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 view or add annotations this Annotation Type to fields while others .  ::* If the ability 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 edit a '''Reviewer. ''' The details of the field valuestatus will open. 

==Illustrated==[[Image:Annotation_27.png|link=|500px]][[Image:SpacerClick the second tab of the Status page, titled '''Permissions & Availability.png|link=]] [[Image:Annotation_1a.png|link=|700px]] '''

''Image 1. the Annotation Tab illustrated (above).'View and Create: '<br />''Image 2. Example Who is allowed to both view and create annotations displayed on the Annotation Tab (above)''<br />this status

==Configuring '''Edit Field Revision Annotations==: '''Who is allowed to edit specific fields that have annotations on them in this status

The first step in configuring '''Anonymize Creator: '''Choose which roles you would like to hide the Field Revision Annotation is to identity of when they create an Annotation Type and permission it based annotations on Roles.this status

You can then go to a UTA and configure [[UTA role|UTA -||'''Annotation Association Role]] based permissions against individual UTA Statuses Permissions'''||'''View: '''Which roles will be ''associated ''to control who can view and edit the annotations, and who can modify fields in annotation mode. 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 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 |}8. Once you are done permissioning the annotation feature on a specific UTA status, click '''Save. ''' ===Creating an Enabling Annotation TypePermissions===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.'''

To use the Field Revision 3. Click '''Annotation featurePermissions, an Annotation Type needs to be created. The Annotation Type also allows users to define role based permissions '''which is available on the first tab. 

* Click on Two tabs will appear: the first for '''ConfigurationGlobal Permissions ''' menu, then select and the second for '''[[Roles & Status Specific Permissions]]''' option.* The  '''Enabling permissions for your Annotation Type''' page is displayed.* To edit an existing Annotation Type click on the Annotation Type line on the left panelcan be successfully configured from both tabs. * To create Since you have a new status-specific Annotation Type complete the field options listed under the - a '''New Annotation TypeReviewer 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 for the status '''SaveUnder Review '''- the Status Specific Permissions tab is applicable.

===Configure Role based :::: [[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 against individual UTA Statuses===, as applicable and necessary. 4. Click '''Save. '''

Edit the individual ===Using Annotation Types===After an Annotation Type has been created, configured onto a UTA Statuses to control who can view Entity and Status, and edit role-based permissions were enabled on the annotationsstatus and in Global Settings, and who you can modify fields in double-check that your annotation works by going to the UTA you want to use the annotation modefor.

* From the related UTA, click on the '''Settings''' icon.* Navigate to Level 1, 2, or 3 tab, and click on the '''Statuses''' hyperlink.* Create a new status (click on Click the '''+ New Status''' 9-square menu icon) or edit an existing status (click on the edit status icon)top right of your page.* Go to Permissions & Availability section.* The following fields are related to Revision Annotations:::* '''View Annotation Role''' - those [[UTA role|UTA Roles]] that can view annotations at the particular status::* '''View and Create Annotation Roles''' - those [[UTA role|UTA Roles]] that can view and edit annotations at the particular status::* '''Edit Field in Annotation Mode Roles''' - those [[UTA role|UTA Roles]] that can edit the actual field value when it is locked ::* '''Open Record in Annotation Mode''' - those [[UTA role|UTA Roles]] that will be able to access the entity in Annotation Mode, without the need to explicitly turn annotation on

To use Annotation a user must first switch 4. Select the '''Annotations '''feature, which appears on this functionality against the individual recordleft-side menu of the Level 1 Entity page.  

Once Annotation has been switched on the user can add::::: [[File:Annotations side bar.png|150px|border]]5. A list of annotations will appear. If there are no annotations yet, edit or view the annotationspage will be blank. To create a new annotation, depending click the '''pencil icon '''on the Status based permissionsright hand side of the page.  

The user may also be able to edit the actual field value when it is locked::::: [[File:Annotation mode.png|150px|border]]When you are in '''Annotation Mode, depending on  '''all of the Status fields can now be clicked into and annotations can be created and viewed based permissionson which roles you have permissioned.

::::: [[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.===Switch on AnnotationUsing 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 you have do not have they clicked on this tab, it would open up any of the '''Open Record in Annotation Mode''' permissions but Annotations that have View or View and Create permission, then when you first access the been created on this record you will see a Turn On Annotation button along the top of the screen.  

:: [[ImageFile:TurnOnAnnotationAnnotations 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 - in the example above, these fields are '''Branch '''and '''Supporting Sponsorship Document. '''

If you click on this button, or if you have '''Open Record in Annotation Mode''' permissions, then you On the bottom right will see a Turn Off Annotation button along be the top creator of the screenannotation and the time and date stamp that it was created.

[[Image:TurnOffAnnotation===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.png]] 

===Add:: [[File:Annotations reply modify.png|600px|border]] In this above example, Edit or View 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.

* '''Note: '''If the user has View Annotation or only has '''View '''permissions and not '''View and Create Annotation Annotation '''permissions, then they would 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 right left hand side of the screen. If they clicked on this then it would expand to show any Annotations created. [[Image:AnnotationTab.png]] 

Turning on Annotation also exposes A user who clicks into the '''Reply/Modify '''button will enable a series of Edit, View or Modify options against individual Standard and Custom fields.pop-up to appear:

====Add and Edit :: [[File:Annotations====modifying.png|800px|border]]The previous annotation(s) will appear at the bottom of the window. 

If To change the '''Field Value, '''simply select the user has View '''binoculars icon '''to look up different fields and Create Annotation permissions thento select a changed one. In this example, when they first click on a field captionsince the previous annotation notes that the branch is incorrect, they would see a small icon with the caption user could look up into the '''Field Value '''to select the correct branch and '''New AnnotationSave '''the change.

===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:NewAnnotationButtons.pngSubmit & Save buttons|submit button]]. 

If they click on this * '''New AnnotationNote: ''' button then they should The record must be presented with under [[Status Lock]] in order for the New Annotation screenSubmit button to appear on the page.

[[Image:NewAnnotationScreenTo access the history, click the '''Options '''button on the top left of the page.png|900px]]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]]