With Annotate.co it is possible to control exactly who is allowed to view, annotate and upload documents to your workspace. The Admin - Users screen lists the current members and their role:
To add a new user, click the Add User button, and enter their details. They will be send an email which will allow them to sign in to annotate and access the workspace. For the Role, you can chose a 'User' or a 'Viewer' on the free accounts; (Users can upload documents, viewers can just annotate). If you upgrade to a Business account, you can also add extra Admin users to the workspace, who will also have access to the workspace admin pages.
The Admin - Roles tab lists the detailed permissions for each user role in the workspace. With free accounts, there are some standard roles defined; with Business accounts you can create your own custom roles (e.g. for an Editor or Reviewer) to help with your workflows.
The available fine-grained permissions are:
Workspace Administration View documents Add new documents Permanently delete documents Share documents Annotate documents Manage files Edit shared tags Use the latest changes tab Use the documents tab Use the notes tab Use the full text search tab Download and print documents Export documents and folders Edit any note Resolve notes Access this workspace
It is possible to define custom document types within annotate - these can include extra metadata field for each document (e.g. due dates, links to external database IDs etc), There are also workspace settings which allow you to control whether notes are sent to all viewers (as is the default) or specific groups of users within the workspace. The screenshot below shows a custom 'Invoice' document type, with extra fields for 'ID' 'Received date' , 'VAT number', 'Status' etc. Document types can be assigned to documents on the documents page, using the right-click menu.
With a Business subscription, you can also define groups of users within a workspace (e.g. Editorial team; Production). When users write a note, they can address it to a specific group of users rather than all members of the workspace. This is particularly useful for defining workflows, e.g. if a suggestion in an annotation needs to be checked by an editor before being approved.