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Configure Annotations

Updated

Annotations let a reviewer attach notes to specific fields in a grant application, and the applicant replies and edits only those fields. Configuring annotations involves creating annotation types, statuses, and buttons. Annotation types control who can create and view annotations. Statuses represent each stage of the review and control actions at that stage, such as opening the record in Annotation Mode and notifying a user that action is required. Submit buttons move the record between statuses that are not locked. Annotation submission buttons work only in Annotation Mode, where the record is locked and other submit and save buttons are hidden. 

For settings definitions, see Annotation Type Settings Reference and Status Settings Reference. 

Who: Global administrators

NOTE  The statuses and buttons described in this article support a grant application review process. Annotations can also be used in other review processes, but the statuses and buttons are likely to be different.

When to Use Annotations

Use annotations when:

  • A reviewer needs to request changes or clarifications on specific fields of a grant application before approving it.
  • An applicant needs to respond to feedback and update individual field values without editing the entire grant application.
  • A review process requires a documented, field-level record of requested changes and how they were resolved.

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Confirm Required User Roles

Two roles are required: one for the applicant and one for the person responsible for the review. Depending on your processes, you may already have two suitable roles, or you can create two new roles. New roles can be system roles or UTA/module roles, based on your requirements. 

To create a user role, see Configure User Roles.

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Create an Annotation Type

Annotation types define who can create annotations and the conditions under which they can do so. Create one type for the reviewer and one for the applicant.

Create a Reviewer Annotation Type

The reviewer annotation type allows reviewers to create field-level annotations that request changes from the applicant.

To create a reviewer annotation type:

  1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the System tab.
  2. Locate the System Configurations section and click Annotation Types.
  3. Click the New Type [+] button.
  4. Click the Name and Caption fields and enter Reviewer Annotation or Staff Annotation, based on your terminology.
  5. Click the Description field and enter a description of the annotation type’s purpose.
    • For example: Used to create field-level annotations by reviewers requesting changes from the applicant.
  6. Click the Permissions & Availability tab.
  7. Click the Allow View field and select the Applicant and Reviewer roles from the drop-down menu.
  8. Click the Allow Create field and select the Reviewer role from the drop-down menu.
  9. Complete the remaining fields as necessary, and then click Save. See Annotation Settings Reference.

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Create an Applicant Annotation Type

The applicant annotation type allows the applicant to create field-level annotations that respond to change requests from a reviewer.

To create an applicant annotation type:

  1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the System tab.
  2. Locate the System Configurations section and click Annotation Types.
  3. Click the New Type [+] button.
  4. Click the Name and Caption fields and enter Applicant Annotation.
  5. Click the Description field and enter a description of the annotation type’s purpose.
    • For example: Used to create field-level annotations by the applicant, responding to change requests from a reviewer.
  6. Click the Permissions & Availability tab.
  7. Click the Allow View field and select the Applicant and Reviewer roles from the drop-down menu.
  8. Click the Allow Create field and select the Applicant role from the drop-down menu.
  9. Complete the remaining fields as necessary, and then click Save. See Annotation Settings Reference.

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Set Up Statuses for Annotations

Statuses control actions at each stage of the process, such as opening the record directly in Annotation Mode and notifying a user that changes are required. To configure submit buttons in the Configure Submit and Annotation Submission Buttons section of this article, you will need to use the following statuses.

Configure the Draft Status

Use the Draft status while the applicant completes the grant application.

To configure the Draft status:

  1. Navigate to the New Status page. See the Add or Edit UTA/Module Statuses section of the Configure Statuses article.
  2. Toggle Is Default Status on.
  3. Toggle Is Default Copy Status on.
  4. Click the Permissions & Availability tab.
  5. Locate the Availability section, click the Enabled on Record Types field, and select the relevant record types from the drop-down menu.
  6. Complete the remaining fields as necessary, and then click Save.

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Configure the Submitted Status

Use the Submitted status after the applicant submits the grant application. At this point, the applicant can no longer make edits.

To configure the Submitted status:

  1. Navigate to the New Status page. See the Add or Edit UTA/Module Statuses section of the Configure Statuses article.
  2. Toggle Lock On Status on.
  3. Click the Permissions & Availability tab.
  4. Locate the Role Permissions section, click the Override Lock Roles, and select the Program Manager role from the drop-down menu to allow the record to progress after a reviewer is assigned.
  5. Locate the Availability section, click the Enabled on Record Types field, and select the relevant record types.
  6. Complete the remaining fields as necessary, and then click Save.

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Configure the Reviewer Assigned and Notified Status

Use the Reviewer Assigned and Notified status to notify the reviewer that the grant application is ready for review.

To configure the Reviewer Assigned and Notified status:

  1. Navigate to the New Status page. See the Add or Edit UTA/Module Statuses section of the Configure Statuses article.
  2. Toggle Lock On Status on.
  3. Click the Permissions & Availability tab.
  4. Locate the Role Permissions section, click the Override Lock Roles, and select the Program Manager role from the drop-down menu to allow the record to progress.
  5. Locate the Availability section, click the Enabled on Record Types field, and select the relevant record types from the drop-down menu.
  6. Create a Level 1 workflow that emails the reviewer. See the Create a Workflow section of  the Create and Configure a Workflow article.
  7. Complete the remaining fields as necessary, and then click Save.

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Configure the Reviewer Annotation and Review Status

Use the Reviewer Annotation and Review status when the reviewer adds annotations that request changes and clarifications, and reviews the annotations the applicant provides.

To configure the Reviewer Annotation and Review status:

  1. Navigate to the New Status page. See the Add or Edit UTA/Module Statuses section of the Configure Statuses article.
  2. Toggle Lock On Status on.
  3. Click the Permissions & Availability tab.
  4. Locate the Annotation System Role Permissions section, click the View Field, and select the Applicant role from the drop-down menu.
  5. Click the View and Create field and select the Reviewer role from the drop-down menu.
  6. Click the Mark as Resolved field and select the Reviewer role from the drop-down menu.
  7. Click the Open in Annotation Mode field and select the Applicant and Reviewer roles from the drop-down menu.
  8. Locate the Availability section, click the Enabled on Record Types field, and select the relevant record types.
  9. Complete the remaining fields as necessary, and then click Save.

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Configure the Revisions Requested Status

Use the Revisions Requested status to notify the applicant to modify values, respond to annotations, and provide clarification.

To configure the Revisions Requested status:

  1. Navigate to the New Status page. See the Add or Edit UTA/Module Statuses section of the Configure Statuses article.
  2. Toggle Lock On Status on.
  3. Click the Permissions & Availability tab.
  4. Locate the Annotation System Role Permissions section, click the View Field, and select the Applicant role from the drop-down menu.
  5. Click the Edit Field Input field and select the Applicant role from the drop-down menu.
  6. Click the View and Create field and select the Reviewer role from the drop-down menu.
  7. Click the Open in Annotation Mode field and select the Applicant and Reviewer roles from the drop-down menu.
  8. Locate the Availability section, click the Enabled on Record Types field, and select the relevant record types.
  9. Create a Level 1 workflow that emails the applicant. See the Create a Workflow section of  the Create and Configure a Workflow article.
  10. Complete the remaining fields as necessary, and then click Save.

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Configure the Applicant Revisions Submitted Status

Use the Applicant Revisions Submitted status to notify the reviewer that the applicant made the requested changes and provided clarification.

To configure the Applicant Revisions Submitted status:

  1. Navigate to the New Status page. See the Add or Edit UTA/Module Statuses section of the Configure Statuses article.
  2. Toggle Lock On Status on.
  3. Click the Permissions & Availability tab.
  4. Locate the Annotation System Role Permissions section, click the View Field, and select the Applicant and Reviewer roles from the drop-down menu.
  5. Click the View and Create field and select the Reviewer role from the drop-down menu.
  6. Click the Open in Annotation Mode field and select the Applicant and Reviewer roles from the drop-down menu.
  7. Locate the Availability section, click the Enabled on Record Types field, and select the relevant record types.
  8. Create a Level 1 workflow that emails the reviewer. See the Create a Workflow section of  the Create and Configure a Workflow article.
  9. Complete the remaining fields as necessary, and then click Save.

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Configure the Approved Status

Use the Approved status when the reviewer approves the grant application.

To configure the Approved status:

  1. Navigate to the New Status page. See the Add or Edit UTA/Module Statuses section of the Configure Statuses article.
  2. Toggle Lock On Status on.
  3. Click the Permissions & Availability tab.
  4. Locate the Availability section, click the Enabled on Record Types field, and select the relevant record types.
  5. Complete the remaining fields as necessary, and then click Save.

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Configure the Declined Status

Use the Declined status when the reviewer declines the grant application.

To configure the Declined status:

  1. Navigate to the New Status page. See the Add or Edit UTA/Module Statuses section of the Configure Statuses article.
  2. Toggle Lock On Status on.
  3. Click the Permissions & Availability tab.
  4. Locate the Availability section, click the Enabled on Record Types field, and select the relevant record types.
  5. Complete the remaining fields as necessary, and then click Save.

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Configure Submit and Annotation Submission Buttons

Submit buttons move a record between statuses that are not locked. A role with permission to override a locked status can also access submit buttons. Annotation submission buttons work only in Annotation Mode, when the record is locked and other submit and save buttons are hidden. The following submit buttons use the statuses created in the Set Up Statuses for Annotations section of this article.

Configure a Submit Button

A Submit button allows the applicant to submit the application, which then locks the applicant from viewing the application.

To configure a Submit button:

  1. Navigate to the New Submit and Save Button page. See the Create a Submit and Save Button section of the Configure UTA/Module Save and Submit Buttons article.
  2. Click the Type field and select Submit from the drop-down menu.
  3. Click the Available to Status field and select Draft from the drop-down menu.
  4. Click the Submit to Status field and select Submitted from the drop-down menu.
  5. Toggle Enable Confirmation Alert Message on, click the Confirmation Message field and enter a message.
    • For example: Your application will be sent for review. Once sent, you will no longer be able to modify your application. Are you sure you wish to continue?
  6. Toggle Enable Confirmation Page on, click the Title field and enter Application Submitted, click the Message field and enter a message.
    • For example: Thank you. Your application has been submitted and will be reviewed.
  7. Click the Redirect URL field, click the Lookup [binoculars] icon, and click the page the user is redirected to after submitting an application.
  8. Click the Button Caption field and enter the applicable caption.
    • For example: Back to the list of applications.
  9. Complete the remaining fields as necessary, and then click Save.

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Configure a Begin Review Process Button

A Begin Review Process button assigns a reviewer to approve, decline, or annotate the grant application.

To configure a Begin Review Process button:

  1. Navigate to the New Submit and Save Button page. See the Create a Submit and Save Button section of the Configure UTA/Module Save and Submit Buttons article.
  2. Click the Type field and select Submit from the drop-down menu.
  3. Click the Available to Status field and select Submitted from the drop-down menu.
  4. Click the Submit to Status field and select Reviewer Assigned and Notified from the drop-down menu.
  5. Click the Permissions & Availability tab.
  6. Locate the Role Permissions section, click the Allow View field, and select the Program Manager role from the drop-down menu.
  7. Complete the remaining fields as necessary, and then click Save.

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Configure a Move to Reviewer Annotation and Review Button

A Move to Reviewer Annotation and Review button moves the record to reviewer annotation and review after the reviewer is assigned and notified.

To configure a Move to Reviewer Annotation and Review button:

  1. Navigate to the New Submit and Save Button page. See the Create a Submit and Save Button section of the Configure UTA/Module Save and Submit Buttons article.
  2. Click the Type field and select Submit from the drop-down menu.
  3. Click the Available to Status field and select Reviewer Assigned and Notified from the drop-down menu.
  4. Click the Submit to Status field and select Reviewer Annotation and Review from the drop-down menu.
  5. Click the Permissions & Availability tab.
  6. Locate the Role Permissions section, click the Allow View field, and select the Program Manager role from the drop-down menu.
  7. Complete the remaining fields as necessary, and then click Save.

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Configure a Send Requested Revisions to Applicant Button

A Send Requested Revisions to Applicant button sends requested revisions to the applicant.

To configure a Send Requested Revisions to Applicant button:

  1. Navigate to the New Submit and Save Button page. See the Create a Submit and Save Button section of the Configure UTA/Module Save and Submit Buttons article.
  2. Click the Type field and select Submit Annotation from the drop-down menu.
  3. Click the Available to Status field and select Reviewer Annotation and Review from the drop-down menu.
  4. Click the Submit to Status field and select Revisions Requested from the drop-down menu.
  5. Toggle Enable Confirmation Alert Message on, click the Confirmation Message field and enter a message.
    • For example: Annotations will be sent to the applicant for review and amendment. Once sent, you will no longer be able to add additional annotations. Are you sure you wish to continue?
  6. Click the Permissions & Availability tab.
  7. Locate the Role Permissions section, click the Allow View field, and select the Reviewer role from the drop-down menu.
  8. Complete the remaining fields as necessary, and then click Save.

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Configure a Submit Revisions Button

A Submit Revisions button sends revisions from the applicant to the reviewer.

To configure a Submit Revisions button:

  1. Navigate to the New Submit and Save Button page. See the Create a Submit and Save Button section of the Configure UTA/Module Save and Submit Buttons article.
  2. Click the Type field and select Submit Annotation from the drop-down menu.
  3. Click the Available to Status field and select Revisions Requested from the drop-down menu.
  4. Click the Submit to Status field and select Reviewer Annotation and Review from the drop-down menu.
  5. Toggle Enable Confirmation Alert Message on, click the Confirmation Message field and enter a message.
    • For example: Your annotations and amendments will be sent for review. Once sent, you will no longer be able to add additional annotations or make changes. Are you sure you wish to continue?
  6. Toggle Enable Confirmation Page on, click the Title field and enter Revisions Submitted, click the Message field and enter a message.
    • For example: Your revisions have been submitted and will be reviewed.
  7. Click the Redirect URL field, click the Lookup [binoculars] icon, and click the page the user is redirected to after submitting revisions.
  8. Click the Button Caption field and enter the applicable caption.
    • For example: Back to the list of applications.
  9. Click the Permissions & Availability tab.
  10. Locate the Role Permissions section, click the Allow View field, and select the Applicant role from the drop-down menu.
  11. Complete the remaining fields as necessary, and then click Save.

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Configure an Approve Application Button

An Approve Application button approves the application, indicating that no further changes are required.

To configure an Approve Application button:

  1. Navigate to the New Submit and Save Button page. See the Create a Submit and Save Button section of the Configure UTA/Module Save and Submit Buttons article.
  2. Click the Type field and select Submit Annotation from the drop-down menu.
  3. Click the Available to Status field and select Reviewer Annotation and Review from the drop-down menu.
  4. Click the Submit to Status field and select Approved from the drop-down menu.
  5. Toggle Enable Confirmation Alert Message on, click the Confirmation Message field and enter a message.
    • For example: This record will be moved to approved. Once approved, you will no longer be able to add additional annotations or request changes. Are you sure you wish to continue?
  6. Toggle Enable Confirmation Page on, click the Title field and enter Application Approved, click the Message field and enter a message.
    • For example: The application has been approved.
  7. Click the Redirect URL field, click the Lookup [binoculars] icon, and click the page the user is redirected to after the application is approved.
  8. Click the Button Caption field and enter the applicable caption.
    • For example: Back to the list of applications.
  9. Click the Permissions & Availability tab.
  10. Locate the Role Permissions section, click the Allow View field, and select the Reviewer role from the drop-down menu.
  11. Complete the remaining fields as necessary, and then click Save.

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Configure a Decline Application Button

A Decline Application button declines the application.

To configure a Decline Application button:

  1. Navigate to the New Submit and Save Button page. See the Create a Submit and Save Button section of the Configure UTA/Module Save and Submit Buttons article.
  2. Click the Type field and select Submit Annotation from the drop-down menu.
  3. Click the Available to Status field and select Reviewer Annotation and Review from the drop-down menu.
  4. Click the Submit to Status field and select Declined from the drop-down menu.
  5. Toggle Enable Confirmation Alert Message on, click the Confirmation Message field and enter a message.
    • For example: This record will be moved to Declined. Once declined, you will no longer be able to add annotations or request changes. Are you sure you wish to continue?
  6. Toggle Enable Confirmation Page on, click the Title field and enter Application Declined, click the Message field and enter a message.
    • For example: The application has been declined.
  7. Click the Redirect URL field, click the Lookup [binoculars] icon, and click the page the user is redirected to after the application is declined.
  8. Click the Button Caption field and enter the applicable caption.
    • For example: Back to the list of applications.
  9. Click the Permissions & Availability tab.
  10. Locate the Role Permissions section, click the Allow View field, and select the Reviewer role from the drop-down menu.
  11. Complete the remaining fields as necessary, and then click Save.

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