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==Configuration - Essentials==
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]].
:: [[File:Annotation types.png|500px|border]]
: :* 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. :* To edit an existing Annotation Type, simply click the '''pencil icon '''on the left of the annotation name.
4. Click the '''+ '''button on the top left to create a new Annotation Type.
5. Provide an appropriate name, caption and description for your new Annotation Type.
::: [[File:New annotation type.png|650px|border]]:: ::* The Name and Caption field are normally labelled the same, if not similarly. ::* 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 ::* 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.::* The Colour field allows you to choose which colour your annotations will appear when they are written with this type.
6. When you have filled out all the fields to create a new Annotation Type, click '''Save. '''
===Setting Permissions and Availability===
After completing the steps to creating a new Annotation Type, this will bring you to the '''Edit '''page for that type.
1. Select the second tab on the Annotation Type editing page, labelled '''Permissions and Availability.'''
:::: [[File:Annotation type permissions.png|650px|border]] :: ::* '''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. ::* '''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. '''
2. After selecting the appropriate roles to access your Annotation Type, click '''Save.'''
1. To find your UTA, click the 9-square menu icon on the top right of the page.
:::: {{Icon-Menu}}
2. Under the heading '''Applications, '''select the desired application to open up its details.
3. Click the '''gear icon '''on the top of the page to go into '''Configuration Mode. '''
:::: [[File:Config settings.png|200px|border]]
4. Go to the second tab of the Configuration Settings - this displays the settings associated with the [[Level 1 Entity]] of the application.
<pre> The nomenclature for your application and configuration tabs will differ depending on your SmartSimple instance. </pre>
5. Select '''Statuses '''under the heading '''General Settings. '''
:::: [[File:Statuses config.png|500px|border]]
A list of statuses associated with the Level 1 Entity of your UTA will appear.
6. Select the status that you want to add this Annotation Type to.
::* If the status you would like to add an Annotation Type is not yet created, learn [[Status#Creating UTA Statuses|how to create a status]]. ::*: [[File:Under review status.png|300px|border]]
In this example, the '''Under Review '''status is appropriate for an Annotation Type that pertains to a '''Reviewer. '''
7. Click the second tab of the Status page, titled '''Permissions & Availability. '''
:::: [[File:Annotation for status.png|600px|border]]
{| class="wikitable"
|-
'''Anonymize Creator: '''Choose which associated roles you would like to hide the identity of when they create annotations on this status
::* 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
|}
1. Click the 9-square menu icon on the top right of your page.
:::: {{Icon-Menu}}
2. Under '''Configuration, '''select '''Global Settings.'''
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.
:::: [[File:Status specific annotation permission.png|400px|border]]::: :::* '''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. :::* '''Status: '''Select the status that your Annotation Type applies to. In this case, it is the '''Under Review '''status. :::* Set '''System Role '''and '''Association Role '''permissions, as applicable and necessary.
4. Click '''Save. '''
1. Click the 9-square menu icon on the top right of your page.
::::: {{Icon-Menu}}
2. Under the '''Applications '''heading, select the appropriate application.
4. Select the '''Annotations '''feature, which appear on the left-side menu of the Level 1 Entity page.
::::: [[File:Annotations side bar.png|150px|border]]
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.
::::: [[File:Annotation mode.png|150px|border]]
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.
Clicking into a field will open up a window with a '''pencil icon '''that you can click to create a new annotation.
::::: [[File:New annotation.png| ::::: [[File:Annotation fill in window.png|850px|border]]
Under '''Annotation Type, '''select the type that you have created to ensure that the correct and appropriate roles will have access to this annotation.
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.
==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|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 role|UTA Roles]] that can view annotations at the particular status*:* '''View and Create Annotation Roles''' - those [[UTA role|UTA Roles]] that can view and edit annotations at the particular status*:* '''Edit Field in Annotation Mode Roles''' - those [[UTA role|UTA Roles]] that can edit the actual field value when it is locked*:* '''Open Record in Annotation Mode''' - those [[UTA role|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.
