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FileHold viewers level 2 – Annotations

This feature is available in FileHold 16.1.

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.

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.

Only one user can have a document open in annotation mode at a time. If a user attempts to annotate the document while being annotated by another user, a message displays stating the document is in use.

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

  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 Annotate Enable Annotations.The document is now in annotation mode. No other user can annotate the document.
  4. The Annotations FileHold viewer - Annotations and Annotation Presets Preset annotations icons appear in the left side of the viewer. To return to the thumbnails view, select the Thumbnails icon 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 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 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 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 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 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 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 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 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 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 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 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 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 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.

Preset annotations icon Annotation Presets > Paid

Adds a “Paid” stamp to the document.

Preset annotations icon Annotation Presets > Approved Adds an “Approved” stamp to the document.
Preset annotations icon Annotation Presets > Rejected Adds a “Rejected” stamp to the document.
Preset annotations icon Annotation Presets > Expunged Adds an “Expunged” stamp to the document.
  1. To edit an annotation, select the annotation and click Edit Edit annotations. Edit any of the available properties in the Annotation Properties window.
  2. To delete an annotation, select the annotation and click Remove Delete annotations.
  3. To save the markup layer, click Save Annotations Save annotations.
  4. To save as a new document or version with the annotations “burned” into the document, click Publish Publish annotation. See FileHold viewers level 1 and 2 – Publish as PDF for more information on publishing.
  5. Click Annotate Exit annotation mode to exit annotation mode.