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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.
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 [wiki/Notes [Notes] feature] 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.
==Configuration - Essentials==
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.
===Using Field Annotations===
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.
===Editing or Replying to Annotations===
If the user has '''Edit Field Field''' ''and '''''View and Create Annotations'''''' '''permissions, when they open up a record 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.
:: [[File:Annotations reply modify.png|600px|border]]
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.
====Edit Field====
* If the user has has '''Edit Field in Annotation Mode Roles Field '''permissioned for their role, but does they do not have have '''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 '''permissioned for their role, but they do not have '''View and Create Annotation Annotation '''permissions , then, when they click on a field caption caption ''with previous annotations, ''they will see a pop-up with a Modify a '''Modify '''button. If they click on the Modify the '''Modify '''button , then they are presented with the the '''Edit Field Field '''screen, but the their 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.
[[Image:AnnotationEditFieldButton.png|border]]
