Annotating Forms

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Note: The latest release that this documentation applies to is Fuji. For documentation on the Geneva release, see Form annotation. Documentation for later releases is also on

1 Overview

A form annotation is additional information on a form, such as a line or paragraph of text. Use form annotations to provide on-screen instructions to your users.

2 Enabling Annotations

Administrators can control annotations by changing the glide.ui.form_annotations property in the System Properties table to true or false. By default, this property is set to true to display annotations. If the property does not exist on your instance, an administrator must create it in the System Properties table with the following information:

  • Name: glide.ui.form_annotations
  • Description: Enable form annotations
  • Type: true | false
  • Value: true

3 Showing and Hiding Annotations

The visibility of annotations for each user is controlled by the glide.ui.show_annotations user preference (starting with the Eureka release). Users can decide whether to display annotations on a form by clicking the annotation toggle icon (FormToggleAnnotUI15.png in UI15, Toggle annotations in UI14), which changes their annotation user preference. In UI15, this icon appears on all forms and is light grey when no annotations are available. In UI14, this icon appears only on forms that have annotations.

4 Adding Form Annotations

Administrators and users with the personalize_form role can add annotations to forms.

  1. Navigate to a form. For example, the Incident form.
  2. Right-click the header and select the appropriate option for your version:
    • Fuji or later: Configure > Form Layout
    • Eureka or earlier: Personalize > Form Layout
  3. Under Form view and section, select a section. For example, Notes.
  4. In the Available list, select * Annotation.
  5. Click Add.
    When the field is selected, the Annotation Details section appears.
    Adding annotations to a form

  6. In Annotation Details, select the type of annotation. The available types of annotations include:
    • Info Box Blue
    • Info Box Red
    • Line Separator (any text you add appears beneath the line)
    • Section Details
    • Section Separator
    • Text
    Examples of form annotation styles

  7. Select either Plain Text or HTML (available starting with the Fuji release) for the data type, and enter the annotation in the text box. For example, select the Text annotation type, the HTML data type, and enter:
    <span style="color:red">Select the primary location:</span>
    The text now appears red on the form. All valid HTML tags are supported.
    An annotated form

  8. Click Save.

5 Language Support

To support multiple languages, use message records to translate annotation text and then reference the message record with a gs.getMessage call in the form annotation. For example, the following annotation displays "Please read this" by default.

${gs.getMessage("Please read this")}

To translate the default text into other languages, navigate to System UI > Messages and add a record for each language you support with the appropriate translation. Set the message key field to "Please read this" for each translation.

6 Administrative Functions

Administrators can define the form annotation types. To see the list of types, navigate to System UI > Form Annotation Types. Set the Active field to False for any file types that are not desired. To add additional types, click New.

7 Enhancements

7.1 Eureka

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