==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==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 control who can view and edit the annotations, and who is able to modify the fields in annotation mode.
===Creating an Annotation Type===The '''Annotation Type '''is necessary to use the Field Revision Annotations is Annotation feature that ; it allows you users to add annotations at the field level and allow edits to be made define role-based permissions to control who can use that specific fields while keeping the rest type of the record lockedannotation.
Flexible Status based security allows you to configure role-based permissions to allow different users the ability to view or add annotations to fields while others the ability to edit the field value1. ==Configuring Field Revision Annotations== The first step in configuring Click the Field Revision Annotation is to create an Annotation Type and permission it based 9-square menu icon 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 modetop right of your page. ===Creating an Annotation Type===
To use the Field Revision Annotation feature an Annotation Type needs to be created:: {{Icon-Menu}} 2. The Annotation Type also allows users to define role based permissions to control who can use Under the specific typeheading '''Configuration, '''select '''Global Settings.'''
* Click on 3. In the first tab of Global Settings (labelled '''ConfigurationSystem''' menu), then select the '''[[Roles & Permissions]]''' option and then click on the '''Annotation Permissions''' link within the [[Manager Permissions]] section. * The '''Annotation Typeselect ''' page is displayed.* To edit an existing Annotation Type click on the Annotation Type line on the left panelTypes. * 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===:: [[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.
Edit the individual UTA Statuses to control who can view and edit the annotations5. Provide an appropriate name, caption and who can modify fields in annotation modedescription for your new Annotation Type.
* 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 '''+ ::: [[File:New Status''' icon) or edit an existing status (click on the edit status icon)annotation type.png|650px|border]]* Go to Permissions & Availability section.:: ::* The following fields Name and Caption field are related to Revision Annotations:normally labelled the same, if not similarly. ::* '''View Annotation Role''' - those The Description field is important to fill out for the configuration and creation of all [[UTA role|UTA RolesSmartSimple]] that can view annotations at the particular statusfeatures: it is best practice to provide guidance in case anyone else needs to modify or use your configuration ::* '''View and Create Annotation Roles''' - those The [[UTA role|UTA RolesDisplay 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 can view your type is listed first, and edit annotations 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 the particular status100 and rising in increments of 100 for subsequent fields.::* '''Edit Field in Annotation Mode Roles''' - those [[UTA role|UTA Roles]] that can edit the actual The Colour field value allows you to choose which colour your annotations will appear when it is locked they are written with this type. ::* 6. When you have filled out all the fields to create a new Annotation Type, click '''Open Record in Annotation ModeSave. ''' - those [[UTA role|UTA Roles]] that will be able to access the entity in Annotation Mode, without the need to explicitly turn annotation on
===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.'''
==Using Field 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.'''
To use ===Setting Statuses for UTA-based Annotation Types===After building your Annotation Type, go to the UTA that you want this annotation to be available for. For example, a '''Reviewer '''Annotation Type that is written by a user must first switch on reviewer to be seen by an applicant is appropriately associated with a Grants Manager application. In this functionality against series of steps, we will select the '''Status '''that will allow the Annotation Type to be used by the individual recordroles that have been assigned.
Once Annotation has been switched on the user can add1. To find your UTA, edit or view click the annotations, depending 9-square menu icon on the Status based permissionstop right of the page.
The user may also be able to edit :::: {{Icon-Menu}} 2. Under the actual field value when it is lockedheading '''Applications, depending on '''select the Status based permissionsdesired application to open up its details.
3. Click the '''gear icon '''on the top of the page to go into '''Configuration Mode. '''
===Switch on Annotation===:::: [[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.
If you have do not have the '''Open Record in Annotation Mode''' permissions but have View or View <pre> The nomenclature for your application and Create permission, then when you first access the record you configuration tabs will see a Turn On Annotation button along the top of the screendiffer depending on your SmartSimple instance. </pre>
[[Image:TurnOnAnnotation5.png]]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 click on this button, or if you have '''Open Record in would like to add an Annotation Mode''' permissionsType is not yet created, then you will automatically access the record with annotation switched onlearn [[Status#Creating UTA Statuses|how to create a status]]. The Turn Off Annotation button will be displayed along the top of the screen ::*: [[File:Under review status. png|300px|border]]
[[Image:TurnOffAnnotationIn this example, the '''Under Review '''status is appropriate for an Annotation Type that pertains to a '''Reviewer.png]] '''
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===Add, Edit or "wikitable"|-||'''Annotation System Role Permission'''||'''View : '''Who is allowed to view the Annotation===annotations associated with this status
If the user has View Annotation or '''View and Create Annotation permissions, then they would automatically see the Annotations tab along the right hand side of the screen. If they clicked : '''Who is allowed to both view and create annotations on this then it would expand to show any Annotations created. status
The Standard or Custom field '''Edit Field: '''Who is allowed to edit specific fields that the Annotation exists against appears at the top of the individual Annotation within the overall Annotation tab, while the message, the person who entered the message and the date it was entered also appears. have annotations on them in this status
[[Image'''Anonymize Creator:AnnotationTab.png]] '''Choose which roles you would like to hide the identity of when they create annotations on this status
|-
||'''Annotation Association Role Permissions'''
||
'''View: '''Which roles will be ''associated ''to view the annotations with this status
Turning on Annotation also exposes a series of Edit, '''View or Modify options against individual Standard and Custom fields, as well as highlighting those fields with existing Create: '''Which associated roles will be able to both view and create annotations. on this status
[[Image'''Edit Field:AnnotatedFields.png|800px]] '''Which associated roles will be able to edit specific fields that have annotations on them in this status
'''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
====Add and Edit Annotations====|}8. Once you are done permissioning the annotation feature on a specific UTA status, click '''Save. '''
If the user has View and Create ===Enabling Annotation Permissions===Now you need to enable annotation permissions then, when they first click on a field caption which has no previous annotations, they would see a small icon with the caption '''New newly created Annotation'''Type.
[[Image:NewAnnotationButtons1. Click the 9-square menu icon on the top right of your page.png]]
:::: {{Icon-Menu}}
2. Under '''Configuration, '''select '''Global Settings.'''
If the user 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 3. Click '''ReplyAnnotation Permissions, ''' and which is available on the historic annotations displayedfirst tab.
[[ImageTwo tabs will appear:AnnotationReplyButtonsthe 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.png]]
:::: [[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. '''
If they click ===Using Annotation Types===After an Annotation Type has been created, configured onto a UTA Entity and Status, and role-based permissions were enabled on this '''New Annotation''' or '''Reply''' button then they should be presented with the New Annotation screenstatus and in Global Settings, you can double-check that your annotation works by going to the UTA you want to use the annotation for.
[[Image:NewAnnotationScreen1. Click the 9-square menu icon on the top right of your page.png|900px]]
::::: {{Icon-Menu}}
2. Under the '''Applications '''heading, select the appropriate application.
They can select 3. Select the Level 1 Entity that has the appropriate status the Annotation Type, with the list of available Annotation Types controlled by the Role Permission settings is configured for the individual types.
They can also enter text in the Message field and click SaveIn this example, it must be one that has '''Status - Under Review. '''
The Annotation would then be visible within the Annotation tab 4. Select the '''Annotations '''feature, which appears on the right hand left-side menu of the screen, the corresponding field would be highlighted if Annotation is turned on and the annotations visible by clicking on the field captionLevel 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]]
