Changes

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. 

: :* 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.  

::: [[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.  

:::: [[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. ''' 

:::: {{Icon-Menu}} 

:::: [[File:Config settings.png|200px|border]]

:::: [[File:Statuses config.png|500px|border]] 

::* 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]]

:::: [[File:Annotation for status.png|600px|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

===Enabling Annotation Permissions==== 

:::: {{Icon-Menu}}  

:::: [[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.  

 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.

::::: {{Icon-Menu}} 

3.   ==Configuring Field Revision Annotations==The first step in configuring Select the Field Revision Annotation is to create an Annotation Type and permission it based 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 mode.   ===Creating an Annotation Type===To use 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 the specific type. * Click on the '''Configuration''' menu, then select the '''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 the annotations, and who can modify fields in annotation mode. * 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:*:* '''View Annotation Role''' - those [[UTA role|UTA Roles]] Entity that can view annotations at has the particular appropriate 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 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 ==Using Field Annotations==To use Annotation a user must first switch on this functionality against the individual record. Once Annotation has been switched on the user can add, edit or view the annotations, depending on the Status based permissions. The user may also be able to edit the actual field value when it Type is locked, depending on the Status based permissions.   ===Switch on Annotation===If you have do not have the '''Open Record in Annotation Mode''' 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 the top of the screen. [[Image:TurnOnAnnotation.png|border]]   If you click on this button, or if you have '''Open Record in Annotation Mode''' permissions, then you will automatically access the record with annotation switched on. The Turn Off Annotation button will be displayed along the top of the screen. [[Image:TurnOffAnnotation.png|border]]   ===Add, Edit or View the Annotation===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 on this then it would expand to show any Annotations created. The Standard or Custom field 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. [[Image:AnnotationTab.png|border]]  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 annotations. [[Image:AnnotatedFields.png|800px|border]]   ====Add and Edit Annotations====If the user has 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 '''New Annotation'''. [[Image:NewAnnotationButtons.png|border]]  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 '''Reply''' and the historic annotations displayed. [[Image:AnnotationReplyButtons.png|border]]  If they click on this '''New Annotation''' or '''Reply''' button then they should be presented with the New Annotation screen. [[Image:NewAnnotationScreen.png|900px|border]]  They can select the Annotation Type, with the list of available Annotation Types controlled by the Role Permission settings configured for the individual types. They can also enter text in the Message field and click Save. The Annotation would then be visible within the Annotation tab on the right hand side of the screen, the corresponding field would be highlighted if Annotation is turned on and the annotations visible by clicking on the field caption.   ====View Annotations====If the user has View but not View and Create Annotation permissions then they will not be able to access the '''New Annotation''' or '''Reply''' buttons against individual fields. They would still automatically see the Annotations tab along the right hand side of the screen.

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. 

====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. 

===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]]

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|Annotation submit button]]. The record must be under Status Lock in order for the Annotation Submit button to appear on the page. 

* '''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]].