8
edits
Changes
no edit summary
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: '''
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|1000px1200px|border]]
On this Notes page, many options are available:
<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.
:: [[File: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-Based Permissions for Notes===
General access 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 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.
:: [[File:New notes type form.png|600px|border]]
{| class="contenttablewikitable"
|-
||'''Name'''
|-
||'''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 [[User 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.
|-
||'''Deny View & Create'''
||
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: '''Do not put the same role in both '''View & Create '''and '''Deny View & Create. '''The system will default to the minimum level of access, therefore denying this role any ability to either view or create this Note Type.
|-
||'''Note Type Change'''
||
|-||'''Entity Restriction'''||Select from the drop-down if you would like to restrict this Note Type ''by entity ''- that is, a Level 1, 2, or 3 Entity of a specific [[UTA]] in your [[instance]].
|}
===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.'''
::: [[File: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 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.
=See Also=
* [[Field Revision Annotations]]
[[Category:Notes]]
