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Configure Notes

Updated

Notes support communication among internal teams, applicants, claimants, reviewers, and board members directly within the system, without external email applications or additional custom fields. Users can create an unlimited number of notes and configure them with role-based visibility, sets of pre-populated text, and workflow triggers. For field-level definitions for each setting, see Note Types Fields and Settings Reference.

Who: System administrators who configure note types and permissions, and end users who add and view notes on records.

When to Use Notes

Use Notes to:

  • Flag urgent information for other program managers, such as a Do Not Fund decision on a record.
  • Alert applicants to a missing requirement as a grant application deadline approaches.
  • Standardize responses by offering pre-populated note text for reviewers to select.
  • Document configuration changes on custom fields, templates, and statuses as a change log.
  • Notify users by email through a workflow when a new note is added to a record.
  • Correspond in-system with internal users by tagging users in notes using @ symbols, and nesting responses to a specific note under that note as a communication thread.

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Add, View, Print, and Search Notes on a Record

To add, view, print, and search notes on a record:

  1. Click the Menu icon in the upper navigation bar, and then select Organizations, People, or the relevant UTA/module from the drop-down menu.
  2. Click the applicable record to open it.
  3. Click Notes in the left navigation.
  4. Click + New Note.
  5. Select a Type from the drop-down menu.
  6. Click the Subject field and enter the applicable information.
  7. Click the Content field and enter the applicable information.
  8. Click Save.
  9. Click Print Preview to print all notes on the record.
  10. Click Expand All to see the content of each note, reply, edit, and delete.
  11. Click Collapse All to just see the subject, date, time, author, and note type.
  12. Click the Keyword field to search for a specific note. You can also filter by Type and Dates, and then click Search.

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Create a Note Type

Create a note type before assigning role-based permissions to notes.

To create a note type:

  1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the System tab.
  2. Locate the Notes Options section and click Note Types.
  3. Click the New Type [+] button.
  4. Complete the applicable fields, and then click Save. See the New Note Types Fields section in Note Types Fields and Settings Reference.

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Configure Note Type Permissions

Set permissions so the note type is accessible, viewable, and editable only by the roles you select.

To configure note type permissions:

  1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the System tab.
  2. Locate the Notes Options section and click Note Types.
  3. Click the New Type [+] button or click the edit [pencil] icon next to the applicable Note Type.
  4. Click the Permissions & Availability tab, complete the applicable fields, and then click Save. See the Permissions and Availability Fields section in Note Types Fields and Settings Reference.
IMPORTANT  Do not assign the same role to both View & Create and Deny View & Create. The system defaults to the minimum level of access and denies the role the ability to view or create the note type.

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Configure a Note Type Workflow

Attach a workflow to a note type to send automated notifications when a note is created.

To configure a note type workflow:

  1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the System tab.
  2. Locate the Notes Options section and click Note Types.
  3. Click the New Type [+] button or click the edit [pencil] icon next to the applicable Note Type.
  4. Click the Process tab.
  5. Click the Workflow field, and then select the applicable workflow from the drop-down menu.
  6. Click the Open Workflow Settings icon to modify its details if needed, and then click Save.
NOTE  Set the Workflow Type to Notes so the workflow appears as an option on the note type's Process tab.

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Configure Pre-Created Note Options

Pre-created note options let users select standardized content when they first create a note, instead of typing it. The options appear only at creation, and the selected content can be edited afterward. Pre-created options help enforce standardized templates for notes.

To configure pre-created note options:

  1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the System tab.
  2. Locate the Notes Options section and click Note Types.
  3. Click the New Type [+] button or click the edit [pencil] icon next to the applicable Note Type.
  4. Click the Classic tab.
  5. Click the Notes Options field and enter each option, delimited by a semicolon with no spaces between entries, and then click Save.
    • For example: Fund;Do Not Fund or Yes;No;Maybe.

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