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. 

3. In the first tab of Global Settings (labelled labeled '''System'''), select '''Annotation Types. '''

::* If the status you would like to add an Annotation Type is to has not yet been created, learn [[Status#Creating UTA Statuses|how to create a status]]. 

If the user has '''Edit Field 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.  * Clicking into a field caption which has ''no previous annotations''' '''''will allow them to create a New Annotation. * Clicking into a field caption which ''does have previous annotations ''will allow them to '''Modify '''the field - they are then presented with the '''Edit Field '''screen, but their ability to edit the individual 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 the user has '''View Annotations '''permissions set for their role. 

====Edit Field====The Edit fields Annotation functionality is only relevant when the record is [[Status Lock|locked on status]] and the A user has who clicks into the '''View Annotation RolesReply/Modify ''' 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 button will see enable 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. [[Imageappear: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]].