==Overview==Annotations is a feature that allows users to add or view annotations at the individual field level (ex: [[Image:Annotation_2.png|link=|500pxStandard Fields]]such as name or address, and also [[Image:Spacer.png|link=Custom Fields]] [[Image:Annotation_1a). These edits to specific fields can be made while keeping the rest of the record locked.png|link=|700px]]
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.
''Image 1Our 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 Annotation Tab illustrated (above)applicant concerning which edit to make.''<br />''Image 2The applicant can review the comment and make the appropriate change. Example annotations displayed on the Annotation Tab (above)''<br />
==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]].
==Feature Overview== Revision Annotations is feature that allows Following this, you to add annotations at the field level and allow edits to be made to specific fields while keeping the rest of the record locked. Flexible Status based security allows you to configure role-based permissions to allow different users then have the ability to view or add annotations to fields while others the ability to edit the field value. ==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 into a UTA [[Universal Tracking Application]] and configure [[UTA role|UTA Role]] -based permissions against individual UTA Statuses [[Status|statuses]] to control who can view and edit the annotations, and who can is able to modify the fields in annotation mode.
===Creating an Annotation Type===
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.
To use the Field Revision Annotation feature an Annotation Type needs to be created1. The Annotation Type also allows users to define role based permissions to control who can use the specific type. * Click on the '''Configuration''' 9-square menu, then select the '''[[Roles & Permissions]]''' option and then click icon on the '''Annotation Permissions''' link within the [[Manager Permissions]] section. * The '''Annotation Type''' top right of your 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===:: {{Icon-Menu}} 2. Under the heading '''Configuration, '''select '''Global Settings.'''
Edit the individual UTA Statuses to control who can view and edit 3. In the annotationsfirst tab of Global Settings (labelled '''System'''), and who can modify fields in annotation modeselect '''Annotation Types. '''
* 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::[[File:* '''View Annotation Role''' - those [[UTA roletypes.png|500px|UTA Rolesborder]] that can view annotations at the particular status::* '''View and Create This will open up the list of available Annotation Roles''' - those [[UTA role|UTA Roles]] that can view and edit annotations at Types in the system. If you do not have any already configured in your system, the particular statuspage will be blank. ::* To edit an existing Annotation Type, simply click the '''Edit Field in Annotation Mode Rolespencil icon ''' - those [[UTA role|UTA Roles]] that can edit on the left of the actual field value when it is locked annotation name. ::* 4. Click the '''Open Record in Annotation Mode+ ''' - those [[UTA role|UTA Roles]] that will be able button on the top left to access the entity in create a new Annotation Mode, without the need to explicitly turn annotation onType.
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. '''
==Using Field Annotations=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.
To use Annotation a user must first switch 1. Select the second tab on this functionality against the individual recordAnnotation Type editing page, labelled '''Permissions and Availability. '''
Once :::: [[File:Annotation has been switched on type permissions.png|650px|border]] :: ::* '''View & Create - '''Click into the text box to select which [[User Role|roles]] will have the user can addability to both view and create this Annotation Type. The default will be '''Everyone. '''If you have a role-specific annotation - for example, edit or 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 annotationsappropriate roles to access your Annotation Type, depending on the Status based permissionsclick '''Save. '''
The user may also ===Setting Statuses for UTA-based Annotation Types===After building your Annotation Type, go to the UTA that you want this annotation to be able available for. For example, a '''Reviewer '''Annotation Type that is written by a reviewer to edit the actual field value when it be seen by an applicant is lockedappropriately associated with a Grants Manager application. In this series of steps, depending on we will select the '''Status '''that will allow the Status based permissionsAnnotation Type to be used by the roles that have been assigned.
1. To find your UTA, click the 9-square menu icon on the top right of the page.
===Switch on Annotation===:::: {{Icon-Menu}} 2. Under the heading '''Applications, '''select the desired application to open up its details.
If you have do not have the 3. Click the '''Open Record in Annotation Modegear icon ''' permissions but have View or View and Create permission, then when you first access the record you will see a Turn On Annotation button along on the top of the screenpage to go into '''Configuration Mode. '''
:::: [[ImageFile:TurnOnAnnotationConfig 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. '''
If you click on this button, or if you have '''Open Record in Annotation Mode''' permissions, then you will see a Turn Off Annotation button along :::: [[File:Statuses config.png|500px|border]] A list of statuses associated with the top Level 1 Entity of the screenyour UTA will appear.
[[Image:TurnOffAnnotation6.png]]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. '''
===Add, Edit or View The details of the Annotation===status will open.
If the user has View Annotation or View and Create Annotation permissions, then they would automatically see 7. Click the Annotations second tab along the right hand side of the screen. If they clicked on this then it would expand to show any Annotations createdStatus page, titled '''Permissions & Availability. '''
The Standard or Custom field that the :::: [[File:Annotation exists against appears at the top of the individual Annotation within the overall for status.png|600px|border]] {| class="wikitable"|-||'''Annotation tab, while System Role Permission'''||'''View: '''Who is allowed to view the message, the person who entered the message and the date it was entered also appears. annotations associated with this status
[[Image'''View and Create:AnnotationTab.png]] '''Who is allowed to both view and create annotations on this status
'''Edit Field: '''Who is allowed to edit specific fields that have annotations on them in this status
Turning on Annotation also exposes a series '''Anonymize Creator: '''Choose which roles you would like to hide the identity of Edit, View or Modify options against individual Standard and Custom fields, as well as highlighting those fields with existing when they create annotations. on this status
[[Image|-||'''Annotation Association Role Permissions'''||'''View:AnnotatedFields.png|800px]] '''Which roles will be ''associated ''to view the annotations with this status
'''View and Create: '''Which associated roles will be able to both view and create annotations on this status
'''Edit Field: '''Which associated roles will be able to edit specific fields that have annotations on them in this status
====Add and Edit Annotations===='''Anonymize Creator: '''Choose which associated roles you would like to hide the identity of when they create annotations on this status
If the user has View and Create Annotation permissions then::* Good examples of associated roles might be users with '''Contractor '''roles, when they first click on a field caption which has no previous annotations, they would see a small icon with the caption or a '''New AnnotationGrant Writer '''.who is working on multiple grants at the same time, etc
[[Image:NewAnnotationButtons|}8.png]]Once you are done permissioning the annotation feature on a specific UTA status, click '''Save. '''
===Enabling Annotation Permissions===
Now you need to enable annotation permissions on the newly created Annotation Type.
If 1. Click the user has View and Create Annotation permissions then, when they click 9-square menu icon on a field caption which has already annotations, they would see a small icon with the caption '''Reply''' and the historic annotations displayedtop right of your page.
[[Image:AnnotationReplyButton::: {{Icon-Menu}} 2. Under '''Configuration, '''select '''Global Settings.png]]'''
3. Click '''Annotation Permissions, '''which is available on the first tab.
If they click on this Two tabs will appear: the first for '''Global Permissions '''and the second for ''New 'Status Specific Permissions. '''Enabling permissions for your AnnotationType can be successfully configured from both tabs. Since you have a status-specific Annotation Type - a ''' or Reviewer Type '''Replyfor the status ''' button then they should be presented with Under Review '''- the New Annotation screenStatus Specific Permissions tab is applicable.
:::: [[ImageFile:NewAnnotationScreenStatus specific annotation permission.png|900px400px|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. '''
===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.
They can select 1. Click the Annotation Type, with 9-square menu icon on the list top right of available Annotation Types controlled by the Role Permission settings for the individual typesyour page.
They can also enter text in ::::: {{Icon-Menu}}2. Under the '''Applications '''heading, select the Message field and click Saveappropriate application.
The Annotation would then be visible within 3. Select the Annotation tab on Level 1 Entity that has the right hand side of appropriate status the screen, the corresponding field would be highlighted if Annotation Type is turned on and the annotations visible by clicking on the field captionconfigured for.
In this example, it must be one that has '''Status - Under Review. '''
4. Select the '''Annotations '''feature, which appears on the left-side menu of the Level 1 Entity page.
====View ::::: [[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.
If the user has View but not View and Create ::::: [[File:Annotation permissions then they will not be able to access the mode.png|150px|border]]When you are in '''New AnnotationMode, ''' or '''Reply''' buttons against individual all of the fieldscan now be clicked into and annotations can be created and viewed based on which roles you have permissioned.
They would still automatically see the Annotations tab along the right hand side of the screenClicking 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|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 clicked on this then it would expand to show any Annotations createdautomatically see the '''Annotations '''tab along the left hand side of the screen.
:: [[File:Annotations left hand menu.png|170px|border]]If the user then clicks they clicked on one this tab, it would open up any of the Annotations listed then the Annotation is exposed against the relevant field, but still with no Reply or Modify optionthat have been created on this record.
:: [[ImageFile:AnnotationViewOnlyScreenAnnotations examples.png|1000px|border]] 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. '''
The '''Annotation Type '''and the annotation content will appear right below the field title.
On the bottom right will be the creator of the annotation and the time and date stamp that it was created.
===Editing or Replying to Annotations===
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.
====* 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 [[Field ====Permissions]]. * 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.
The Edit fields Annotation functionality is only relevant when the record is :: [[Status LockFile:Annotations reply modify.png|600px|locked on statusborder]] 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.
In this scenario, if * '''Note: '''If the user has both Edit Field in Annotation Mode Roles only has '''View '''permissions and not '''View and Create Annotation Annotation '''permissions then, when they click on a field caption which has no previous annotations, they would will not be able to access the '''New Annotation '''or see a small icon with the caption the '''New AnnotationsReply/Modify '''buttons against individual fields, although they will automatically see the Annotations tab along the left hand side of the screen.
If the A 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 who clicks into the '''Reply/ModifyModify ''' and the historic annotations displayed.[[Imagebutton will enable a pop-up to appear:AnnotationEditFieldButton.png]]
:: [[File:Annotations modifying.png|800px|border]]
The previous annotation(s) will appear at the bottom of the window.
If 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 clicks on the could look up into the '''New AnnotationsField Value ''' or to select the correct branch and '''Reply/ModifySave ''' button then they will see a Field Value option in the New Annotation screenchange.
===Revision History===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 [[Image:AnnotationEditFieldScreen.pngSubmit & Save buttons|900pxsubmit button]].
* '''Note: '''The record must be under [[Status 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]]
