Difference between revisions of "Field Revision Annotations"

Revision as of 10:18, 14 June 2019

Overview

Annotations is a feature that allows users to add or view annotations at the individual field level (ex: Standard Fields such as name or address, and also Custom Fields). These edits to specific fields can be made while keeping the rest of the record locked. 

Flexible role-based security allows the System Administrator to configure UTA role-based permissions: different users will have the ability to view or add annotations to fields, while others the ability to edit that field value. 

Our annotations feature offers you, the SmartSimple user, an additional communications vehicle for both internal and external users. 

Configuring Field Revision Annotations

The first step in configuring the Field Revision Annotation is to create an Annotation Type and permission it based on Roles.

You can then go to a UTA and configure UTA Role based permissions against individual UTA Statuses to control who can view and edit the annotations, and who can modify fields in annotation mode.

Creating an Annotation Type

To use the Field Revision Annotation feature an Annotation Type needs to be created. The Annotation Type also allows users to define role based permissions to control who can use the specific type.

• Click on the Configuration menu, then select the Global Settings option and then click on the Annotation Types link within the System section.
• The Annotation Type page is displayed.
• To edit an existing Annotation Type click on the Annotation Type line on the left panel.
• To create a new Annotation Type complete the role based permissions listed under the New Annotation Type section, including the Role Permission settings:

  • View & Create: define those roles that can both view and create this Annotation type
  • View only: define those roles that are only able to view this Annotation type

• Click Save.

Configure Role based permissions against individual UTA Statuses

Edit the individual UTA Statuses to control who can view and edit the annotations, and who can modify fields in annotation mode.

• From the related UTA, click on the Settings icon.
• Navigate to Level 1, 2, or 3 tab, and click on the Statuses hyperlink.
• Create a new status (click on the + New Status icon) or edit an existing status (click on the edit status icon).
• Go to Permissions & Availability section.
• The following fields are related to Revision Annotations:

  • View Annotation Role - those UTA Roles that can view annotations at the particular status
  • View and Create Annotation Roles - those UTA Roles that can view and edit annotations at the particular status
  • Edit Field in Annotation Mode Roles - those UTA Roles that can edit the actual field value when it is locked
  • Open Record in Annotation Mode - those UTA Roles that will be able to access the entity in Annotation Mode, without the need to explicitly turn annotation on

Using Field Annotations

To use Annotation a user must first switch on this functionality against the individual record.

Once Annotation has been switched on the user can add, edit or view the annotations, depending on the Status based permissions.

The user may also be able to edit the actual field value when it is locked, depending on the Status based permissions.

Switch on Annotation

If you have do not have the Open Record in Annotation Mode permissions but have View or View and Create permission, then when you first access the record you will see a Turn On Annotation button along the top of the screen.

If you click on this button, or if you have Open Record in Annotation Mode permissions, then you will automatically access the record with annotation switched on. The Turn Off Annotation button will be displayed along the top of the screen.

Add, Edit or View the Annotation

If the user has View Annotation or View and Create Annotation permissions, then they would automatically see the Annotations tab along the right hand side of the screen. If they clicked on this then it would expand to show any Annotations created.

The Standard or Custom field that the Annotation exists against appears at the top of the individual Annotation within the overall Annotation tab, while the message, the person who entered the message and the date it was entered also appears.

Turning on Annotation also exposes a series of Edit, View or Modify options against individual Standard and Custom fields, as well as highlighting those fields with existing annotations.

Add and Edit Annotations

If the user has View and Create Annotation permissions then, when they first click on a field caption which has no previous annotations, they would see a small icon with the caption New Annotation.

If the user has View and Create Annotation permissions then, when they click on a field caption which has already annotations, they would see a small icon with the caption Reply and the historic annotations displayed.

If they click on this New Annotation or Reply button then they should be presented with the New Annotation screen.

They can select the Annotation Type, with the list of available Annotation Types controlled by the Role Permission settings for the individual types.

They can also enter text in the Message field and click Save.

The Annotation would then be visible within the Annotation tab on the right hand side of the screen, the corresponding field would be highlighted if Annotation is turned on and the annotations visible by clicking on the field caption.

View Annotations

If the user has View but not View and Create Annotation permissions then they will not be able to access the New Annotation or Reply buttons against individual fields.

They would still automatically see the Annotations tab along the right hand side of the screen.

If they clicked on this then it would expand to show any Annotations created.

If the user then clicks on one of the Annotations listed then the Annotation is exposed against the relevant field, but still with no Reply or Modify option.

Edit Field

The Edit fields Annotation functionality is only relevant when the record is locked on status and the user has View Annotation Roles set.

If the user has Edit Field in Annotation Mode Roles but does not have the View and Create Annotation permissions then, when they click on a field caption which has no previous annotations, they will see a pop-up informing them that there is "No annotation found on this field".

If the user has Edit Field in Annotation Mode Roles but does not have the View and Create Annotation permissions then, when they click on a field caption with previous annotations, they will see a pop-up with a Modify button. If they click on the Modify button then they are presented with the Edit Field screen, but the ability to edit the individual field is controlled by the associated Field Permissions.

If the user has both Edit Field in Annotation Mode Roles and View and Create Annotation permissions then, when they click on a field caption which has no previous annotations, they would see a small icon with the caption New Annotations.

If the user has both Edit Field in Annotation Mode Roles and View and Create Annotation permissions then, when they click on a field caption which has already annotations, they would see a small icon with the caption Reply/Modify and the historic annotations displayed.

If the user clicks on the New Annotations or Reply/Modify button then they will see a Field Value option in the New Annotation screen.

If they edit the Field Value and click Save then the value stored against the field will be updated accordingly.

Review History

The Revision History feature will list the full annotation history in one place. The history is updated each time when changes are submitted through the Annotation submit button. The record must be under Status Lock in order for the Annotation Submit button to appear on the page.

The history will show both when the field is edited and when the record is submitted.

The ability to access the Revision History section is controlled by the UTA Security Settings.

The Revision History section is available by clicking on the Options section at the top of the UTA record, then clicking on the resulting Revision History section.