Preview Annotations

enaio® webclient • 11.0 »

To use the preview annotation function, users require the system roles View preview annotation and Edit preview annotation.

Users can add annotations in the Preview area document preview iconContent preview in the form of a text. The Document preview annotations icon Preview annotations can be edited, moved, and deleted again afterwards. You can also export them together with the document, as well as minimize or completely hide them in the content preview. The last editor is shown in the tooltip for a minimized preview annotation, along with the date. The data is also written to the history of the object. The content of preview annotations is not searched when carrying out a search in enaio® webclient.

In object lists (e.g., in a hit list, at a filing location, in the favorites area), objects with preview annotations in the static columns are indicated with a Document preview annotations icon Preview annotations icon. If you hover the cursor over the icon, a tooltip will show you the number of preview annotations.

The following applies if you are using enaio® mobile:

  • The Document preview annotations icon Preview annotations function is not supported in enaio® mobile.

  • In enaio® mobile, you cannot create preview annotations or view annotations created in enaio® webclient, in the desktop application of enaio® webclient, or in enaio® client.

  • The static column (Preview annotations icon Preview annotations) is displayed on tablets but not on smartphones.

    The display of tooltips is not supported in enaio® mobile.

  • The export function in the content preview is not supported in enaio® mobile.

  1. Click the Document preview annotations icon Preview annotations icon in the Preview area document preview iconContent preview menu bar.

    The preview annotations menu now opens.

  2. Click the Document preview annotations add text icon Add text icon in the preview annotations menu.

    The cursor will change into a speech bubble.

  3. Click the location where you want to add the annotation in the content preview.

    A text input area will open in the form of a notepad.

  4. Enter the desired text.

  5. Exit the preview annotation note.

The preview annotation is saved automatically. In the menu bar of the content preview, the number on the Document preview annotations icon Preview annotations icon goes up.

You can now minimize, move, add, delete, or annotate the preview annotation to other annotations.

Saved preview annotations can be edited later, for example, for purposes of making corrections or additions.

  1. In the content preview, click an existing Document preview annotations icon Preview annotation.

    An input form will open as a notepad.

  2. Click in the text input field of the notepad and make the desired changes to the text.

  3. Exit the preview annotation note.

The preview annotation is saved automatically.

If multiple users are editing a preview annotation at the same time, the changes saved most recently will overwrite the changes made by other users.

  1. Click the Minimize document preview annotations icon Minimize icon in the title bar of an open preview annotation.

    The preview annotation is minimized and displayed as a Document preview annotations icon Preview annotation icon.

  2. Click a Document preview annotations icon Preview annotation icon in the content preview.

    The preview annotation is displayed as a note and can be edited.

  1. Click the Document preview annotations icon Preview annotations icon in the menu bar of the content preview.

    The annotations menu now opens.

  2. Click the Show/hide document preview annotations icon Hide annotations icon in the annotations menu.

    The annotations are hidden in the content preview.

  3. Click the Show/hide document preview annotations icon Show annotations icon in the annotations menu.

    The preview annotations are shown again in the content preview.

If preview annotations are hidden in documents when you exit the content preview, the system will remember this setting.

  1. Select an existing Document preview annotations icon Preview annotation in the content preview.

    The preview annotation is opened in the form of a notepad.

  2. Click the Delete note iconDelete icon in the header area of the notepad.

The preview annotation is deleted.

Multiple open preview annotations can be selected by pressing and holding Ctrl and then deleted by pressing Delete.

You can also use preview annotations that you created in enaio® webclient or in enaio® webclient as a desktop application in enaio® client. The same applies to preview annotations that you created in enaio® client.

Documents, including their preview annotations, can be exported in PDF format. Please make sure to use standard PDF viewers for displaying exported documents; otherwise the annotations may not be visible after exporting a document. Depending on the settings of your local PDF viewer, preview annotations can also be printed.

Users require the Export document contents system role in order to export objects.

  1. Click the Document preview annotations icon Preview annotations icon in the menu bar of the content preview.

    The annotations menu now opens.

  2. Click the Export document preview annotations icon Export icon in the annotations menu.

The document is exported from enaio® to the local file system.

Depending on the application you’re using (enaio® webclient, enaio® webclient as a desktop application, or enaio® mobile), various export dialogs are displayed for filing documents in the local file system or for editing them with locally installed applications.

Preview annotations are positioned on a page in the content preview, but are not linked to the document content. If the document content is changed, the position of the annotation does not change. As a result, the content and annotations may no longer match up. The annotations may then need to be repositioned.

Preview annotations in enaio® are not the same as notes. Notes are managed in the details preview of a selected object, whereas preview annotations are managed in the content preview. You can attach notes to folders, registers, and documents, while preview annotations can only be attached to documents (see also Managing Notes).