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FAQs: Working with Annotation Layers

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Many archived documents, such as invoices or tax documents, may not be altered in any way. To keep the original document intact yet be able to add notes or stamps, DocuWare offers annotation layers, which can be displayed or hidden as desired. Learn where, how and why it makes sense to use this ultra-handy tool.

 

 

What are annotation layers?

Picture annotation layers like sheets of clear plastic film that can either lay on top of a document or removed as needed. Marks made on these layers might look like they are part of the document, but once peeled back, the original document remains unchanged. DocuWare offers five separate layers that can be added and turned on/off independently of one another.

Where and for what can you use annotation layers?

Annotation layers are part of the DocuWare viewer so that you can have the entire document on display before adding any annotations to it.

One option is to use stamps on the different layers. For example, as part of a workflow, you might also want to underline, cross out or highlight text and write your comments. You can bring attention to a section of a document by using a rectangular frame.

 

Different departments can make annotations in different colors.
 
Different departments can make annotations in different colors.

How do I hide annotation layers?

In the viewer's toolbar in the Display area, you‘ll see five buttons with the numbers 1 to 5 for the different annotation levels. To show or hide a layer, simply click the corresponding number.

If the numbers are not displayed, read below on how to display the symbols.

How do I see which annotation level I am working on?

A pen beside the number indicates which level is currently being used for new annotations. You can also flip from level to level by clicking on the numbers.

Layers 1, 2 and 3 are shown here; layers 4 and 5 are hidden. The pen on level 1 means that this level is used for new annotations.

Layers 1, 2 and 3 are shown here; layers 4 and 5 are hidden. The pen on level 1 means that this level is used for new annotations.

What types of annotations are there?

In addition to stamps, which are individually configured in a DocuWare system, you have options like text, markers, freehand lines, lines, arrows as well as rectangle and ellipse shapes (which can be used as a frame or form that is opaque or transparent). Simply pause on the individual icons with the mouse and you can display tips for each tool.

Depending on the tool, you can also select the color, stroke width, or font style for the text:

Depending on the tool, you can also select the color, stroke width, or font style for the text:
 
Can I also move or delete an annotation?

Yes, just select the annotation tool with the thick arrow, and then click the annotation you want to edit. You can then move or delete the annotation. Use the Delete key or the Delete object tool, the thick X.

Can the annotations also be merged with a document?

Yes, that’s an option. But you should keep in mind that this step cannot be undone and the document is no longer stored as the original. Only for version management using automatic versioning will a new document be created when the document is merged with the notes and the original is saved as such. 

To merge, use the tool of the same name in the Display area:

To merge, use the tool of the same name in the Display area:

How do I show the icons in the viewer toolbar?

If there are tools mentioned here that are not displayed in the viewer, they may just not be activated. You can change this as follows: in the DocuWare menu, open the settings and select the Viewer tab. Disabled tools are listed in light gray letters. You can unhide them by clicking on the eye.

If there are tools mentioned here that are not displayed in the viewer, they may just not be activated. You can change this as follows: in the DocuWare menu, open the settings and select the "Viewer" tab

 
If you do not see the tools here, most likely you don’t have the appropriate rights. In this case, please contact your administrator.

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