Introduction

Welcome to the guide on utilizing various types of annotations within our system. Annotations are powerful tools that enhance document management by allowing users to mark and modify documents efficiently. This guide will walk you through the different annotation options available, including redaction, highlighting, and adding text or images, as well as how to apply and manage these annotations effectively.


A. Problem Statement

Handling digital documents often requires more than just viewing; Users need to interact with the content by adding notes, highlighting areas, redacting sensitive information, or even pairing annotations with date stamps. Without an intuitive annotation system, these tasks can become cumbersome and prone to errors, potentially compromising document integrity and user productivity.


B. Solution

To address these challenges, our system offers a comprehensive suite of annotation tools designed to cater to various document handling needs. Whether you need to redact sensitive information, highlight text, or add customized notes to documents, our annotation features are equipped to handle these requirements seamlessly. Additionally, the functionality to burn annotations permanently into the image ensures that all modifications are securely embedded into the document, maintaining both visibility and compliance.


Types of Annotations:

  • Redact annotation
  • Highlight annotation
  • Image annotation
  • Text annotation
  • Freehand annotation


Without Date Stamp Paired Item:

  1. Select and double-click the document to which you want to add the annotation.
  2. Click the dropdown arrow next to the stamp icon.
  3. Select the desired annotation.
  4. Click and drag the annotation to the desired location.
  5. Click the flame icon to burn the annotation into the image. This is an irreversible action.


With Date Stamp Paired Item:

  1. Select and double-click the document to which you want to add the annotation.
  2. Click the dropdown arrow next to the stamp icon.
  3. Select the desired annotation.
  4. Click and drag the annotation as well as the paired item to their desired locations.
  5. Click the flame icon to burn the annotation into the image.

Redact Annotation

Works in both Search and Workflow. 

Used to black out text on a document



Highlight Annotation

Works in both Search and Workflow.


Used to highlight text on a document


Text annotation

Works in both Search and Workflow.


Used to add text to documentation; There are both preset and editable text options 

  • Preset options

  • Editable option


How to delete/save annotations

Right-click on the annotation you wish to delete and a pop-up will appear with a Delete button on it. The same goes for Save as they are on the same pop-up.


C. Best Practices

  • Use Specific Annotations Appropriately: Choose the type of annotation based on the specific need; redact for sensitive information, highlight for important details, and text for additional notes.
  • Double-Check Before Burning: Always review annotations carefully before using the flame icon to burn them into the document. This action is irreversible, so accuracy is crucial.


D. Troubleshooting

  • Annotation Not Showing: If an annotation does not appear after placement, ensure it was not placed outside the visible area of the document. Refreshing the page can sometimes resolve display issues.
  • Issues with Deleting Annotations: If you cannot delete an annotation, verify you have the necessary permissions to modify the document. If permissions are adequate, try clearing your browser cache.
  • Problems with Annotation Types: Should specific annotation functionalities (e.g., redacting text) fail, confirm that the document format supports that annotation. If supported but still failing, contact Support for assistance.


E. Related Articles

Users - Creating Signatures/Annotations with Paired Items


Conclusion

Annotations are indispensable in enhancing the way we interact with digital documents, offering flexibility, security, and efficiency in document management processes. By understanding and utilizing the different types of annotations available—such as redacting, highlighting, and adding text or images—users can significantly improve their document handling workflows. Following best practices and knowing how to troubleshoot common issues will help ensure that annotations are used effectively, making your experience with digital documents both productive and secure.