Objective

Annotations include sticky notes, text notes and stamps. Annotations are affixed to a single page of a document. You can only place annotations, text notes, and sticky notes on documents that can be displayed in the document viewer (PDF, TIFF, JPEG, ...).

The following example shows how to do this using a sticky note. The method is similar for other types of annotations.

Please note: If you want to use the stamp tool, you must have been assigned permission to at least one stamp in the ELO Administration Console.

Information: Margin notes are not the same as annotations. Margin notes are placed next to the document on the split bar and refer to all pages of a document.

Requirement

• You require a PDF or TIFF document.

Step by step

1. In the Repository work area, click the document that you want to place an annotation on.

The document is shown in the viewer pane.

Information: You can assign permissions so that not all users can see or edit annotations. You will find the permissions settings for sticky notes and text notes under Ribbon > User menu [your name] > Configuration > Annotations. You define the permission settings for stamps in the Stamps overview dialog box. Open the Stamps overview dialog box via the Stamps drop-down menu in the document viewer toolbar.

The document viewer toolbar is displayed above the document in the document viewer.

Apply a sticky note

2. Click the sticky note icon on the document viewer toolbar to enable the Sticky note function.

Information: To use an annotation function multiple times in succession, hold down the ALT GR key as you click the function. To return to normal mode, click the Select function (cursor icon).

Optional: To change the color, click the triangle next to the sticky note icon and select a different color from the drop-down menu.

The cursor turns into a sticky note in the color you selected.

3. Click the part of the document you want to place the sticky note on.

The sticky note is created. The dotted border indicates that the sticky note can be edited. The editor and the current date are displayed below the sticky note.

4. Enter text.

5. Click the area outside of the sticky note.

Result

The text you entered is saved. The sticky note is displayed on the document.

Information: Double-click the sticky note to edit it. To delete a sticky note, select the sticky note with the selection tool and then click Delete in the document viewer toolbar.

Search notes

The Search metadata function can be used to search for margin notes and annotations.

Requirements

• There must be at least one document in ELO that contains an annotation or margin note.

Step by step

1. Switch to the Search work area.

2. On the ribbon, click Search > Search logic > Search metadata.

The Search metadata dialog box opens. The default search form is selected.

Optional: Select a different search form if required.

3. Click the Options tab.

4. Enter a search term to the Notes search field.

Information: If you want the search to include annotations that do not contain any text, enter an asterisk (*) in the search field.

Optional: You can select the type of notes you want to search for from the drop-down menu under the Notes field.

5. Click OK.

Result

The search starts. The search results appear in the Search work area.