Annotation Protection

The Add Sticky Note, Add Text Box, and Apply Stamp activities all allow you to configure the protection level for the sticky note, text box, or stamp these activities add to a document.

The Protection property box for each of these activities has the following options:

• Public: Public annotations can be viewed and modified by anyone who has access to the document the annotation is placed on in Laserfiche.
• Protected: Protected annotations can be viewed by anyone but can only be modified by the user that created the annotation (in this case the Workflow User) or by the document owner.
• Private: Private annotations can only be viewed and modified by their creator. When the Add Sticky Note, Add Text Box, or Apply Stamp activity adds an annotation, the creator is the Workflow User. The private setting ensures that only Workflow User (or someone logged in as the Workflow User) can see and interact with the annotation.

Example: You want to create an annotation that is hidden from all users in Laserfiche, such as a text box that contains an employee's salary. However, you want that text box to appear when you email the employee. By configuring the Add Text Box activity to add a private text box, Laserfiche users cannot see the annotation (unless they are logged in as the Workflow User) but, when Workflow emails the annotated document as a PDF to the employee, the text box is shown.