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. 

::::: [[File:New annotation.png|border]]

==Using Field :: [[File:Annotations==left hand menu.png|170px|border]]To use Annotation a user must first switch If they clicked on this functionality against tab, it would open up any of the individual Annotations that have been created on this record. 

Once :: [[File:Annotations 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 has been switched on the user can add, edit or view - in the annotationsexample above, depending on the Status based permissionsthese fields are '''Branch '''and '''Supporting Sponsorship Document. '''

The user may also be able to edit The '''Annotation Type '''and the annotation content will appear right below the actual field value when it is locked, depending on the Status based permissionstitle. 

===Switch on * Clicking into a field caption which has ''no previous annotations''' '''''will allow them to create a New Annotation===. If you have do not * Clicking into a field caption which ''does have previous annotations ''will allow them to '''Modify '''the field - they are then presented with the '''Open Record in Annotation ModeEdit Field ''' permissions screen, but have View or View and Create permission, then their ability to edit the individual field is controlled by the associated [[Field Permissions]]. * The '''Edit Field '''functionality is only relevant when you first access the record you will see a Turn On Annotation button along is on [[Status Lock|locked on status]] and the top of the screenuser has '''View Annotations '''permissions set for their role. 

:: [[ImageFile:TurnOnAnnotationAnnotations 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 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.

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:: [[File:Annotations modifying. png|800px|border]]The Turn Off Annotation button previous annotation(s) will be displayed along appear at the top bottom of the screenwindow. 

[[Image:TurnOffAnnotationTo 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 could look up into the '''Field Value '''to select the correct branch and '''Save '''the change.png|border]]

===Add, Edit or View To access the Annotation===If the user has View Annotation or View and Create Annotation permissionshistory, then they would automatically see the Annotations tab along click the '''Options '''button on the right hand side top left of the screenpage. If they clicked on this then it would expand to show any Annotations createdA drop-down of available features will appear - click on '''Revision History. '''

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.