Revision as of 10:01, 27 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.

(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

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.

(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.

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.

(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.

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. 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

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, select just 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: