Toggle on '''Enable Confirmation Alert Message'''. Under the '''Confirmation Message''' input, enter: “This record will be moved to Declined. Once declined, you will no longer be able to add annotations or request changes. Are you sure you wish to continue?”
# Toggle on '''Enable Confirmation Page'''. For '''Title''', enter “Application Declined”. For the '''Message''' input, enter: “This record will be moved to Declined. Once declined, you will no longer be able to add annotations or request changes. Are you sure you wish to continue?”.
# For the '''Redirect URL''', click the''' URL Lookup''' button (represented by the binoculars icon) to select the page the user should be redirected to after submitting their application. For the '''Button Caption''' input, enter “Back to list of applications”.
# Go to the '''Permissions & Availability''' tab and under the “Role - Permissions” section, select the “Reviewer” user role for the '''Allow View''' field.
|}
==Revision History==
In addition to the annotation list in the right panel, you can optionally view a chronological history of annotations. To enable this feature, go to the desired universal tracking application, then navigate to '''Configuration Settings''' > '''Security''' tab > '''Feature and Function Permissions''' > Select the desired roles under '''Enable Revision History'''.
To view the annotation history log, go to the desired record > Click on''' Logs''' in the top action menu > '''Revisions History'''.
[[Category:Annotations]]
