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Notes Overview

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Notes are a feature, built into SmartSimple's platform, that enable users to annotate records with comments and instructions. {{Banner-UnderConstruction}}
Notes can be added to:
* [[UTA]] records
* Contact and company [[profile]]s
* Calendar events
* [[SmartFolders]]
* [[Invoice UTA|Invoices]]
* [[Transactions]]
* and more...
System administrators can even add notes to individual [[custom fields]], templates and statuses in order to document processes and maintain a change log. <span style="background-color: #ffddcc;">__TOC__</span>
System administrators can create different types of Notes and set role==Overview=='''Notes '''are a built-based permissions for editing and viewing each specific Note type. See in feature into SmartSimple's platform, available in every [[Notes Permissionsinstance]] for additional information, that enables users to annotate records with comments and instructions. 
Note types 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 that , but you can also configure notes to have sets differing levels of visibility for [[User role|roles]], pre-populated created text options, and even triggers for selection by the end user. See [[Notes OptionsWorkflows]] for additional information.The benefits of Notes will go as far as you want to utilize and configure them. 
::: [[WorkflowsImage:NoteExample.png|link=|650px|border]] can be configured that notify users by email that a new note has been created. These workflow-generated emails can contain variables, including the text in the body '''Features of the note. See [[Pulling Variables in Notes Workflow]] for more information.: '''
==Using * They can be added to the following: [[UTA]] records, Contact and company [[profile|profiles]], calendar events, [[SmartFolders]], [[Invoice UTA|Invoices]], [[Transactions]] and more.* [[Global User Administrator|System Administrators]] can even add notes to individual [[Custom Fields]], templates, and [[Status|statuses]] in order to document processes and maintain a change log.* System Administrators can create different types of Notes==and set [[User role|role]]-based permissions for editing and viewing each specific Note type.** See [[Notes Permissions]] for additional information.* Note types can be created that have sets of pre-populated text for selection by the end user.** See [[Notes Options]] for additional information.* [[Workflows]] can be configured that notify users by email that a new note has been created. These workflow-generated emails can contain variables, including the text in the body of the note.** See [[Pulling Variables in Notes Workflow]] for more information.
==Configuration - Essentials=====Using Notes===Notes are available to records in both [[View Mode]] and [[Edit Mode]]. When The View Mode will allow read-only access to Notes are visible(therefore without modification ability), while the Notes panel can be expanded Edit Mode allows users to make changes or hidden by clicking on delete the vertical "Notes" tabnote.  
[[Image:NotesTabWhen Notes are visible on a record, the panel can be efficiently expanded or hidden by clicking on the vertical '''Notes '''tab.png|link=]]
Notes are date- and time-stamped and also stamped When you click into any record, the '''Notes '''tab on the left side menu will appear with the username a number of the user that created themnotes available. 
Notes can be edited by the user that created the Note. For these notes, the Edit Notes icon (:: [[ImageFile:EditNoteIconNotes left hand menu notif.png|link=350px|border]])  Clicking on the '''Notes '''tab from the left side menu will be visible. For security purposes, no user can edit another user's Notesopen a list of available notes on that record. 
The :: [[File:Edit and add new notes.png|1000px|border]] On this Notes tab will include a count of the notes attachedpage, and this will change in real time as notes many options are added and deleted.available: 
[[Image:NotesCount.png|link=]]* Pressing the '''+ '''icon on the top right will allow you to 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: 
In order to print a list * Date and time stamps * Username of user who created the note * The type of Note * The content of the note * A count of all Notes attached to an object, click on this note among the "Expand" button to see a list of all available notes (changing in real time as notes are added and deleted) * An '''Edit Notes '''icon on the notes, then click "Print Previewleft ([[Image:EditNoteIcon." png|link=]])
[[Image:Expanded <pre> For security purposes, no user can edit another user's Notes.png|link</pre>===Role-Based Permissions for Notes===General access to the Notes feature is controlled through [[User role|450pxrole]]-based permissions. You will need to set these permissions before a user is able to access notes on any record. 
The expanded list of Notes can also then further be filtered by Note typemade 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 heading '''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.
4. Click the '''+ '''icon on the top left to create a new Note Type.
5. The New Note Type details will be displayed. 
:: [[File:New notes type form.png|600px|border]]
{| class="wikitable"
||The name for the notes falling under this Note Type. This name will also function as the Caption, unless the Caption is set differently.
||The label for the notes - normally the same as Name, although this can be labelled differently if you want.
||'''Display Order'''
||Determines the order in which the notes are displayed in the '''Notes '''drop-down list, according to typical [[Display order|display order]] rules.
Any comments or notes you wish to include. 
'''Note: '''The content falling under the '''Description '''field will not manifest anywhere except on this page; it is best practice to always put a description when you are creating or modifying a function in a SmartSimple system so that other [[Global User Administrator|System Administrators]], [[How the SmartSimple Support Desk Works|SmartSimple Support]], and users will be able to understand the use of that function.
||'''Color Code'''
An optional color code that will appear for this Note Type when it is displayed. 
'''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.
||'''Lock on Type'''
||Toggling on this option will make the note that is created under this type become locked under this type; its Note Type cannot be changed.
||'''High Visibility'''
||The high visibility feature allows the note created under this Note Type to always appear at the top of a record's main page in yellow; this ensures that the content of the note will be seen and addressed by the user. The high visibility feature is particularly useful for issues of urgency - e.g. ''DO NOT FUND''. 
After filling in the fields for the general information of the new Note Type, click '''Save.'''
====Setting Permissions of a Note Type====
The second tab titled '''Permissions and Availability''' will allow you to permission the Note Type so that is available, viewable, and editable only by certain 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|50px-|link=]]|'''Deny View & Create'''|Click [http|Select 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  |-||'''Note Type Change'''|||-||'''Entity Restriction'''||Select from the drop-_Why%3F here] down if you would like to learn why restrict this feature Note Type ''by entity ''- that is , a benefit to Level 1, 2, or 3 Entity of a specific [[UTA]] in your organization[[instance]]. 
==Configuration - Advanced=====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:NotesClassic 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 Notes Options 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.   [[Category:HowNotes]]

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