==Feature Overview==Revision 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 allow also [[Custom Fields]]). These edits to specific fields can be made to specific fields while keeping the rest of the record locked.
Flexible Status [[Role Based Security|role-based security ]] allows you the [[Global User Administrator|System Administrator]] to configure configure [[UTA role]]-based permissions to allow : different users will have the ability to view or add annotations to fields , while others the ability to edit the 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 [[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.
==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]].
==Configuring Field Revision Annotations==The first step in configuring Following this, you then have the Field Revision Annotation is ability 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.
===Creating an Annotation Type===To use 1. Click 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 9-square menu icon on the specific typetop right of your page.
* Click on :: {{Icon-Menu}} 2. Under the heading '''Configuration, ''' menu, then select the select '''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 3. In the annotationsfirst tab of Global Settings (labelled '''System'''), and who can modify fields in annotation modeselect '''Annotation Types. '''
:: [[File:Annotation types.png|500px|border]]: :* From This will open up the list of available Annotation Types in the related UTAsystem. If you do not have any already configured in your system, click on the '''Settings''' iconpage will be blank. :* Navigate to Level 1To edit an existing Annotation Type, 2, or 3 tab, and simply click on the the '''Statusespencil icon ''' hyperlink.* Create a new status (click on the '''+ New Status''' icon) or edit an existing status (click on left of the edit status icon)annotation name. * Go to Permissions & Availability section4.* The following fields are related to Revision Annotations:*:* '''View Annotation Role''' - those [[UTA role|UTA Roles]] that can view annotations at Click 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 button on the actual field value when it is locked*:* '''Open Record in Annotation Mode''' - those [[UTA role|UTA Roles]] that will be able 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.
==Using Field Annotations==::: [[File:New annotation type.png|650px|border]]:: To ::* 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 Annotation your configuration ::* The [[Display Order]] field determines where on the page a user must 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 switch on , 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 functionality against type. 6. When you have filled out all the individual recordfields to create a new Annotation Type, click '''Save. '''
Once ===Setting Permissions and Availability===After completing the steps to creating a new Annotation has been switched on the user can addType, edit or view the annotations, depending on the Status based permissionsthis will bring you to the '''Edit '''page for that type.
The user may also be able to edit 1. Select the actual field value when it is locked, depending second tab on the Status based permissionsAnnotation 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.'''
===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 reviewer to 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 to be used by the roles that have been assigned.
===Switch on Annotation===If you have do not have the '''Open Record in Annotation Mode''' permissions but have View or View and Create permission1. To find your UTA, then when you first access click the record you will see a Turn On Annotation button along 9-square menu icon on the top right of the screenpage.
[[Image:TurnOnAnnotation::: {{Icon-Menu}} 2. Under the heading '''Applications, '''select the desired application to open up its details.png|border]]
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.
If you click on this button, or if you have '''Open Record in Annotation Mode''' permissions, then you <pre> The nomenclature for your application and configuration tabs will automatically access the record with annotation switched differ depending onyour SmartSimple instance. The Turn Off Annotation button will be displayed along the top of the screen.</pre>
[[Image:TurnOffAnnotation5.png|border]]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.
===Add, Edit or View the Annotation===::* If the user has View status you would like to add an Annotation or View and Create Annotation permissionsType is not yet created, then they would automatically see the Annotations tab along the right hand side of the screenlearn [[Status#Creating UTA Statuses|how to create a status]]. If they clicked on this then it would expand to show any Annotations created ::*: [[File:Under review status.png|300px|border]]
The Standard or Custom field In this example, the '''Under Review '''status is appropriate for an Annotation Type 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 appearspertains to a '''Reviewer. '''
[[Image:AnnotationTabThe details of the status will open.png|border]]
7. Click the second tab of the Status page, titled '''Permissions & Availability. '''
Turning on :::: [[File:Annotation also exposes a series of Edit, for status.png|600px|border]] {| class="wikitable"|-||'''Annotation System Role Permission'''||'''View or Modify options against individual Standard and Custom fields, as well as highlighting those fields : '''Who is allowed to view the annotations associated with existing annotations.this status
[[Image'''View and Create:AnnotatedFields.png|800px|border]] '''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
'''Anonymize Creator: '''Choose which roles you would like to hide the identity of when they create annotations on this status
====Add and Edit Annotations====|-If the user has ||'''Annotation Association Role Permissions'''||'''View and Create 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 : '''Which roles will be 'New Annotation'associated ''.to view the annotations with this status
[[Image'''View and Create:NewAnnotationButtons.png|border]] '''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
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 '''ReplyAnonymize Creator: ''' and Choose which associated roles you would like to hide the historic identity of when they create annotations displayed.on this status
[[Image:AnnotationReplyButtons.png|border]]:* 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
|}
8. Once you are done permissioning the annotation feature on a specific UTA status, click '''Save. '''
If they click ===Enabling Annotation Permissions===Now you need to enable annotation permissions on this '''New Annotation''' or '''Reply''' button then they should be presented with the New newly created Annotation screenType.
[[Image:NewAnnotationScreen1. Click the 9-square menu icon on the top right of your page.png|900px|border]]
:::: {{Icon-Menu}}
2. Under '''Configuration, '''select '''Global Settings.'''
They can select the 3. Click '''Annotation TypePermissions, with the list of '''which is available Annotation Types controlled by the Role Permission settings for on the individual typesfirst tab.
They Two tabs will appear: the first for '''Global Permissions '''and the second for '''Status Specific Permissions. '''Enabling permissions for your Annotation Type can also enter text in be successfully configured from both tabs. Since you have a status-specific Annotation Type - a '''Reviewer Type '''for the Message field and click Savestatus '''Under Review '''- the Status Specific Permissions tab is applicable.
The Annotation would then be visible within :::: [[File:Status specific annotation permission.png|400px|border]]::: :::* '''Entity Type: '''Select the entity that your status and Annotation tab on the right hand side of the screenType falls under. In this case, the corresponding field would be highlighted if Annotation it is turned on a specific UTA and the annotations visible by clicking on Level 1 Entity that we configured our Annotation Type for. :::* '''Status: '''Select the field captionstatus 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.
1. Click the 9-square menu icon on the top right of your page.
====View Annotations====::::: {{Icon-Menu}}If the user has View but not View and Create Annotation permissions then they will not be able to access the 2. Under the '''New AnnotationApplications ''' or '''Reply''' buttons against individual fieldsheading, select the appropriate application.
They would still automatically see 3. Select the Annotations tab along Level 1 Entity that has the right hand side of appropriate status the screenAnnotation Type is configured for.
If they clicked on In this then it would expand to show any Annotations createdexample, it must be one that has '''Status - Under Review. '''
If 4. Select the '''Annotations '''feature, which appears on the user then clicks on one left-side menu of the Annotations listed then the Annotation is exposed against the relevant field, but still with no Reply or Modify optionLevel 1 Entity page.
::::: [[ImageFile:AnnotationViewOnlyScreenAnnotations 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|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.
:: [[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.
====Edit Field====:: [[File:Annotations examples.png|1000px|border]] The Edit fields Annotation functionality is only relevant when the record is [[Status LockStandard Fields|standard]] or [[Custom Fields|locked on statuscustom field]] and that the Annotations exists against will appear at the top of each individual Annotation - in the user has example above, these fields are '''Branch '''View Annotation Rolesand ''' setSupporting Sponsorship Document. '''
If the user has Edit Field in The '''Annotation Mode Roles but does not have Type '''and the View and Create Annotation permissions then, when they click on a field caption which has no previous annotations, they annotation content will see a pop-up informing them that there is "No annotation found on this 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 has '''Edit Field in Annotation Mode Roles but does not have the ''' ''and '''''View and Create Annotation Annotations'''''' '''permissions then, when they click open up a record on a they will be able to view which field caption with previous annotationshas an annotation highlighted against it, and they will see a pop-up with a Modify button. If they click on the Modify button then they are presented with the Edit Field screen, but have the ability to edit click into the individual field is controlled by directly in order to employ the necessary edits to solve the associated [[Field Permissions]]annotation issue.
If the user has both Edit Field in * Clicking into a field caption which has ''no previous annotations''' '''''will allow them to create a New Annotation Mode Roles and View and Create Annotation permissions then, when they click on . * Clicking into a field caption which has no which ''does have previous annotations, annotations ''will allow them to '''Modify '''the field - they would see a small icon are then presented with the '''Edit Field '''screen, but their ability to edit the individual field is controlled by the caption associated [[Field Permissions]]. * The '''Edit Field '''functionality is only relevant when the record is on [[Status Lock|locked on status]] and the user has '''New AnnotationsView Annotations '''permissions set for their role.
If :: [[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 user has both Edit Field in Annotation Mode Roles and View and Create to pop up. They will see the content of the Annotation permissions then, when they click on a field caption which the creator of the Annotation (unless the '''Anonymize Creator '''functionality has already annotationsbeen permissioned), they would see a small icon with the caption date and time stamp, and the '''Reply/ModifyModify ''' and the historic annotations displayedbutton.[[Image:AnnotationEditFieldButton.png|border]]
* '''Note: '''If the user clicks on the only has '''View '''permissions and not '''View and Create Annotation '''permissions, they will not be able to access the '''New AnnotationsAnnotation ''' or see the '''Reply/ModifyModify ''' button then buttons against individual fields, although they will automatically see a Field Value option in the New Annotation Annotations tab along the left hand side of the screen.
[[ImageA user who clicks into the '''Reply/Modify '''button will enable a pop-up to appear:AnnotationEditFieldScreen.png|900px|border]]
:: [[File:Annotations modifying.png|800px|border]]
The previous annotation(s) will appear at the bottom of the window.
If they edit the To change the '''Field Value , '''simply select the '''binoculars icon '''to look up different fields and click Save then to select a changed one. In this example, since the previous annotation notes that the branch is incorrect, the user could look up into the '''Field Value '''to select the value stored against correct branch and '''Save '''the field will be updated accordinglychange.
===Review Revision History===The '''Revision History History '''feature will list the full annotation history in one place. The This history is updated each time when changes are submitted through the Annotation [[Submit & Save buttons|submit button]].
* '''Note: '''The history will show both when record must be under [[Status Lock]] in order for the field is edited and when Annotation Submit button to appear on the record is submittedpage.
The ability to To access the history, click the '''Options '''button on the top left of the page. A drop-down of available features will appear - click on '''Revision History section is controlled by the [[UTA_Settings_-_Security#View_Revision_History|UTA Security Settings]]. '''
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 available controlled by clicking on the Options section at the top of the [[UTA Settings - Security|UTA record, then clicking on the resulting Revision History sectionSecurity Settings]].
:: [[File:Annotation revision history.png|400px|border]]
==See Also==
* [[Notes Overview]]
[[Category:Annotations]]
