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Field Revision Annotations

7,997 bytes added, 17:09, 21 June 2019
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{{UnderConstruction}}==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|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. 
__notoc__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. 
==Feature OverviewConfiguration - 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]]. 
Revision Annotations is feature that allows 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 add control who can view and edit the annotations at the field level , and allow edits who is able to be made to specific modify the fields while keeping the rest of the record lockedin annotation mode.  
Flexible Status based security ===Creating an Annotation Type===The '''Annotation Type '''is necessary to use the Field Revision Annotation feature; it allows you users to configure define role-based permissions to allow different users control who can use that specific type of annotation. 1. Click the 9-square menu icon on the top right of your page.  :: {{Icon-Menu}} 2. Under the heading '''Configuration, '''select '''Global Settings.''' 3. In the first tab of Global Settings (labelled '''System'''), select '''Annotation Types. ''' :: [[File:Annotation types.png|500px|border]]: :* This will open up the list of available Annotation Types in the ability to view or add annotations to fields while others system. If you do not have any already configured in your system, the ability to page will be blank. :* To edit an existing Annotation Type, simply click the '''pencil icon '''on the field valueleft 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.
==Illustrated==::: [[ImageFile:Annotation_2New annotation type.png|link=650px|500pxborder]]:: ::* 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 [[Image:Spacer.png|link=SmartSimple]] features: it is best practice to provide guidance in case anyone else needs to modify or use your configuration ::* The [[ImageDisplay 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.::Annotation_1a* The Colour field allows you to choose which colour your annotations will appear when they are written with this type.png|link=|700px]] 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. 
''Image 1. Select the second tab on the Annotation Tab illustrated (above).Type editing page, labelled ''<br />'Permissions and Availability.'Image 2. Example annotations displayed on the Annotation Tab (above)''<br />
==Configuring Field Revision Annotations==:::: [[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.'''
The first step in configuring ===Setting Statuses for UTA-based Annotation Types===After building your Annotation Type, go to the Field Revision UTA that you want this annotation to be available for. For example, a '''Reviewer '''Annotation Type that is written by a reviewer to create 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 and permission it based on Rolesto be used by the roles that have been assigned. 
You can then go to a 1. To find your UTA and configure [[UTA role|UTA Role]] based permissions against individual UTA Statuses to control who can view and edit , click the 9-square menu icon on the top right of the annotations, and who can modify fields in annotation modepage.
===Creating an Annotation Type===:::: {{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>
To use 5. Select '''Statuses '''under the Field Revision Annotation feature, an Annotation Type needs to be created. The Annotation Type also allows users to define role based permissionsheading '''General Settings. '''
* Click on the '''Configuration''' menu, then select the ''':::: [[Roles & PermissionsFile:Statuses config.png|500px|border]]''' option and then click on the '''Annotation Permissions''' link within the [[Manager Permissions]] section. * The '''Annotation Type''' page is displayed. * To edit an existing Annotation Type click on A list of statuses associated with 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'''Level 1 Entity of your UTA will appear. 
===Configure Role based permissions against individual UTA Statuses===6. Select the status that you want to add this Annotation Type to. 
Edit ::* If the individual status you would like to add an Annotation Type is not yet created, learn [[Status#Creating UTA Statuses |how to control who can view and edit the annotations, and who can modify fields in annotation modecreate a status]]. ::*: [[File:Under review status. png|300px|border]]
* From the related UTAIn this example, click on the the '''SettingsUnder Review ''' 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 is appropriate for 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]] Type that can view and edit annotations at the particular status::* pertains to a '''Edit Field in Annotation Mode RolesReviewer. ''' - 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
The details of the status will open. 
7. Click the second tab of the Status page, titled '''Permissions & Availability. '''
:::: [[File:Annotation for status.png|600px|border]] {| class==Using Field Annotations=="wikitable"|-||'''Annotation System Role Permission'''||'''View: '''Who is allowed to view the annotations associated with this status
To use Annotation a user must first switch '''View and Create: '''Who is allowed to both view and create annotations on this functionality against the individual record. status
Once Annotation has been switched on the user can add, '''Edit Field: '''Who is allowed to edit or view the specific fields that have annotations, depending on the Status based permissions. them in this status
The user may also be able '''Anonymize Creator: '''Choose which roles you would like to edit hide the actual field value identity of when it is locked, depending they create annotations on the Status based permissions. this status
|-
||'''Annotation Association Role Permissions'''
||
'''View: '''Which roles will be ''associated ''to view the annotations with this status
===Switch '''View and Create: '''Which associated roles will be able to both view and create annotations on Annotation===this status
If you have do not have the '''Open Record in Annotation ModeEdit Field: ''' permissions but Which associated roles will be able to edit specific fields that 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. annotations on them in this status
[[Image'''Anonymize Creator:TurnOnAnnotation.png]] '''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
If |}8. Once you click are done permissioning the annotation feature on this buttona specific UTA status, or if you have click '''Open Record in Annotation ModeSave. ''' permissions, then you will see a Turn Off Annotation button along the top of the screen.
[[Image:TurnOffAnnotation===Enabling Annotation Permissions===Now you need to enable annotation permissions on the newly created Annotation Type.png]]
1. Click the 9-square menu icon on the top right of your page.
===Add:::: {{Icon-Menu}} 2. Under '''Configuration, Edit or View the Annotation=== '''select '''Global Settings.'''
If the user has View Annotation or View and Create 3. Click '''Annotation permissionsPermissions, then they would automatically see  '''which is available on the Annotations first 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 Two tabs will appear: the Annotation exists against appears at first for '''Global Permissions '''and the top of the individual second for '''Status Specific Permissions. '''Enabling permissions for your Annotation within the overall Type can be successfully configured from both tabs. Since you have a status-specific Annotation tab, while Type - a '''Reviewer Type '''for the message, status '''Under Review '''- the person who entered the message and the date it was entered also appears. [[Image:AnnotationTabStatus Specific Permissions tab is applicable.png]]
Turning on :::: [[File:Status specific annotation permission.png|400px|border]]::: :::* '''Entity Type: '''Select the entity that your status and Annotation also exposes Type falls under. In this case, it is a series of Editspecific 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, View or Modify options against individual Standard and Custom fieldsas applicable and necessary. 4. Click '''Save. '''
====Add and Edit Annotations=Using Annotation Types===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.
If 1. Click the user has View and Create Annotation permissions then, when they first click 9-square menu icon on a field caption which has no previous annotations, they would see a small icon with the caption '''New Annotation'''top right of your page.
[[Image:NewAnnotationButtons:::: {{Icon-Menu}}2. Under the '''Applications '''heading, select the appropriate application.png]] 
If 3. Select the user Level 1 Entity that 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 appropriate status the historic annotations displayedAnnotation Type is configured for.
[[Image:AnnotationReplyButtonIn this example, it must be one that has '''Status - Under Review.png]] '''
If they click on this 4. Select the '''New AnnotationAnnotations ''' or '''Reply''' button then they should be presented with feature, which appears on the left-side menu of the New Annotation screenLevel 1 Entity page.  
::::: [[ImageFile:NewAnnotationScreenAnnotations side bar.png|900px150px|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. 
They can select the ::::: [[File:Annotation mode.png|150px|border]]When you are in '''Annotation TypeMode, with the list  '''all of available Annotation Types controlled by the Role Permission settings for the individual typesfields can now be clicked into and annotations can be created and viewed based on which roles you have permissioned.
They Clicking into a field will open up a window with a '''pencil icon '''that you can also enter text in the Message field and click Saveto create a new annotation.
::::: [[File:New annotation.png|border]]
::::: [[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.
===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. 
====View :: [[File:Annotations====left hand menu.png|170px|border]]If they clicked on this tab, it would open up any of the Annotations that have been created on this record. 
If :: [[File:Annotations examples.png|1000px|border]] The [[Standard Fields|standard]] or [[Custom Fields|custom field]] that the user has View but not View and Create Annotations exists against will appear at the top of each individual Annotation permissions then they will not be able to access - in the example above, these fields are '''New AnnotationBranch ''' or and '''ReplySupporting Sponsorship Document. ''' buttons against individual fields.
They would still automatically see the Annotations tab along The '''Annotation Type '''and the annotation content will appear right hand side of below the screenfield title.  
If they clicked on this then On the bottom right will be the creator of the annotation and the time and date stamp that it would expand to show any Annotations was created.
===Editing or Replying to Annotations===If the user then clicks has '''Edit Field''' ''and '''''View and Create Annotations'''''' '''permissions, when they open up a record on one of they will be able to view which field has an annotation highlighted against it, and they will have the ability to click into the Annotations listed then field directly in order to employ the Annotation is exposed against necessary edits to solve the relevant field, but still with no Reply or Modify optionannotation issue.  
* Clicking into a field caption which has ''no previous annotations''' '''''will allow them to create a New Annotation. * 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 [[Image:AnnotationViewOnlyScreenField Permissions]].png * 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. 
:: [[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 ====* '''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. 
The Edit fields Annotation functionality is only relevant when the record is [[Status Lock|locked on status]]. A user who clicks into the '''Reply/Modify '''button will enable a pop-up to appear:
In this scenario, if :: [[File:Annotations modifying.png|800px|border]]The previous annotation(s) will appear at 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 bottom of the caption '''New Annotations'''window. 
If To change the '''Field Value, '''simply select the user has both Edit Field in Annotation Mode Roles '''binoculars icon '''to look up different fields and View and Create Annotation permissions thento select a changed one. In this example, when they click on a field caption which has already annotationssince the previous annotation notes that the branch is incorrect, they would see a small icon with the caption user could look up into the '''Field Value '''to select the correct branch and '''Reply/ModifySave ''' and the historic annotations displayed.[[Image:AnnotationEditFieldButtonchange.png]]
If the user clicks on the ''New Annotations''===Revision History===The ' or ''Reply/ModifyRevision History ''' button then they feature will see a Field Value option list the full annotation history in one place. This history is updated each time changes are submitted through the New Annotation screen[[Submit & Save buttons|submit button]].  
* '''Note: '''The record must be under [[Image:AnnotationEditFieldScreen.png|900pxStatus Lock]]in order for the Annotation Submit button to appear on the page.
If they edit To access the Field Value and history, click Save then the '''Options '''button on the value stored against top left of the field page. A drop-down of available features will be updated accordinglyappear - click on '''Revision History.  '''
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]].
:: [[File:Annotation revision history.png|400px|border]] 
==See Also==
* [[Notes Overview]]
[[Category:Annotations]]
Emmy Fu
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