Note types are configured through general and permissions fields, with variable syntax available to display and filter notes by type.
IN THIS ARTICLE
New Note Type Fields
The General tab of a note type contains the following fields.
| Field | Description |
|---|---|
| Type ID | This field cannot be edited. When using the syntax to display and filter notes by type, replace notestype with the Type ID, as described in List Syntax for Displaying and Filtering Notes. |
| Name | The designation for the notes under this note type. This also serves as the Caption, unless the Caption is specified separately. |
| Caption | The label for the notes, typically the same as the Name, although it can be labeled differently if preferred. |
| Display Order | Determines the sequence in which the notes appear in the Notes drop-down menu, following standard display order guidelines. |
| Description | Remarks about the note type. The Description does not appear elsewhere and helps other system administrators, SmartSimple Support, and users understand the purpose of the note type. |
| Color Code | An optional color code displayed for this note type. A color code helps track which users leave notes and the types of notes recorded. |
| Lock on Type | When enabled, a note created under this type is locked to it, and its note type cannot be changed. |
| High Visibility | When enabled, notes under this note type always appear at the top of a record's main page in yellow, which ensures the content is seen and addressed. This is useful for urgent matters, for example a Do Not Fund note. |
Permissions and Availability Fields
The Permissions and Availability tab of a note type contains the following fields.
| Field | Description |
|---|---|
| View & Create | The user roles that can both view and create this note type. |
| View Only | The role or roles that can only view this note type. Assign this to those best suited to receive this kind of note. |
| Deny View & Create | The role or roles denied the ability to view or create this note type. Assign this to those who never require access. Do not assign the same role to both View & Create and Deny View & Create, as the system defaults to the minimum level of access. |
| Note Type Change | Determines the role or roles permitted to change the note type of an existing note after it has been created. |
| Entity Restriction | Select from the drop-down menu to restrict this note type by entity, that is, a Level 1, Level 2, or Level 3 entity of a specific UTA/module within the instance. |
List Syntax for Displaying and Filtering Notes
Use the following variable syntax to display and filter notes by type, where notestype equals the Type ID found on the General tab of a note type:
[#(?object=notes::criteria=notestype=564474::orderby=createddate desc)~notes~#]