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 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]]
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.
After filling in the content :: [[File:Annotations left hand menu.png|170px|border]]If they clicked on this tab, it would open up any 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 Annotations that you have written an annotation forbeen created on this record.
===:: [[File:Annotations examples.png|1000px|border]] =====Using Field The [[Standard Fields|standard]] or [[Custom Fields|custom field]] that the Annotations==To use Annotation a user must first switch on this functionality exists against will appear at the top of each individual recordAnnotation - in the example above, these fields are '''Branch '''and '''Supporting Sponsorship Document. '''
Once The '''Annotation has been switched on Type '''and the user can add, edit or view annotation content will appear right below the annotations, depending on the Status based permissionsfield title.
The user may also On the bottom right will be able to edit the actual field value when creator of the annotation and the time and date stamp that it is locked, depending on the Status based permissionswas 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.
===Switch on Annotation===:: [[File:Annotations reply modify.png|600px|border]] If you have do not have the In this above example, the '''Open Record in Annotation ModeBranch ''' permissions but have View or View and Create permissionfield is highlighted in orange to demonstrate that there is an Annotation against it. A user, by clicking into this field, then when you first access will enable the record you Annotation to pop up. They will see a Turn On the content of the Annotation button along , the top creator of the screenAnnotation (unless the '''Anonymize Creator '''functionality has been permissioned), the date and time stamp, and the '''Reply/Modify '''button.
[[Image* '''Note:TurnOnAnnotation '''If the user only has '''View '''permissions and not '''View and Create Annotation '''permissions, they will not be able to access the '''New Annotation '''or see the '''Reply/Modify '''buttons against individual fields, although they will automatically see the Annotations tab along the left hand side of the screen.png|border]]
A user who clicks into the '''Reply/Modify '''button will enable a pop-up to appear:
:: [[File:Annotations modifying.png|800px|border]]
The previous annotation(s) will appear at the bottom of the window.
If you click on this buttonTo change the '''Field Value, or if you have '''Open Record in Annotation Modesimply select the ''' permissionsbinoculars icon '''to look up different fields and to select a changed one. In this example, then you will automatically access since the record with previous annotation switched on. The Turn Off Annotation button will be displayed along notes that the branch is incorrect, the user could look up into the '''Field Value '''to select the top of correct branch and '''Save '''the 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:TurnOffAnnotation.pngSubmit & Save buttons|bordersubmit button]].
* '''Note: '''The record must be under [[Status Lock]] in order for the Annotation Submit button to appear on the page.
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. '''
===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]] ====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 this then it would expand to show any Annotations created. If the user then clicks on one of the Annotations listed then the Annotation is exposed against the relevant field, but still with no Reply or Modify option. [[Image:AnnotationViewOnlyScreen.png|border]] ====Edit Field====The Edit fields Annotation functionality is only relevant when the record is [[Status Lock|locked on status]] and the user has '''View Annotation Roles''' set. If the user has Edit Field in Annotation Mode Roles but does not have the View and Create Annotation permissions then, when they click on a field caption which has no previous annotations, they will see a pop-up informing them that there is "No annotation found on this field". If the user has Edit Field in Annotation Mode Roles but does not have the View and Create Annotation permissions then, when they click on a field caption with previous annotations, 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 the ability to edit the individual field is controlled by the associated [[Field Permissions]]. If the 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 no previous annotations, they would see a small icon with the caption '''New Annotations'''. If the 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 '''Reply/Modify''' and the historic annotations displayed.[[Image:AnnotationEditFieldButton.png|border]] If the user clicks on the '''New Annotations''' or '''Reply/Modify''' button then they will see a Field Value option in the New Annotation screen. [[Image:AnnotationEditFieldScreen.png|900px|border]] If they edit the Field Value and click Save then the value stored against the field will be updated accordingly. ===Review History===The Revision History feature will list the full annotation history in one place. The history is updated each time when changes are submitted through the [[Submit buttons|Annotation submit button]]. The record must be under Status Lock in order for the Annotation Submit button to appear on the page. The history will show both when the field is edited and when the record is submitted. The A user's ability to access the Revision History section is controlled by the [[UTA_Settings_UTA Settings -_Security#View_Revision_HistorySecurity|UTA Security Settings]]. The Revision History section is available by clicking on the Options section at the top of the UTA record, then clicking on the resulting Revision History section.
:: [[File:Annotation revision history.png|400px|border]]
==See Also==
* [[Notes Overview]]
[[Category:Annotations]]
