Changes

==Feature OverviewConfiguration - 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]]. 

Revision Annotations is feature that allows Following this, you then have the ability to go into a [[Universal Tracking Application]] and configure [[UTA Role]]-based permissions against individual UTA [[Status|statuses]] to add control who can view and edit the annotations at the field level , and allow edits who is able to be made to specific modify the fields while keeping the rest of the record lockedin annotation mode.  

Flexible Status ===Creating an Annotation Type===The '''Annotation Type '''is necessary to use the Field Revision Annotation feature; it allows users to define role-based security permissions to control who can use that specific type of annotation. 1. Click the 9-square menu icon on the top right of your page.  :: {{Icon-Menu}} 2. Under the heading '''Configuration, '''select '''Global Settings.''' 3. In the first tab of Global Settings (labeled '''System'''), select '''Annotation Types. ''' :: [[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 configure 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.''' ===Setting Statuses for UTA-based permissions Annotation Types===After building your Annotation Type, go to the UTA that you want this annotation to be available for. For example, a '''Reviewer '''Annotation Type that is written by a reviewer to be seen by an applicant is appropriately associated with a Grants Manager application. In this series of steps, we will select the '''Status '''that will allow different users the ability Annotation Type to be used by the roles that have been assigned.  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 to has not yet been 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. ''' The details of the status will open.  7. Click the second tab of the Status page, titled '''Permissions & Availability. ''' :::: [[File:Annotation for status.png|600px|border]] {| class="wikitable"|-||'''Annotation System Role Permission'''||'''View: '''Who is allowed to view the annotations associated with this status '''View and Create: '''Who is allowed to both view or add and create annotations on this status '''Edit Field: '''Who is allowed to edit specific fields while others that have annotations on them in this status '''Anonymize Creator: '''Choose which roles you would like to hide the ability identity of when they create annotations on this status |-||'''Annotation Association Role Permissions'''||'''View: '''Which roles will be ''associated ''to view the annotations with this status '''View and Create: '''Which associated roles will be able to both view and create annotations on this status '''Edit Field: '''Which associated roles will be able to edit specific fields that have annotations on them in this status '''Anonymize Creator: '''Choose which associated roles you would like to hide the field valueidentity 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 |}8. Once you are done permissioning the annotation feature on a specific UTA status, click '''Save. ''' ===Enabling Annotation Permissions===Now you need to enable annotation permissions on the newly created Annotation Type. 1. Click the 9-square menu icon on the top right of your page. :::: {{Icon-Menu}} 2. Under '''Configuration, '''select '''Global Settings.''' 3. Click '''Annotation Permissions, '''which is available on the first tab. 

==Illustrated==[[ImageTwo tabs will appear:Annotation_2the first for '''Global Permissions '''and the second for '''Status Specific Permissions.png|link=|500px]][[Image:Spacer '''Enabling permissions for your Annotation Type can be successfully configured from both tabs.png|link=]] [[Image:Annotation_1aSince you have a status-specific Annotation Type - a '''Reviewer Type '''for the status '''Under Review '''- the Status Specific Permissions tab is applicable.png|link=|700px]]

''Image 1. the ===Using Annotation Tab illustrated (above).''<br />Types===''Image 2. Example annotations displayed After an Annotation Type has been created, configured onto a UTA Entity and Status, and role-based permissions were enabled on the Annotation Tab (above)''<br />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.

The first step in configuring ::::: {{Icon-Menu}}2. Under the '''Applications '''heading, select the Field Revision Annotation is to create an Annotation Type and permission it based on Rolesappropriate application. 

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 3. Select the annotations, and who can modify fields in annotation modeLevel 1 Entity that has the appropriate status the Annotation Type is configured for.

In this example, it must be one that has '''Status - Under Review. ''' 4. Select the '''Annotations '''feature, which 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.===Creating an Annotation TypeUsing 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.  :: [[File:Annotations left hand menu.png|170px|border]]If they clicked on this tab, it would open up any of the Annotations that have been created on this record. 

To use :: [[File:Annotations examples.png|1000px|border]] The [[Standard Fields|standard]] or [[Custom Fields|custom field]] that the Annotations exists against will appear at the Field Revision top of each individual Annotation feature- in the example above, an Annotation Type needs to be created. The Annotation Type also allows users to define role based permissionsthese fields are '''Branch '''and '''Supporting Sponsorship Document. '''

* Click on the '''Configuration''' menu, then select the '''[[Roles & Permissions]]''' option.* The The '''Annotation TypeType ''' page is displayed.* To edit an existing Annotation Type click on and the Annotation Type line on the left panel. * To create a new Annotation Type complete annotation content will appear right below the field options listed under the '''New Annotation Type''' section. . . ::* 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'''title. 

===Editing or Replying to Annotations===If the user has '''Edit the individual UTA Statuses Field''' ''and '''''View and Create Annotations'''''' '''permissions, when they open up a record on they will be able to control who can view which field has an annotation highlighted against it, and edit they will have the annotations, and who can modify fields ability to click into the field directly in order to employ the necessary edits to solve the annotation modeissue.  

* From the related UTA, click on the Clicking into a field caption which has ''no previous annotations'Settings'' ' icon.* Navigate to Level 1, 2, or 3 tab, and click on the '''Statuses''' hyperlinkwill allow them to create a New Annotation. * Create Clicking into a new status (click on the field caption which ''does have previous annotations '+ New Status''' icon) or edit an existing status (click on the edit status icon).* Go to Permissions & Availability section.* The following fields are related will allow them to Revision Annotations:::* '''View Annotation RoleModify ''' the field - those [[UTA role|UTA Roles]] that can view annotations at the particular status::* they are then presented with the '''View and Create Annotation RolesEdit Field ''' - those screen, but their ability to edit the individual field is controlled by the associated [[UTA role|UTA RolesField Permissions]] that can view and edit annotations at the particular status. ::* The '''Edit Field in Annotation Mode RolesField ''' - those functionality is only relevant when the record is on [[UTA roleStatus Lock|UTA Roleslocked on status]] that can edit and the actual field value when it is locked ::* user has '''Open Record in Annotation ModeView Annotations ''' - those [[UTA permissions set for their role|UTA Roles]] that will be able to access the entity in Annotation Mode, without the need to explicitly turn annotation on. 

==Using Field :: [[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 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.

To use Annotation a * '''Note: '''If the user must first switch on this functionality 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 individual recordAnnotations tab along the left hand side of the screen.  

Once Annotation has been switched on the A user can add, edit or view the annotations, depending on the Status based permissions. who clicks into the '''Reply/Modify '''button will enable a pop-up to appear:

:: [[File:Annotations modifying.png|800px|border]]The user may also be able to edit previous annotation(s) will appear at the actual field value when it is locked, depending on bottom of the Status based permissionswindow.  

===Switch on AnnotationRevision 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 [[Submit & Save buttons|submit button]]. 

If you have do not have the * '''Open Record in Annotation ModeNote: ''' permissions then when you first access The record must be under [[Status Lock]] in order for the record you will see, permission permitting, a Turn On Annotation Submit button along the top of to appear on the screenpage.

[[Image:TurnOnAnnotationTo access the history, click the '''Options '''button on the top left of the page.png]]A drop-down of available features will appear - click on '''Revision History. '''

:: [[File:Annotation revision history.png|400px|border]] ==See Also==* [[Notes Overview]][[Category:Under ConstructionAnnotations]]