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<span style="background-color: #ffddcc;">__TOC__</span>
==Overview==
'''Notes '''are a built-in feature into SmartSimple's platform, available in every [[instance]], that enables users to annotate records with comments and instructions.
Notes will give you, your internal team, your external applicants, claimants, reviewers, and board members an increased level of communication right in your system without needing an outside email program or extra custom fields. Not only can an infinite number of notes be created, but you can also configure notes to have differing levels of visibility for [[User role|roles]], pre-created text options, and even triggers for [[Workflows]]. The benefits of Notes will go as far as you want to utilize and configure them. ::: [[Image:NoteExampleNotesdisplay.pngJPG|link=|650px750px|border]]
'''Features of Notes: '''
When you click into any record, the '''Notes '''tab on the left side menu will appear with a number of the notes available.
:: [[File:Notes left hand menu notif.png|300px350px|border]] Clicking on the '''Notes '''tab from the left side menu will open a list of available notes on that record. :: [[File:Edit and add new notes.png|1200px|border]] On this Notes page, many options are available : * Pressing the '''+ '''icon on the top right will allow you to records create a '''New Note'''* Pressing the '''printer '''icon next to it will allow you to generate a print preview of '''all Notes '''on that page* Underneath those two icons, you will see the available '''Search Options, '''which can be filtered by either or both '''Note Type '''and '''From/To '''Dates ===Contents of Notes===Each note will appear in its own box, with the following details: * Date and time stamps * Username of user who created the note * The type of Note * The content of the note * A count of this note among the list of available notes (changing in both real time as notes are added and deleted) * An '''Edit Notes '''icon on the left ([[View ModeImage:EditNoteIcon.png|link=]] ) <pre> For security purposes, no user can edit another user's Notes.</pre>====Sticky/Hi-Vis Notes====There is a specific '''Note Type '''called '''Sticky Note '''that, when chosen, will enable the content of the note you create to be flagged as high-visibility on the record. Rather than appearing only on th '''Notes '''tab, it will appear directly on the main page of the record when it is opened, above the record details, and highlighted in yellow. :: [[Edit ModeFile:Stick note.png|1000px|border]] It will feature a '''caution icon, '''the name and content of the note, the name of the note creator, and the date and time stamp of when the note was created. The user can choose to close the note by clicking on the '''x '''icon on the top right of the note box, but regardless, flagging your note as a '''Sticky Note '''will ensure that it is easily seen. This is best used for important/urgent notifications, such as a '''Don't Fund '''note that other program managers should see, or a '''Missing Requirement '''note that an applicant should see as the deadline for an application approaches. ===Role- viewing allows Based Permissions for Notes===General access without modification, while editing allows to the Notes feature is controlled through [[User role|role]]-based permissions. You will need to set these permissions before a user is able to make changes or delete access notes on any record. Notes can then further be made available against the individual entities (e.g. [[UTA]]s, organizations, [[User|users]], calendars etc) in the system using [[Advanced Logic]]. ====Creating a New Note Type====Before permissioning notes by roles, you must create a new Note Type and permission that Type specifically. 1. Click the 9-square menu icon on the top right of your page. :: {{Icon-Menu}} 2. Under the noteheading '''Configuration, '''select '''Global Settings.''' 3.On the first tab, under the subheading '''System Configuration, '''click on '''Note Types.''' :: [[File:Note types.png|500px|border]]The Notes list view is displayed.
'''Note: '''The Notes tab content falling under the '''Description '''field will include not manifest anywhere except on this page; it is best practice to always put a description when you are creating or modifying a count of function in a SmartSimple system so that other [[Global User Administrator|System Administrators]], [[How the notes attachedSmartSimple Support Desk Works|SmartSimple Support]], and this users will change in real time as notes are added and deletedbe able to understand the use of that function.
'''Tip: '''Setting a color code is a good idea as it can help you keep track of which users are leaving notes, and what types of notes are being left.
====Setting Permissions of a Note Type====The expanded list of Notes can also be filtered second tab titled '''Permissions and Availability''' will allow you to permission the Note Type so that is available, viewable, and editable only by Note typecertain roles that you choose.
:: [[File:Note types permissions.png|600px|border]]
{| class="wikitable"
|-
||'''View & Create'''||Select which [[Image:WhyUser role|user roles]] will have the ability to both view and create this Note Type.|-||'''View Only'''||Select which role(s) will have the ability to ''only'' view this Note Type - this role should be those who are most appropriate to be the receivers of this kind of note.jpeg|link=-|50px]]|'''Deny View & Create'''||Click [httpSelect which role(s) will be denied the ability to either view or create this Note Type. This role should be those who will never need to see this kind of note. '''Remember://wiki '''Do not put the same role in both '''View & Create '''and '''Deny View & Create.smartsimple '''The system will default to the minimum level of access, therefore denying this role any ability to either view or create this Note Type.com/wiki/Notes_ |-_Why%3F here] ||'''Note Type Change'''|||-||'''Entity Restriction'''||Select from the drop-down if you would like to learn why restrict this feature Note Type ''by entity ''- that is , a Level 1, 2, or 3 Entity of a benefit to specific [[UTA]] in your organization[[instance]].
|}
==Configuration - Advanced==<pre> You must toggle on Advanced Options on the top right of your Note Type page in order for the Process and Classic tab to appear. </pre>:: [[File:Advanced options1.png|border]]===Configuring Workflows on Note Types===The tab labelled '''Process '''will always show you whether or not there is a [[Workflows Overview|workflow]] in place with this note type. :: [[File:Note type workflow process.png|600px|border]] Clicking into the field labelled '''Workflow '''will enable a drop-down to appear with all the available Workflows associated with this note type. Here, you can switch between Workflows, or you can select the '''right arrow icon '''on the right of the field in order to edit the specific Workflow chosen. Clicking on the '''Workflow Settings '''button will open a modal window that allows you to edit the details related to that Workflow. :: [[File:Edit workflow settings.png|700px|border]]: :* If you want to associate a Workflow that is not yet created for a Note Type, please see [[Workflows Overview#Create Workflow|how to create a workflow]]. You just need to ensure that the '''Workflow Type''' is set to '''Notes''' in order for the created workflow to appear as an option under a Note Type's '''Process''' tab. ===Pre-created Notes Options===When you create a note, you can choose to configure '''pre-created Notes Options. '''The impact is that the user who sees this note can select initial content for the note instead of manually and personally typing in the content. After the content is selected from the options, it can then be edited. The options are displayed only when a note is first created; after saving, they are no longer available. <pre> The pre-created Options are a good method of enforcing a standardized Templates for your Notes feature. </pre>To define pre-created notes options, go to the '''Classic Options '''tab that is available when you first create a '''Note Type '''from '''Global Settings.''' ::: [[CategoryFile:Classic options new notes type.png|600px|border]] Each option that you want to add should be '''delimited by semicolon, '''without spaces between. In some application cases, there may only be a certain amount of responses a person could theoretically answer. The pre-created NotesOptions helps to efficiently streamline the process in these situations. For instance, the Yes/No/Maybe options that are shown in the above screenshot, or a Don't fund/Fund option for grant applications would both be appropriate use cases. =See Also=* [[Field Revision Annotations]] [[Category:HowNotes]]
