Summary

The Annotation or Note tool is available within a document or transcript and allows users to highlight text and write notes that can be viewed by either yourself or other members of your team. 

We've set out how to create, edit & delete and change the default recipient of an annotation below.

Within the Annotation window, there is additional functionality that can be applied before saving. More information on how to: 
  - Tag notes can be found here.
  - Hyperlink to a Character can be found here.
  - Copy text with the clipboard can be found here.
  - Hyperlink to a Chronology can be found here.
  - Hyperlink to other documents can be found here.

Creating Annotations

  1. Highlight Text or Page Area - Click and drag over any section of text or area in a document or transcript and the Annotation tool should appear. 
    1. A document must be OCR'd (text searchable) to affix an annotation to the text itself. If it does not contain OCR data, the note will affix to the area on the page.
  2. Select Recipient - Use the To: dropdown to select the recipient of the annotation or press the silhouette+ icon next to the dropdown to add additional user recipients (i.e. if you wanted to send to individuals). 
    1. Me - Available only to yourself (default position). Not available to other members of your team to view. 
    2. My Team - Available to all users within your party specific workspace.
    3. Individuals - Available only to the selected individual and yourself.
    4. Notes Group Name -  Available only to the selected Notes Group and yourself (will appear only once created). 
      1. A Notes Group is a collection of users assigned to a group to allow the recipient to quickly assign the annotation to the group. 
      2. To create a Notes Group, please contact the Solution Operations team with the name of the notes group and the email addresses of the users who should be included in the group.
  3. Write a Note - Within the 'Add a note' input box, users can type to include text with the highlighting, or alternatively this can be left blank to just apply highlighting to the text.
  4. Send Email Notification - Tick to also send an automated email to the recipient of the annotation. By default this is turned off.  
  5. Save Annotation - Press Save to save the annotation. 
As listed in the Summary, before pressing Save you can also apply various other additional functionality to the annotation. 

Editing & Deleting Annotations

Once annotations are created, users are able to edit or delete their own annotations but are unable to use this functionality on other users annotations. 

  1. Select the Note - Hover over the relevant note and press: 
    1. Edit - To amend the contents or recipient of the annotation. 
    2. Delete - To permanently delete the annotation.

Changing Default Recipient

By default, annotations will be addressed to 'Me', meaning that only the user who made the annotation can view it. You are able to change the default setting in one of two ways:

  1. Creating an Annotation - When creating an annotation, press the To: dropdown and select Set default... . The Default Recipient of New Notes window should appear and in here, you can chose the new default recipient(s) (can add multiple by using the + icon).
  2. Account Settings - When viewing the Documents page, press the person silhouette in the top right and select Account from the menu. Under the Default Note Access section, you are able to change between Me and My Team only here (you cannot chose individuals or Note Groups here).