Annotate and Issue is a way for people to mark up a drawing they have access to without anyone having to issue it to them first. 

When it is set up, the action is available by clicking on the entry action menu against a document and choosing "Annotate and Issue".

An issue is automatically generated to hold the markup. The issue can be forwarded on by the person who has marked up the drawing, where further comments can be made on the drawing or the markup.

Annotate and Issue will need to be set up on your schema before people can use it in your project.

Setting up Annotate and Issue

There are several prerequisites for setting up Annotate and Issue:

  1. You will need a nominated issue type to use for Annotate and Issue. This can be a separate issue type that is only used for this purpose, or it can be an issue type that is used for other purposes (provided the settings allow Annotate and Issue to work).

  2. The Annotate and Issue action uses a Volunteered Response to allow the initial markup to be created and stored. So, the issue type that you are using:
    • Must allow volunteered responses under the "Interactive Issuing" section of the issue profile page. It can either be selected directly for this issue type, or the setting can be inherited from the schema's issue profile page.

    • Must have a response type set up for volunteered responses. (Again either directly set or inherited)

    • Must have a response type which inclues a redline field in its general fieldset. Other fields can be included if they are needed.

  3. Once the issue and markup have been created, the person who has created it will need to forward it on to appropriate recipients. So, the issue type you are using:
    • Must allow forwarding under the "Permissions" section of the issue profile page. This can be set directly on the issue's profile page or inherited from the schema's issue profile page.

    • There must be a suitable reason for issue set up on the issue type that can be used for forwarding - you may want to have one "For Information" and one "For Comment" which will allow others to respond.

    • Must be available for forwarding under the project constraints (if I am not permitted to forward the issue type, I will see an error when I try to use Annotate and Issue).

  4. [Optional] There may wish to be some further discussions around the markup once it has been created and sent on to other people in the project. To allow issue discussions you will need:
    • To enable discussions under "Interactive Issuing" on the issue profile page of the issue type or the schema type.

    • A suitable response type which can be used for discussions. This doesn't need to include a redline field, but it may be helpful if it does to allow others to add their markups.

  5. You must switch on Annotate and Issue at the schema level. This is done by going to the top level of the schema, choosing View/Change | Edit and then View/Change | Issue Profiles. The Annotate and Issue options is found at the bottom of the "Interactive Issuing" section. If all the options above are configured correctly, you will see the issue type available in the drop-down list to select. If the option is not appearing, then you have missed something in your issue configuration.

Once it is switched on, end users will see "Annotate and Issue" appearing against documents on the entry action menu, as long as they have "Add to Issue" rights on the document.