As a library administrator, you can control who can view, create, and edit annotations on attached files – so sensitive comments stay visible only to the right people at the right stage of your review process.
You can define annotation permissions:
- at the document class level – the rules apply to all documents of the class
- per workflow state – the rules change as the document moves through the workflow, when the class's permissions are managed by workflow states
Note: Annotation permissions are available when the annotation and redaction feature is activated in your library and document class.
This article explains how to:
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What are the annotation permission levels?
Each member, group, or role you add to the annotation permissions can have one of three levels:
| Level | What the user can do |
| Manage all | Create, edit, and view all annotations – including other users' annotations. |
| Manage own | Write and edit their own annotations. They see everyone's annotations but can't change them. |
| View all | View all annotations, but can't create or edit any. |
Users who aren't listed can't see any annotations at all. Super administrators and library administrators always have full access.
Important: If you activate annotation permissions and leave the list empty, only administrators can create and view annotations.
Configure annotation permissions in a document class
1. Open the library administration and open your document class settings.
2. In the Attachments settings, check that Activate annotation and redaction on attached files is turned on.
3. Under Define who can create, edit and read annotations, select:
- Everyone – all users with access to the document can use annotations
- Specific – only the members, groups, or roles you list can use annotations
4. If you selected Specific, add the members or roles and choose a permission level – Manage all, Manage own, or View all – for each.
5. Save your document class.
screen: The document class Attachments settings with the annotation toggle on and the annotation permissions editor open, showing members with Manage all / Manage own / View all levels.
Tip: Use roles rather than individual users – for example, give your "Reviewers" role Manage own and your "Document controllers" role Manage all.
Configure annotation permissions per workflow state
When your document class's permissions are managed by workflow states, you can define different annotation rules for each state – for example, allow contractors to annotate during the review state, then make annotations read-only after approval.
1. Open your workflow and select a state.
2. In the Permissions tab, turn on Manage annotation permissions on documents in this state. By default, everyone having access can create, view or edit annotations.
3. Add the members or roles and their permission levels, as in the document class configuration.
4. If required, use the copy permissions action to replicate the configuration to other states.
5. Save your workflow.
screen: The workflow state Permissions tab with the Manage annotation permissions toggle on and annotation permission levels defined for a role.
How the permissions apply
- In the file preview, users only see the annotation tools their level allows. Users with Manage own see everyone's annotations but can only move, edit, or delete their own.
- Users with no annotation access don't see any annotations on the attached files.
- The Annotation Comments table on the document page is filtered the same way: users see only the comment rows their level allows. Learn more: Manage contractor reviews with comment sheets.
Troubleshooting
I don't see the annotation permission settings. The annotation and redaction feature isn't activated on your library. Contact AODocs support to activate it, then activate it in your document class.
Users report they can't see any annotations. They aren't in the annotation permissions list. Add them – or their role – with at least View all, or select Everyone.
A user can see annotations but not edit their own. They have View all. Change their level to Manage own or Manage all.