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. 

 ===Using Field Annotations===

:: [[File:Annotations left hand menu.png|200px170px|border]]

The [[Standard Fields|standard]] or [[Custom Fields|custom field]] that the Annotations exists against will appear at the top of each individual Annotation - in the example above, these fields are '''Branch '''and '''Supporting sponsorship Sponsorship Document. '''

====View Editing or Replying to Annotations====If the user has View but not View and Create Annotation permissions then they will not be able to access the has '''Edit Field'New Annotation'' ' or 'and ''Reply''' buttons against individual fields. They would still automatically see the View and Create 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 open up a record 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 be able to view which field".  If the user has Edit Field in Annotation Mode Roles but does not have the View an annotation highlighted against it, 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 have the ability to edit click into the individual field is controlled by directly in order to employ the associated [[Field Permissions]]necessary edits to solve the 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]].