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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.
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.
==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]].
:: [[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.
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. '''
===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.'''
:::: [[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.'''
1. To find your UTA, click the 9-square menu icon on the top right of the page.
:::: {{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>
5. 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 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. '''
7. Click the second tab of the Status page, titled '''Permissions & Availability. '''
:::: [[File:Annotation for status.png|600px|border]]
{| class="wikitable"
|-
'''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
|}
1. Click the 9-square menu icon on the top right of your page.
:::: {{Icon-Menu}}
2. Under '''Configuration, '''select '''Global Settings.'''
Two tabs will appear: the 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.
:::: [[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. '''
1. Click the 9-square menu icon on the top right of your page.
::::: {{Icon-Menu}}
2. Under the '''Applications '''heading, select the appropriate application.
In this example, it must be one that has '''Status - Under Review. '''
4. Select the '''Annotations '''feature, which appear appears on the left-side menu of the Level 1 Entity page.
::::: [[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.
::::: [[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.
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.
* '''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.
:: [[File:Annotations modifying.png|800px|border]]
The previous annotation(s) will appear at the bottom of the window.
===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 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]]