5.3 Working With Annotations

Provided you have the permissions to do so, you can add annotations to documents or view annotations added by others to make it easier to pass a document along through a process. Among other things, documents can be stamped Approved, have particular text highlighted, or have a note addressing a specific issue added. And security permissions can be set to hide an annotation to ensure that only the appropriate people have the rights to see it.

This section has the following topics:

• "Viewing and Hiding Annotations"

• "Creating Annotations"

• "Modifying Annotations"

• "Deleting Annotations"

5.3.1 Viewing and Hiding Annotations

Annotations can be viewed in either the basic or advanced viewer modes. In some cases when viewing a document, annotations may get in the way of seeing information on the document you need to see. For example, if information has been redacted. Using the Hide/Show icon in the advanced viewer mode you can hide annotations to which you have the proper permissions, and display only the document. To hide annotations, do the following:

1. With an annotated document displayed in the advanced viewer mode, click the Hide/Show Annotations icon in the Advanced Viewer Toolbar Options. Annotations are hidden. Click the icon again to display the annotations.

Note: If some annotations are set to the Restricted security mode and you do not have rights to modify the annotation, you will not be able to hide them. For more information on annotation security rights, see "Assigning Annotation Security Level".

5.3.2 Creating Annotations

Annotations are created using the Advanced Viewer Toolbar Options of the Viewer Toolbar. Annotations can be created only when viewing a document in the advanced viewer mode. Selecting an annotation tool and clicking on a document creates an annotation and opens it up for editing. Different options are available depending on the type of annotation being created. All annotations must be assigned a security level when created.

5.3.2.1 Assigning Annotation Security

In some cases, not all annotations should be seen or allowed to be modified by all people. For example, upper management may annotate a request for proposal with pertinent information regarding an upcoming merger. Legally they may not be able to share that information with others in an organization who need access to that proposal, so the annotation permission is set to hide the annotation from those without proper permissions. Or perhaps a manager annotates a raise request denying the raise. The annotation can be restricted so the person who made the request can not approve it by modifying the annotation. Or a document may contain personal information such as Social Security numbers or health issues that need to be redacted and protected. Redaction annotation can be set to restricted to prevent others from hiding or modifying them to see the information.

Users are granted one or more of the following security permissions:

• Standard: Annotations appear on the document page for all users. They may be applied and changed only by users granted Standard annotation security permissions.

• Restricted: Annotations are visible to all users but can be modified only by a user granted the restricted permission. If you do not have the restricted permission (permission to change restricted documents), you can view the annotation but cannot alter it or change the permissions.

• Hidden: Annotations are visible only to users that have been granted the hidden permission. Only users having the hidden permission can mark an annotation as hidden or modify existing hidden annotations.

Note: If no annotation security is assigned to a person, they cannot create new or modify existing annotations. However, they still can view all Standard and Restricted annotations. This ensures that redaction annotations are applied for all people with rights to view a document.

Users must be granted the security level they assign to an annotation. For example, users assigned only the restricted security level can grant only the restricted security level to any annotation they create. Users that have been assigned the standard and restricted security levels by an administrator can specify a security level of standard or restricted, but not hidden.

If you need a different level of annotation security, talk to the person who manages security for Oracle I/PM.

Note: Redaction annotations cannot be marked hidden.

To assign a security level to an annotation, do the following:

1. Create the annotation based on the procedure required for the type of annotation being created, or select an existing annotation to modify.

2. Select the appropriate security level from the security field in the annotation toolbar.

5.3.2.2 Adding Text Annotations

Text annotations allow you to overlay short comments on a viewed document. Text annotations are displayed directly on document. To add a text annotation, do the following:

1. With a document displayed in the advanced viewer mode, click the Text icon on the Viewer Toolbar, then click and drag to define the area of the document you want the text displayed. The Text Annotation dialog box is displayed.

2. Enter the text of the annotation in the dialog box. You can easily add your user name and the current date as defined on your computer system by clicking Current User, and Current Date.

3. Click OK to close the text annotation dialog box and display the Text Annotation Toolbar.

4. Use the text annotation toolbar to set the annotation security and modify the entered text font, font color, outline color, and background color.

5. Click on the cursor icon in the Viewer Toolbar to close the text annotation toolbar.

6. Click the Save icon in the Viewer Toolbar to save the document with the new annotation.

   
   

   Note: Navigating away from a viewed document without saving changes causes changes to be lost.

   
   

5.3.2.3 Adding Highlight Annotations

Highlight annotations allow you to overlay translucent colored boxes on a viewed document page highlighting specific text or other object on a document. To add a highlight annotation, do the following:

1. With a document displayed in the advanced viewer mode, click the Highlight icon on the Viewer Toolbar, then click and drag to define the area of the document you want the highlight to cover. The Highlight Annotation toolbar is displayed.

2. Use the highlight annotation toolbar to set the annotation security and modify the highlight color and transparency.

3. Click on the cursor icon in the Viewer Toolbar to close the highlight annotation toolbar.

4. Click the Save icon in the Viewer Toolbar to save the document with the new annotation.

   
   

   Note: Navigating away from a viewed document without saving changes causes changes to be lost.

   
   

5.3.2.4 Adding Line Annotations

Line annotations allow you to overlay colored lines on a viewed document page to underline or point to specific text or other object on a document. To add a line annotation, do the following:

1. With a document displayed in the advanced viewer mode, click the Line icon on the Viewer Toolbar, then click and drag to define the area of the document you want the line to cover. The Line Annotation toolbar is displayed.

2. Use the line annotation toolbar to set the annotation security and modify the line color and end caps. You can choose to have an arrow on either, both, or no end of the line.

3. Click on the cursor icon in the Viewer Toolbar to close the annotation toolbar.

4. Click the Save icon in the Viewer Toolbar to save the document with the new annotation.

   
   

   Note: Navigating away from a viewed document without saving changes causes changes to be lost.

   
   

5.3.2.5 Adding Sticky Note Annotations

Sticky note annotations allow you to overlay longer comments on a viewed document, in which you can format and insert other objects. Sticky note annotations display a small note icon on document which displays the full note when selected and opened. Additionally, all sticky note annotations in a document are listed in the Sticky Notes Panel when a document is viewed.

Note: The contents of sticky notes are not downloaded or printed with the document. The contents of a sticky note can be printed, with limitations, by expanding the sticky note in the Sticky Notes Panel and printing the web page.

To add a sticky note annotation, do the following:

1. With a document displayed in the advanced viewer mode, click the Sticky Note icon on the Viewer Toolbar, then click the area of the document you want the text displayed. The Sticky Note Annotation Rich Text Editor is displayed.

2. Enter the text of the annotation in the dialog box. You can easily add formatting, bulleted lists, images, and other objects using the editing tools of the Sticky Note Annotation Rich Text Editor.

3. Click OK to close the editor and display the Sticky Note Annotation Toolbar.

4. Use the annotation toolbar to set the annotation security and modify the color of the sticky note displayed on the document.

5. Click on the cursor icon in the Viewer Toolbar to close the annotation toolbar.

6. Click the Save icon in the Viewer Toolbar to save the document with the new annotation.

   
   

   Note: Navigating away from a viewed document without saving changes causes changes to be lost.

   
   

5.3.2.6 Adding Redaction Annotations

Redaction annotations allow you to overlay completely opaque boxes on a viewed document page to cover sensitive text or other objects on a document. Redaction annotation permissions cannot be set to Hidden. To add a redaction annotation, do the following:

1. With a document displayed in the advanced viewer mode, click the redaction icon on the Viewer Toolbar, then click and drag to define the area of the document you want the redaction to cover. The Redaction Annotation toolbar is displayed.

2. Use the redaction annotation toolbar to set the annotation security.

3. Click on the cursor icon in the Viewer Toolbar to close the annotation toolbar.

4. Click the Save icon in the Viewer Toolbar to save the document with the new annotation.

   
   

   Note: Redaction annotations are placed based on coordinates and may shift with inconsistent use of fonts. If your redaction annotation has shifted, talk to your system administrator about ensuring that a consistent set of fonts is used across the server and clients.

   
   
   
   

   Note: Navigating away from a viewed document without saving changes causes changes to be lost.

   
   

5.3.2.7 Adding Stamp Annotations

Stamp annotations allow you to overlay predefined watermarks, or stamps, on a viewed document page that convey pertinent information about the status of a document. Stamp options are Approved, OnHold, Received, or Rejected. To add a stamp annotation, do the following:

1. With a document displayed in the advanced viewer mode, click the Stamp icon on the Viewer Toolbar, then click on the area of the document you want the stamp displayed. The Stamp Annotation toolbar is displayed.

2. Use the annotation toolbar to select the watermark, set the annotation security, modify the stamp transparency, and set the stamp size and rotation.

3. Click on the cursor icon in the Viewer Toolbar to close the annotation toolbar.

4. Click the Save icon in the Viewer Toolbar to save the document with the new annotation.

   
   

   Note: Navigating away from a viewed document without saving changes causes changes to be lost.

   
   

5.3.3 Modifying Annotations

Once created, you can modify aspects of an annotation using the same annotation toolbar used when creating the annotation. To display the toolbar, click the annotation you want to modify. The toolbar is displayed. Once displayed, you can use the toolbar to modify the annotation in variety of ways, including:

• Change the font, font size, and font color of text annotations.

• Change the annotation text in text and sticky note annotations by clicking the text tool icon in the annotation toolbar to display the Text Annotation dialog box.

• Cut, copy, paste, reorganize and undo changes to content within a sticky note annotation using the Edit menu of the Rich Text Editor.

• Insert images, bulleted and ordered lists, tables, and other objects in a sticky note annotation using the Insert menu of the Rich Text Editor.

• Change an annotation background and border color using the background fill color and border color tools.

• Change the transparency of a highlight or stamp annotation using the slider to fade or darken the annotation.

• Resize or rotate a stamp annotation.

• Move the annotation to a different location on a page by clicking the center selection icon in a text box and dragging to a new location.

• Resize an annotation by clicking and dragging a gray square bordering the text box.

For more information on using the annotation toolbars, review the section on "Working With Annotations", or refer to the section "Annotations" in the user interface appendix.

5.3.4 Deleting Annotations

To delete an annotation, do the following:

1. With a document displayed in the advanced viewer mode, click the annotation you want to delete. The annotation toolbar is displayed.

2. Press the delete key on your keyboard. The annotation is no longer displayed.

3. Click the Save icon in the Viewer Toolbar to save the document without the annotation.

   
   

   Note: Navigating away from a viewed document without saving changes causes changes to be lost.