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Field Revision Annotations

9,942 bytes added, 19:34, 6 September 2022

→‎Setting Statuses for UTA-based Annotation Types

{{UnderConstruction}}==Overview==Annotations is a feature that allows users to add or view annotations at the individual field level (ex: [[Standard Fields]] such as name or address, and also [[Custom Fields]]). These edits to specific fields can be made while keeping the rest of the record locked. 

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. 

__notoc__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 [[Notes]] 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. 

==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 based security ===Creating an Annotation Type===The '''Annotation Type '''is necessary to use the Field Revision Annotation feature; it allows you users to configure define role-based permissions to allow different users 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 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 or add annotations 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 fields while others select which roles will have the ability to edit 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 field valueappropriate roles to access your Annotation Type, click '''Save.'''

==Illustrated=Setting Statuses for UTA-based Annotation Types===[[Image:Annotation_2After building your Annotation Type, go to the UTA that you want this annotation to be available for.png|link=|500px]][[Image:SpacerFor 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.png|link=]] [[Image:Annotation_1aIn this series of steps, we will select the '''Status '''that will allow the Annotation Type to be used by the roles that have been assigned.png|link=|700px]] 

1. To find your UTA, click the 9-square menu icon on the top right of the page.

''Image 1:::: {{Icon-Menu}} 2. Under the Annotation Tab illustrated (above).heading ''<br />'Applications, 'Image 2. Example annotations displayed on the Annotation Tab (above)''<br />select the desired application to open up its details. 

==Configuring Field Revision Annotations==3. Click the '''gear icon '''on the top of the page to go into '''Configuration Mode. '''

The first step in configuring :::: [[File:Config settings.png|200px|border]]4. Go to the second tab of the Configuration Settings - this displays the settings associated with the Field Revision Annotation is to create an Annotation Type and permission it based on Roles[[Level 1 Entity]] of the application.

You can then go to a UTA <pre> The nomenclature for your application and configure [[UTA role|UTA Role]] based permissions against individual UTA Statuses to control who can view and edit the annotations, and who can modify fields in annotation modeconfiguration 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 Typethat 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 and create annotations on this status '''Edit Field: '''Who is allowed to edit specific fields that have annotations on them in this status '''Anonymize Creator: '''Choose which roles you would like to hide the 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 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. '''

To use the Field Revision Annotation feature, an ===Enabling Annotation Type needs Permissions===Now you need to be enable annotation permissions on the newly created. The Annotation Type also allows users to define role based permissions.

* 1. Click on the '''Configuration''' 9-square menu, then select the '''[[Roles & Permissions]]''' option and then click icon on the '''Annotation Permissions''' link within the [[Manager Permissions]] section. * The '''Annotation Type''' top right of your page is displayed.* To edit an existing Annotation Type click on the Annotation Type line on the left panel. * To create a new Annotation Type complete the role based permissions listed under the '''New Annotation Type''' section, including the Role Permission settings: ::* 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'''.

===Configure Role based permissions against individual UTA Statuses===:::: {{Icon-Menu}} 2. Under '''Configuration, '''select '''Global Settings.'''

Edit the individual UTA Statuses to control who can view and edit 3. Click '''Annotation Permissions, '''which is available on the annotations, and who can modify fields in annotation modefirst tab.  

* From the related UTA, click on Two tabs will appear: the first for '''SettingsGlobal Permissions ''' icon.* Navigate to Level 1, 2, or 3 tab, and click on the second for '''Statuses''' hyperlink.* Create a new status (click on the '''+ New Status''' icon) or edit an existing status (click on the edit status icon).* Go to Specific Permissions & Availability section.* The following fields are related to Revision Annotations:::*  '''View Enabling permissions for your Annotation Role''' - those [[UTA role|UTA Roles]] that Type can view annotations at the particular be successfully configured from both tabs. Since you have a status::* '''View and Create -specific Annotation Roles''' Type - those [[UTA role|UTA Roles]] that can view and edit annotations at the particular status::*  a '''Edit Field in Annotation Mode RolesReviewer Type ''' - those [[UTA role|UTA Roles]] that can edit for the actual field value when it is locked ::* status '''Open Record in Annotation ModeUnder Review ''' - those [[UTA role|UTA Roles]] that will be able to access the entity in Annotation Mode, without the need to explicitly turn annotation onStatus Specific Permissions tab is applicable.

:::: [[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, as applicable and necessary. 

4. Click '''Save. '''

===Using Annotation Types===

After an Annotation Type has been created, configured onto a UTA Entity and Status, and role-based permissions were enabled on the 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.

==Using Field Annotations==1. Click the 9-square menu icon on the top right of your page.

To use Annotation a user must first switch on this functionality against ::::: {{Icon-Menu}}2. Under the '''Applications '''heading, select the individual recordappropriate application.  

Once Annotation 3. Select the Level 1 Entity that has been switched on the user can add, edit or view appropriate status the annotations, depending on the Status based permissionsAnnotation Type is configured for.

The user may also In this example, it must be able to edit the actual field value when it is locked, depending on the one that has '''Status based permissions- Under Review.  '''

4. Select the '''Annotations '''feature, which appears on the left-side menu of the Level 1 Entity page. 

===Switch ::::: [[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 Annotation===the right hand side of the page. 

If ::::: [[File:Annotation mode.png|150px|border]]When you have do not have the are in '''Open Record in Annotation Mode, ''' permissions but have View or View all of the fields can now be clicked into and annotations can be created and Create permission, then when viewed based on which roles you first access the record you will see a Turn On Annotation button along the top of the screenhave permissioned.

[[Image:TurnOnAnnotationClicking into a field will open up a window with a '''pencil icon '''that you can click to create a new annotation.png]]

::::: [[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. 

:: [[File:Annotations left hand menu.png|170px|border]]If you click they clicked on this button, or if you have '''Open Record in Annotation Mode''' permissionstab, then you will see a Turn Off Annotation button along the top it would open up any of the screenAnnotations that have been created on this record.  

:: [[ImageFile:TurnOffAnnotationAnnotations 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. '''

The '''Annotation Type '''and the annotation content will appear right below the field title. 

===Add, Edit or View On the Annotation===bottom right will be the creator of the annotation and the time and date stamp that it was created.

===Editing or Replying to Annotations===If the user has View Annotation or has '''Edit Field''' ''and '''''View and Create Annotation Annotations'''''' '''permissions, then when they would automatically see open up a record on they will be able to view which field has an annotation highlighted against it, and they will have the Annotations tab along ability to click into the right hand side of field directly in order to employ the screen. If they clicked on this then it would expand necessary edits to show any Annotations created. [[Image:AnnotationTabsolve the annotation issue.png]] 

Turning on * Clicking into a field caption which has ''no previous annotations''' '''''will allow them to create a New Annotation also exposes . * Clicking into a series of field caption which ''does have previous annotations ''will allow them to '''Modify '''the field - they are then presented with the '''EditField '''screen, View or Modify options against but their ability to edit the individual Standard 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 Custom fieldsthe user has '''View Annotations '''permissions set for their role. 

====Add :: [[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 Edit Annotations====time stamp, and the '''Reply/Modify '''button.

* '''Note: '''If the user has only has '''View '''permissions and not '''View and Create Annotation Annotation '''permissions then, when they first click on a field caption which has no previous annotations, they would will not be able to access the '''New Annotation '''or see a small icon with the caption the '''New AnnotationReply/Modify '''buttons against individual fields, although they will automatically see the 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:NewAnnotationButtons.png]]

If they click on a field caption which has already annotations, they would see a small icon with :: [[File:Annotations modifying.png|800px|border]]The previous annotation(s) will appear at the caption '''Reply''' and bottom of the historic annotations displayedwindow. 

[[Image:AnnotationReplyButtonTo 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]]

If they click on this ===Revision History===The '''New AnnotationRevision History ''' or '''Reply''' button then they should be presented with feature will list the full annotation history in one place. This history is updated each time changes are submitted through the New Annotation screen[[Submit & Save buttons|submit button]].  

* '''Note: '''The record must be under [[Image:NewAnnotationScreen.png|900pxStatus Lock]]in order for the Annotation Submit button to appear on the page.

They can select To access the Annotation Typehistory, with click the '''Options '''button on the list top left of the page. A drop-down of available Annotation Types controlled by the Role Permission settings for the individual types, and can enter text in the Message fieldfeatures will appear - click on '''Revision History.  '''

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 controlled by the [[UTA Settings - Security|UTA Security Settings]].

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

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Garrett Alford

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