FileHold viewers – Annotations

Annotations allow users to add stamps, text, sticky notes, shapes, highlights and so on to documents in the FileHold library. Annotations are only available in the FileHold viewer level 2 and 3. Annotations can be made using the annotation pane or the context toolbar on a page.

Annotations made on a document can be published as a new document, new version, or local document, or saved as a separate markup layer. A markup layer is an “overlay” of annotations on a document, they are not “burned” into the document itself. Only one markup layer can be created on a document. If a document has a markup, the “Has Markups” section in the metadata pane is set to “Yes” with a link to view the markup. Clicking the link will open the document with the markup layer visible. If a document is published as a new version or new document, the annotations are “burned” into the document; it is not a separate layer.

The properties of an annotation (style, colour, font, etc.) do not persist from document to document but some preset stamps are available: Paid, Approved, Rejected, Expunged. The existing annotation presets can be modified or new preset annotations can be created in the Microsoft SQL database for reuse. The. See Custom Pre-set Annotations for more information.

In order to annotate a file, the documents must be in annotation edit mode ( ). Annotations are locked down to their owner which means only the user who created the markup can edit their own annotations. If a user attempts to annotate the document while being annotated by another user, a message displays stating the document is in use.

Annotations created by other users are displayed in read-only mode with the exception for cabinet administrator or higher roles. Administrators can remove any annotations but cannot modify them. Users can only remove pages that do not contain annotations or if all the annotations are created by them. In other words, page removal is not possible if it contains annotations created by another user. Administrators can remove any pages.

When a user is annotating a file, it cannot be modified or checked out by another user. If a user attempts to annotate the document while being annotated by another user, a message displays stating the document is in use. When the user has completed the markup and attempts to leave the viewer, the user is prompted to save the markup. In order for the document to be unlocked from annotation mode, the current user must do one of the following to leave annotation mode:

• Click the Edit button to end annotation mode.
• Close the viewer tab in the FDA.

Annotation mode on a document automatically ends within 24 hours.

Since annotations are locked to their owner, the owner’s name (and their GUID), and the creation and modification dates are displayed for each annotation. To display the annotation owner information, select the annotation and hover over it.

Markup layers can be searched using an advanced search on “Has Markup”. See Advanced Searches for more information.

If you have markup created in the Brava viewer (legacy viewer), the FileHold viewer annotations feature is not available.

To use annotations for the FileHold Viewer level 2 and 3

1. In the FDA or Web Client, select a supported file type.
2. Using the contextual menu, select Open in FileHold viewer. The document is opened with thumbnails displayed on the left side of the viewer. The currently selected page is displayed in the main part of the viewer.
3. To annotate the pages, click Edit .The document is now in annotation mode. No other user can annotate the document.
4. The Annotations and Annotation Presets  icons appear in the left side of the viewer. To return to the thumbnails view, select the Thumbnails icon .
5. Select the annotation option, fill out the related annotation properties, and then draw on the screen where the annotation is to be placed. Use the following table to learn more about annotations:

Function	Description
Highlighter	Allows you to add a rectangle highlighter annotation onto a document. A number of highlighter properties are available to set the colour and rotation.
Freehand highlighter	Allows you to draw a freehand highlighter annotation onto a document. A number of freehand highlighter properties are available to set the colour, rotation, and border width.
Rubber stamp	Allows you to add a rubber stamp annotation onto a document. A number of stamp properties are available such as font, colour, opacity, rotation, borders, radius, and line styles.
Rectangle	Allows you to add a rectangle annotation onto a document. A number of rectangle properties are available to set the colour, opacity, rotation, borders, radius, and line styles.
Ellipse	Allows you to add an ellipse annotation onto a document. A number of ellipse properties are available to set the colour, opacity, rotation, borders, and line styles.
Line	Allows you to add a line annotation onto a document. A number of line properties are available to set the colour, start and end cap, opacity, rotation, borders, and line styles.
Connected lines	Allows you to add a connected line annotation onto a document. A number of connected line properties are available to set the colour, opacity, rotation, borders, and line styles.
Freehand	Allows you to draw a freehand annotation onto a document. A number of freehand properties are available to set the colour, opacity, rotation, borders, and line styles.
Arrow	Allows you to add a line arrow annotation onto a document. A number of arrow properties are available to set the arrow height, width, colour, opacity, rotation, borders, and line styles.
Ruler	Allows you to add a ruler annotation onto a document. The total length of the line is displayed. A number of ruler properties are available to set the font, font size, colour, opacity, rotation, borders, and line styles.
Polygon ruler	Allows you to add a polygon ruler annotation onto a document. The total length of the polygon is displayed. A number of polygon ruler properties are available to set the font, font size, colour, opacity, rotation, borders, and line styles.
Text	Allows you to add a text annotation onto a document. A number of text properties are available to set the measurement unit, colour, position, justification, opacity, rotation, borders, and line styles.
Sticky note	Allows you to add a sticky note annotation onto a document. A number of sticky note properties are available to set the font, font size, colour, position, justification, opacity, rotation, borders, and line styles.
Annotation Presets > Paid	Adds a “Paid” stamp to the document.
Annotation Presets > Approved	Adds an “Approved” stamp to the document.
Annotation Presets > Rejected	Adds a “Rejected” stamp to the document.
Annotation Presets > Expunged	Adds an “Expunged” stamp to the document.

5. When text, area, or an existing annotation is selected on a page in the viewer, a context toolbar appears. The following table describes the icons in the toolbar.

6. To save the markup layer, click Save Annotations .
7. To save as a new document or version with the annotations “burned” into the document, click Publish . See FileHold viewers – Publish as PDF for more information on publishing.
8. Click Edit  to exit annotation mode.