Field Revision Annotations

Feature Overview

Revision Annotations is feature that allows you to add annotations at the field level and allow edits to be made to specific fields while keeping the rest of the record locked.

Flexible Status based security allows you to configure role-based permissions to allow different users the ability to view or add annotations to fields while others the ability to edit the field value.

Illustrated

Image 1. the Annotation Tab illustrated (above).
Image 2. Example annotations displayed on the Annotation Tab (above)

Configuring Field Revision Annotations

The first step in configuring the Field Revision Annotation is to create an Annotation Type and permission it based on Roles.

You can then go to a UTA and configure UTA Role based permissions against individual UTA Statuses to control who can view and edit the annotations, and who can modify fields in annotation mode.

Creating an Annotation Type

To use the Field Revision Annotation feature, an Annotation Type needs to be created. The Annotation Type also allows users to define role based permissions.

• Click on the Configuration menu, then select the Roles & Permissions' option and then click on the Annotation Permissions link within the Manager Permissions section.
• The Annotation Type 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. . .

• 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

Edit the individual UTA Statuses to control who can view and edit the annotations, and who can modify fields in annotation mode.

• 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 the + New Status icon) or edit an existing status (click on the edit status icon).
• Go to Permissions & Availability section.
• The following fields are related to Revision Annotations:

• View Annotation Role - those UTA Roles that can view annotations at the particular status
• View and Create Annotation Roles - those UTA Roles that can view and edit annotations at the particular status
• Edit Field in Annotation Mode Roles - those UTA Roles that can edit the actual field value when it is locked
• Open Record in Annotation Mode - those UTA Roles that will be able to access the entity in Annotation Mode, without the need to explicitly turn annotation on

Using Field Annotations

To use Annotation a user must first switch on this functionality against the individual record.

Once Annotation has been switched on the user can add, edit or view the annotations, depending on the Status based permissions.

The user may also be able to edit the actual field value when it is locked, depending on the Status based permissions.

Switch on Annotation

If you have do not have the Open Record in Annotation Mode permissions but have View or View and Create permission, then when you first access the record you will see a Turn On Annotation button along the top of the screen.

If you click on this button, or if you have Open Record in Annotation Mode permissions, then you will see a Turn Off Annotation button along the top of the screen.

Add, Edit or View the Annotation

If the user has View Annotation or View and Create Annotation permissions, then they would automatically see the Annotations tab along the right hand side of the screen. If they clicked on this then it would expand to show any Annotations created.

Turning on Annotation also exposes a series of Edit, View or Modify options against individual Standard and Custom fields.

Add and Edit Annotations

If the user has View and Create Annotation permissions then, when they first click on a field caption, they would see a small icon with the caption New Annotation.

If they click on this New Annotation button then they should be presented with the New Annotation screen.

They can select the Annotation Type, with the list of available Annotation Types controlled by