iO Annotation & redaction

Annotation & redaction

Annotation and redaction features allow you to annotate and redact your documents directly in Constellio. This module offers you the possibility to sign your documents and create various annotations through highlighting, text fields, shapes, and many others. Discover below the different possibilities:

1. Create annotations

It is possible to create multiple layers of annotations and apply security to them. The layers are superimposed on the content of the document and do not alter it.

1.1 Create an annotation

1. View a document, and then in the brush on the right, select "Edit Annotations";

1. Use the tools available to leave a write in the document.

1.2 Create annotation layers

Annotation layers can be created and different actions can be applied to each of them. Layers are annotations written by different users.

1. View a document, and then in the brush on the right, select "Edit Annotations";

    2. Now click on "+ Add Annotation Layer";

      3. Name the annotation layer;

     4.This layer is added to the right;

     5. You can now annotate the document and these annotations will be linked to "Layer #1";

     6. You can repeat this process as many times as you want.

1.3 Actions on annotation layers

Hide annotation

It is possible via this action to hide the annotations of a particular layer.

Edit annotation

It is possible via this action to change the name of the annotation layer.

Manage permissions

It is possible through this action to assign permissions or restrictions to users or groups.

1. Click on the authorization icon;                                                                                                                                                                                                                                                                                                                                                                                                                    
2. On the page, click on "Add Authorization";
   Public layer

   As long as the layer remains public and no particular permissions are attached, no one appears on the permission page. Permissions are displayed as soon as the page becomes private.
3. Fill out the form and "Register";
4. Permissions are added to the page.
5. If you want to remove these permissions, click "Remove Permissions". This will remove all permissions from the page. It is also possible to delete a particular authorization by clicking on the red "X".

Delete annotation

It is possible via this action to delete the annotation layer.

2. Edit annotations

Annotation tools are accessible in the " Visualization " tab of a document. 

 2.1 Edit Annotations

The " Edit Annotations " button is used to add annotations. It can be found in the brush icon in the right bar of the document.

2.2 Buttons 

2.2.1 The panel

Three options are available via the panel tab: 

2.2.2 Miniatures

This button allows you to quickly view the file. All pages in the document are displayed in thumbnails. 

2.2.3 Bookmarks (under construction)

2.2.4 Remarks

This button allows you to view the list of all the remarks made on the document.

A " Search for Comments " search field allows you to quickly search through the document's remarks. You can also sort these annotations by pressing the " Filter " or " Sort by" button, which displays these notes in order of position on pages or date of creation. 

 It is possible to modify your annotations by pressing the menu to the right of them. You have two options: 

1. Edit: this button allows you to edit your annotation;
2. Delete: This button allows you to delete your annotation. 

It is possible to respond to existing annotations via the "Reply" field. Simply write directly in the white box and press "Reply" to add your comment or "Cancel" to cancel it. 

You can also perform its actions by clicking directly on the annotation in the document.

 2.3 Display configurations

This button allows you to organize the display of document pages via three options: 

1. Page transition: It is possible to see one page at a time or continuously;
2. Layout: It is possible to view one page at a time, display them side by side or display the cover;
3. Rotate: It is possible to rotate the pages to the left or to the right. 

 2.4 The hand

This option changes your cursor to the " Hand " that allows you to grab the pages of the document. The hand offers the possibility to circulate freely in the document, despite the scrolling bar. 

 2.5 "Zoom out/in" and percentage

The "zoom out (-)" and the "zoom in (+)" are used to reduce and enlarge the display of the document. The percentage makes it possible to do the same thing by choosing the desired number. 

2.6 Erase it

This button is used to delete part or all of an annotation. 

 

2.7 Tools

Several tools are available to add annotations.

2.7.1 Annotate tools

Image

Explanations		tool name
Pens	This tool allows you to make freehand strokes in the document.
Pen Options	Press the "Pencil " button to make them appear.  Click on one of the tools and then in the document to produce the desired annotation. The color, opacity, and stroke thickness of all tools can be changed via the gray triangle at the bottom right of the buttons.
Highlights	This tool allows you to highlight, underline and/or cross out text in the document
Rectangle	This tool allows you to draw rectangles.
Text box	Use this tool to create a text box in the document.
Sticky notes	Use this tool to add comments to the document.

2.7.2 Shape tools

Image

Explanations		tool name
Forms	Use this tool to add shapes to the document. *Just create the desired shape and then double-click to fix it.

2.7.3 "Insert" tools

Image

Explanations		tool name
Rubber Stamp
Stamp	Use this tool to add images or stamps to the document.
Attachment
Call on	Use this tool to create a legend pointing to an item in the document. *Just create the desired shape and then double-click to fix it.

2.7.5 "Edit" tools

Image

Explanations		tool name
Start editing the form	This tool allows you to edit the form.
Crop page	This tool allows you to crop the pages of the document.
Redaction	This tool allows you to redact elements of the text. These do not appear when the document is downloaded and the text is no longer searchable in the search.

2.7.6 Sign

Image

Explanations		tool name
Signature	This tool allows you to create a freehand signature.	"Signature" button Signature window

The buttons in the menu: 

1. Full screen: Allows the viewer to be displayed in full screen;
2. Download: Allows you to download the document in PDF format with annotations;
3. Print: Allows you to print the document with annotations. 
4. Dark Mode: Allow you to see the screen in dark mode.

*Press the " Hide Annotations " button to perform the same actions without annotations.

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2.10 Release the document

This option is used to release the document. This button appears when you press " Edit Document ". 

 

Only one user at a time can edit a document. It is advisable to release the document following an annotation, otherwise, the document will turn over on its own, but only after a limited time.

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 2.11 Hide annotations

This button hides all annotations in the viewer. 

You can also hide specific annotation layers.

2.12 Download the redacted document

This option allows you to download the redacted document.

 2.13 Copy annotations from another version

Use this button to copy annotations from an older version of the document to the most recent version. This button appears when you have an older version with annotations.

1. Consult a document with an earlier version with annotations;
2. Click on "Copy annotations from another version";
3. Choose the version you want and then click "Transfer";
4. Annotations appear in the latest version of the document.