Annotations rules and behaviour

The Annotation tool is available from the Content Manager viewer.

The Annotation functions only apply to electronic documents in the tiff format - *.tiff or *.tif.

The following types of electronic annotations are possible:

• Typed text annotation
• Import text from file annotation
• Free hand annotations
• Straight lines
• Rectangles filled and hollow
• Circles/Ovals filled and hollow
• Highlighting
• Sticky notes
• Rubber stamps

Only one user can annotate an electronic document at any given time. and the electronic document must be checked out for annotating.

Electronic documents that have been made Final cannot be annotated and annotations cannot be removed when the electronic document has been made Final.

You can also not make changes to an annotation when the electronic document is declared as Final.

After annotating and checking in the electronic document, it either replaces the current image or becomes a new revision of the document, depending on the Record Type settings.

If neither is allowed, Content Manager will prevent annotating.

You can view electronic documents with or without annotations in the Content Manager viewer.

To add or remove annotations, you need Document Update permission.

When you create a new version of an electronic document, the annotations are copied to the new version.

The audit function logs when you add annotations date and creator details.