Difference between revisions of "Field Revision Annotations"

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==Overview==
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{{Annotation Mode}}
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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. 
 
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Flexible [[Role Based Security|role-based security]] allows the [[Global User Administrator|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. 
 
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Our annotations feature offers you, the SmartSimple user, an additional communications vehicle for both [[Internal|internal]] and [[External|external]] [[User|users]]. While annotations are similar to the [[Notes]] feature, it is targeted towards individual fields. For example: If one of your grants administrators is reviewing an application, and notices that a particular field needs to be revised by the applicant - the administrator can then highlight this field with an annotation and send a comment to the applicant concerning which edit to make. The applicant can review the comment and make the appropriate change. 
 
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==Configuration - Essentials==
 
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In order to configure Field Revision Annotations for your SmartSimple [[instance]], you must create an '''Annotation Type '''and permission it based on [[User Role|roles]]. 
 
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Following this, you then have the ability to go into a [[Universal Tracking Application]] and configure [[UTA Role]]-based permissions against individual UTA [[Status|statuses]] to control who can view and edit the annotations, and who is able to modify the fields in annotation mode. 
 
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===Creating an Annotation Type===
 
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The '''Annotation Type '''is necessary to use the Field Revision Annotation feature; it allows users to define role-based permissions to control who can use that specific type of annotation.
 
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1. Click the 9-square menu icon on the top right of your page. 
 
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:: {{Icon-Menu}} 
 
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2. Under the heading '''Configuration, '''select '''Global Settings.'''
 
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3. In the first tab of Global Settings (labeled '''System'''), select '''Annotation Types. '''
 
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:: [[File:Annotation types.png|500px|border]]
 
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:
 
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:* This will open up the list of available Annotation Types in the system. If you do not have any already configured in your system, the page will be blank. 
 
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:* To edit an existing Annotation Type, simply click the '''pencil icon '''on the left of the annotation name. 
 
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4. Click the '''+ '''button on the top left to create a new Annotation Type. 
 
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5. Provide an appropriate name, caption and description for your new Annotation Type.
 
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::: [[File:New annotation type.png|650px|border]]
 
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::
 
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::* The Name and Caption field are normally labelled the same, if not similarly. 
 
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::* The Description field is important to fill out for the configuration and creation of all [[SmartSimple]] features: it is best practice to provide guidance in case anyone else needs to modify or use your configuration 
 
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::* The [[Display Order]] field determines where on the page a user will see your Annotation Type listed. The Display Order works from lowest to highest number - ex: inserting 1 into the field will ensure that your type is listed first, and any type with a display order greater than 1 will be listed afterwards in ascending order. If nothing is inputted the system defaults to a display order beginning at 100 and rising in increments of 100 for subsequent fields.
 
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::* The Colour field allows you to choose which colour your annotations will appear when they are written with this type. 
 
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6. When you have filled out all the fields to create a new Annotation Type, click '''Save. '''
 
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===Setting Permissions and Availability===
 
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After completing the steps to creating a new Annotation Type, this will bring you to the '''Edit '''page for that type. 
 
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1. Select the second tab on the Annotation Type editing page, labelled '''Permissions and Availability.'''
 
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:::: [[File:Annotation type permissions.png|650px|border]] 
 
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::
 
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::* '''View & Create - '''Click into the text box to select which [[User Role|roles]] will have the ability to both view and create this Annotation Type. The default will be '''Everyone. '''If you have a role-specific annotation - for example, a '''Reviewer '''Annotation Type, then you should only select the roles that need access to this type, such as those with the role '''Reviewer '''assigned. 
 
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::* '''View Only -''' Click into the text box to select which roles will have the ability to view this Annotation Type. The default will be '''Everyone. '''A role-specific annotation type, such as those for '''Reviewers, '''might only require specific roles to see but ''not'' create this annotation type, such as '''Employee '''or '''Applicant. '''
 
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2. After selecting the appropriate roles to access your Annotation Type, click '''Save.'''
 
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===Setting Statuses for UTA-based Annotation Types===
 
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After building your Annotation Type, go to the UTA that you want this annotation to be available for. For example, a '''Reviewer '''Annotation Type that is written by a reviewer to be seen by an applicant is appropriately associated with a Grants Manager application. In this series of steps, we will select the '''Status '''that will allow the Annotation Type to be used by the roles that have been assigned. 
 
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1. To find your UTA, click the 9-square menu icon on the top right of the page.
 
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:::: {{Icon-Menu}} 
 
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2. Under the heading '''Applications, '''select the desired application to open up its details. 
 
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3. Click the '''gear icon '''on the top of the page to go into '''Configuration Mode. '''
 
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:::: [[File:Config settings.png|200px|border]]
 
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4. Go to the second tab of the Configuration Settings - this displays the settings associated with the [[Level 1 Entity]] of the application.
 
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<pre> The nomenclature for your application and configuration tabs will differ depending on your SmartSimple instance. </pre>
 
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5. Select '''Statuses '''under the heading '''General Settings. '''
 
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:::: [[File:Statuses config.png|500px|border]] 
 
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A list of statuses associated with the Level 1 Entity of your UTA will appear. 
 
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6. Select the status that you want to add this Annotation Type to. 
 
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::* If the status you would like to add an Annotation Type to has not yet been created, learn [[Status#Creating UTA Statuses|how to create a status]]. 
 
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::*: [[File:Under review status.png|300px|border]]
 
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In this example, the '''Under Review '''status is appropriate for an Annotation Type that pertains to a '''Reviewer. '''
 
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The details of the status will open. 
 
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7. Click the second tab of the Status page, titled '''Permissions & Availability. '''
 
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:::: [[File:Annotation for status.png|600px|border]] 
 
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{| class="wikitable"
 
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|-
 
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||'''Annotation System Role Permission'''
 
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||
 
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'''View: '''Who is allowed to view the annotations associated with this status
 
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'''View and Create: '''Who is allowed to both view and create annotations on this status
 
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'''Edit Field: '''Who is allowed to edit specific fields that have annotations on them in this status
 
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'''Anonymize Creator: '''Choose which roles you would like to hide the identity of when they create annotations on this status
 
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|-
 
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||'''Annotation Association Role Permissions'''
 
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'''View: '''Which roles will be ''associated ''to view the annotations with this status
 
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'''View and Create: '''Which associated roles will be able to both view and create annotations on this status
 
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'''Edit Field: '''Which associated roles will be able to edit specific fields that have annotations on them in this status
 
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'''Anonymize Creator: '''Choose which associated roles you would like to hide the identity of when they create annotations on this status
 
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::* Good examples of associated roles might be users with '''Contractor '''roles, or a '''Grant Writer '''who is working on multiple grants at the same time, etc
 
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|}
 
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8. Once you are done permissioning the annotation feature on a specific UTA status, click '''Save. '''
 
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===Enabling Annotation Permissions===
 
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Now you need to enable annotation permissions on the newly created Annotation Type.
 
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1. Click the 9-square menu icon on the top right of your page.
 
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:::: {{Icon-Menu}} 
 
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2. Under '''Configuration, '''select '''Global Settings.'''
 
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3. Click '''Annotation Permissions, '''which is available on the first tab. 
 
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Two tabs will appear: the first for '''Global Permissions '''and the second for '''Status Specific Permissions. '''Enabling permissions for your Annotation Type can be successfully configured from both tabs. Since you have a status-specific Annotation Type - a '''Reviewer Type '''for the status '''Under Review '''- the Status Specific Permissions tab is applicable.
 
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:::: [[File:Status specific annotation permission.png|400px|border]]
 
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:::
 
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:::* '''Entity Type: '''Select the entity that your status and Annotation Type falls under. In this case, it is a specific UTA and the Level 1 Entity that we configured our Annotation Type for. 
 
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:::* '''Status: '''Select the status that your Annotation Type applies to. In this case, it is the '''Under Review '''status. 
 
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:::* Set '''System Role '''and '''Association Role '''permissions, as applicable and necessary. 
 
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4. Click '''Save. '''
 
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===Using Annotation Types===
 
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After an Annotation Type has been created, configured onto a UTA Entity and Status, and role-based permissions were enabled on the status and in Global Settings, you can double-check that your annotation works by going to the UTA you want to use the annotation for.
 
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1. Click the 9-square menu icon on the top right of your page.
 
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::::: {{Icon-Menu}}
 
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2. Under the '''Applications '''heading, select the appropriate application. 
 
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3. Select the Level 1 Entity that has the appropriate status the Annotation Type is configured for.
 
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In this example, it must be one that has '''Status - Under Review. '''
 
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4. Select the '''Annotations '''feature, which appears on the left-side menu of the Level 1 Entity page. 
 
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::::: [[File:Annotations side bar.png|150px|border]]
 
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5. A list of annotations will appear. If there are no annotations yet, the page will be blank. To create a new annotation, click the '''pencil icon '''on the right hand side of the page. 
 
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::::: [[File:Annotation mode.png|150px|border]]
 
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When you are in '''Annotation Mode, '''all of the fields can now be clicked into and annotations can be created and viewed based on which roles you have permissioned.
 
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Clicking into a field will open up a window with a '''pencil icon '''that you can click to create a new annotation.
 
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::::: [[File:New annotation.png|border]]
 
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::::: [[File:Annotation fill in window.png|850px|border]]
 
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Under '''Annotation Type, '''select the type that you have created to ensure that the correct and appropriate roles will have access to this annotation.
 
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After filling in the content of your annotation, click '''Save. '''Any viewer with a role that is permissioned to Edit Fields will be able to view and edit the field that you have written an annotation for.
 
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===Using Field Annotations===
 
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If the user has '''View Annotation '''or '''View and Create Annotation '''permissions, they would automatically see the '''Annotations '''tab along the left hand side of the screen. 
 
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:: [[File:Annotations left hand menu.png|170px|border]]
 
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If they clicked on this tab, it would open up any of the Annotations that have been created on this record. 
 
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:: [[File:Annotations examples.png|1000px|border]] 
 
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The [[Standard Fields|standard]] or [[Custom Fields|custom field]] that the Annotations exists against will appear at the top of each individual Annotation - in the example above, these fields are '''Branch '''and '''Supporting Sponsorship Document. '''
 
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The '''Annotation Type '''and the annotation content will appear right below the field title. 
 
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On the bottom right will be the creator of the annotation and the time and date stamp that it was created.
 
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===Editing or Replying to Annotations===
 
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If the user has '''Edit Field''' ''and '''''View and Create Annotations'''''' '''permissions, when they open up a record on they will be able to view which field has an annotation highlighted against it, and they will have the ability to click into the field directly in order to employ the necessary edits to solve the annotation issue. 
 
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* Clicking into a field caption which has ''no previous annotations''' '''''will allow them to create a New Annotation. 
 
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* Clicking into a field caption which ''does have previous annotations ''will allow them to '''Modify '''the field - they are then presented with the '''Edit Field '''screen, but their ability to edit the individual field is controlled by the associated [[Field Permissions]]. 
 
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* The '''Edit Field '''functionality is only relevant when the record is on [[Status Lock|locked on status]] and the user has '''View Annotations '''permissions set for their role. 
 
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:: [[File:Annotations reply modify.png|600px|border]] 
 
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In this above example, the '''Branch '''field is highlighted in orange to demonstrate that there is an Annotation against it. A user, by clicking into this field, will enable the Annotation to pop up. They will see the content of the Annotation, the creator of the Annotation (unless the '''Anonymize Creator '''functionality has been permissioned), the date and time stamp, and the '''Reply/Modify '''button.
 
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* '''Note: '''If the user only has '''View '''permissions and not '''View and Create Annotation '''permissions, they will not be able to access the '''New Annotation '''or see the '''Reply/Modify '''buttons against individual fields, although they will automatically see the Annotations tab along the left hand side of the screen. 
 
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A user who clicks into the '''Reply/Modify '''button will enable a pop-up to appear:
 
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:: [[File:Annotations modifying.png|800px|border]]
 
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The previous annotation(s) will appear at the bottom of the window. 
 
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To change the '''Field Value, '''simply select the '''binoculars icon '''to look up different fields and to select a changed one. In this example, since the previous annotation notes that the branch is incorrect, the user could look up into the '''Field Value '''to select the correct branch and '''Save '''the change.
 
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===Revision History===
 
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The '''Revision History '''feature will list the full annotation history in one place. This history is updated each time changes are submitted through the Annotation [[Submit & Save buttons|submit button]]. 
 
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* '''Note: '''The record must be under [[Status Lock]] in order for the Annotation Submit button to appear on the page.
 
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To access the history, click the '''Options '''button on the top left of the page. A drop-down of available features will appear - click on '''Revision History. '''
 
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The history will show both when the field is edited and when the record is submitted. A user's ability to access the Revision History section is controlled by the [[UTA Settings - Security|UTA Security Settings]].
 
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:: [[File:Annotation revision history.png|400px|border]] 
 
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==See Also==
 
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* [[Notes Overview]]
 
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[[Category:Annotations]]
 

Revision as of 09:07, 28 June 2024

Overview

Annotations are a collaborative tool that enables users to add notes and responses directly to specific fields within a record. By using field-level annotations, users can modify particular fields and respond to comments without altering the rest of the record. This article will guide you through utilizing and configuring the annotation collaboration feature as part of an application review process. 


Note:

  • You must be a Global Administrator to configure this feature. 
  • The interface and recommended configuration practices for the annotations feature have been updated as part of the July 2024 upgrade.
  • You can only edit the values of a single field at a time using the annotations feature. Validation will only run on the field being modified. Therefore, if you are using dynamic field visibility controls or need to run full validation on the entire form, you may need to exit annotation mode and go to an unlocked status to achieve this.

How Annotations Work

Let's walk through how the annotation feature can be configured as part of an application process involving an applicant, a program manager, and a reviewer.

1. Applicant Submits Application

The applicant enters the required information into a form and submits it.

2. Program Manager Assigns a Reviewer

The program manager assigns a reviewer to the application and advances the application to the next stage.

3. Reviewer Conducts Initial Review and Creates Annotations

The reviewer is notified of their assignment to review the application. In this scenario, the application is not yet ready to be approved or rejected, prompting the reviewer to make field-level suggestions (annotations) for changes or clarifications. 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.

Left-click the desired field to create a new annotation. Enter the relevant content into the Message field and click Save.

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.

Annotations will appear in the right-hand panel. Click the annotation submission button to send the record back to the applicant.

4. Applicant Reviews Annotations, Modifies Values, and Adds Clarifications

The applicant is notified that action is required on their application. The applicant navigates to their application, which opens in Annotation Mode. 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.

A list of annotations appears in a right-hand panel.

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.

Click on a specific annotation thread to expand it. Click the Reply button to respond to the 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.

Your own annotations appear in blue while annotations made by other users appear in yellow.

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.

5. Reviewer Conducts a Subsequent Review and Marks Annotations as Resolved

The reviewer is notified that action is required and navigates to the application. 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.

Click the Mark as Resolved button to close an annotation thread.

Resolved annotations are indicated with a green check mark, showing no further action is required.

Resolved annotations appear at the bottom of the annotation list with green coloring and a checkmark.

If all outstanding changes are addressed, the reviewer advances the application using the annotation submission button.

6. Exiting Annotation Mode

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.

Note: Fields found under the "More" tab of the left navigation do not support annotations.

Click the close icon to exit Annotation Mode.

To re-enter Annotation Mode, click the Annotation Mode toggle located in the high visibility area at the top right of the record.

To re-enter or toggle on Annotation Mode, click the icon in the high visibility bar.

Configuration

Below is an explanation of how a Global Administrator could configure the annotations feature to work as described in the scenario above.

User Roles

You will need two roles: a role for the applicant and a role for the person doing the reviewing. Depending on your business process, you may already have two roles you can use or you may wish to create two new roles. If you are creating new roles, you may create these as system or UTA (association) roles depending upon your business process. To create new roles, navigate to the Menu Icon > Roles and Security > User Roles > Click the New Role button (represented by a plus sign). Typically roles created would be called “Applicant” and “Reviewer” or “Internal Staff”.

Annotation Types

Annotation types determine who can make annotations and when. Usually, there are two annotation types: one for the applicant and another for an internal staff member or designated reviewer.

Creating a "Reviewer" Annotation Type

  1. Navigate to Menu Icon > Global Settings > System tab > Annotation Types.
  2. Click the New Type button (represented by a plus sign).
  3. Create an annotation type with the name and caption of either “Reviewer Annotation” or “Staff Annotation” depending on your process and preferred terminology.
  4. Enter a description that states the purpose of this annotation type. For example, you could enter “Used to create field-level annotations by reviewers requesting changes from the applicant”.
  5. Navigate to the Permissions & Availability tab.
  6. For the Allow View field, select both the applicant and reviewer roles. This way both applicants and reviewers will be able to see both types of annotations on a record.
  7. For the Allow Create field, only select the reviewer role so only a reviewer can create the "Reviewer" type of annotation.

Create an "Applicant" Annotation Type

  1. Navigate to Menu Icon > Global Settings > System tab > Annotation Types.
  2. Click the New Type button (looks like a plus sign).
  3. Create a type with the name and caption of “Applicant Annotation”.
  4. Enter a description the states the purpose of this annotation type. For example, you could enter “Used to create field-level annotations by the applicant, responding to change requests from a reviewer”.
  5. Navigate to the Permissions & Availability tab.
  6. For the Allow View field, select both the applicant and reviewer roles. This way both applicants and reviewers will be able to see both types of annotations on a record.
  7. For the Allow Create field, select just the applicant role. So only an applicant can create the applicant type of annotation.

Setting up Statuses for Annotations

Status are used to control what happens at different stages of a process such as bringing the user directly into annotation mode and notifying a user that they need to change values on their application. To achieve the above scenario, we are using many statuses within our desired universal tracking application.

Statuses are created by going to the desired Universal Tracking Application > Configuration Settings > Select the desired tab (such as “Level 1 Grant”) > Statuses > Click the New Status button (represented by a plus sign). Enter the desired information and define the availability, permissions, and then click Save.

Below is an explanation of each status and how it was configured:

Name Description Configuration Steps
Draft The grant application is being filled in by the applicant.
  1. Toggle on Is Default Status
  2. Toggle on Is Default Copy Status
  3. Go to the Permissions & Availability tab and under the “Availability” section, select the relevant grant types for the Enable on Grant Types field.
Submitted The applicant has submitted the application and can no longer edit it.
  1. Toggle on Lock On Status
  2. 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.
  3. 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.
  1. Toggle on Lock On Status
  2. 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 
  3. Go to the Permissions & Availability tab and under the “Availability” section, select the relevant grant types for the Enable on Grant Types field.
  4. 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 and Creation The reviewer adds annotations to the grant application, requesting changes and clarifications. They also review the applicant's annotations.
  1. Toggle on Lock On Status
  2. 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, select the "Reviewer" user role for the Mark as Resolved field, and select both “Applicant” and “Reviewer” user roles for the Open in Annotation Mode field.
  3. 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.
  1. Toggle on Lock On Status
  2. 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.
  3. Go to the Permissions & Availability tab and under the “Availability” section, select the relevant grant types for the Enable on Grant Types field.
  4. 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.
  1. Toggle on Lock On Status
  2. 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.
  3. 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.
Approved The grant application has been approved.
  1. Toggle on Lock On Status
  2. 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.
  1. Toggle on Lock On Status
  2. 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 Role 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 create new annotation threads and reply to existing annotations

Edit Field

Who can edit the value of the field being annotated and reply to existing annotation threads

Mark as Resolved

Controls who can see the "Mark as Resolved" and "Mark as Unresolved" buttons. These buttons are typically accessible to users assigned to the role of reviewing the application.

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.

  1. Click the “New Workflow” button (looks like a plus sign).
  2. Select the desired UTA for the Workflow Object field.
  3. Select the desired Level 1 status for the Trigger On field. Then click Save.
  4. Setup a task with the Task Type of “Acknowledgement” and choose the message type of “Email”.
  5. 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:

Name Description Type Configuration Steps
Submit Applicant submits and this locks the application to the applicant. Submit
  1. Select “Draft” under the Available to Status field.
  2. Select “Submitted” under the Submit to Status field.
  3. 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?”
  4. 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.”
  5. 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
  1. Select “Submitted” under the Available to Status field.
  2. Select “Reviewer Assigned and Notified” under the Submit to Status field.
  3. 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
  1. Select “Reviewer Assigned and Notified” under the Submit to Status field.
  2. 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
  1. Select “Reviewer Annotation and Review” under the Available to Status field.
  2. Select “Revisions Requested” under the Submit to Status field.
  3. 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?”
  4. 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
  1. Select “Revisions Requested” under the Available to Status field.
  2. Select “Reviewer annotation and review” under the Submit to Status field.
  3. 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?”
  4. Toggle on Enable Confirmation Page. For Title, enter “Revisions Submitted”. For the Message input, enter: “Your revisions have been submitted and will be reviewed.”
  5. 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”.
  6. 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 
  1. Select “Reviewer Annotation and Review” under the Available to Status field.
  2. Select “Approved” under the Submit to Status field.
  3. 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?”
  4. Toggle on Enable Confirmation Page. For Title, enter “Application Approved”. For the Message input, enter: “The application has been approved”.
  5. 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”.
  6. 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 
  1. Select “Reviewer Annotation and Review” under the Available to Status field.
  2. Select “Declined” under the Submit to Status field.
    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?”
  3. 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?”.
  4. 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”.
  5. Go to the Permissions & Availability tab and under the “Role - Permissions” section, select the “Reviewer” user role for the Allow View field.


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