Note Settings

This article was developed to describe the "Notes Settings" feature found within the CRM's Admin Tab.

This article includes the following topics:

• Overview
• Adding Note Types
• Editing Custom Note Types
• Creating Note Templates
• Editing or Deleting Existing Templates
• Notes Permission Settings
  • Suppression Option
• Searching, Filtering, and Deleting Notes

Overview

The Notes Management settings are combined within the FORTH CRM and have been enhanced. We consolidated the "Note Types," "Note Templates," and "Note Permissions" into a single, intuitive "Note Settings" section. This makes it easier than ever to manage all aspects of your notes in one place. 

In addition, the Notes Management provides an improved user experience, specifically:

• • Clear success notifications when settings are automatically saved.

  • Seamless integration of existing note templates and note types into the new UI.

  • Only active note types that a role has "View & Create" permission for are displayed in the note creation dropdown menu

Adding Note Types

With this setting, you can easily activate or deactivate system note types with a simple toggle switch and add and manage custom note types with robust validation to prevent duplicates. Finally, we have safeguards to prevent the deletion of note types currently in use, ensuring data integrity.

NOTE: When a new role is created, by default the role has “View Only” permission for all note types.  Additionally, when a new note type is created, by default all roles have a “View Only” permission for it.

1. From the Admin tab, click on Settings from the Navigation Bar.
2. Click on Note Settings in the Navigation Bar (highlighted in red below).
   
3. By default, the panel on the left side of the page should show the Note Types option. If it does not, click "Note Types". The page will default to a view of "System Note Types," showing the names of system-generated note types, and toggle buttons to mark them "active" or "inactive."
4. If you click the "Custom Note Types tab option, the page will change as seen in the image below:
   
5. A table will then appear, showing all existing custom note types and options to Edit or Delete them.
6. To add a custom note type, click the hyperlink at the bottom of the page.
7. The note types table will add a new row for you add your note by scrolling down to the end of the page. That row will appear like the row highlighted in purple below.
   
8. Using the toggle button shown above, you can determine whether this new note type is to be active by default.
9. Enter the name of your new note type in the "Name" field.
10. After clicking the "Add" button, you will see the following pop-up banner at the bottom of the page.
    
11. The new note type you just created will appear at the end of the note types table (see image below).
    

Editing Custom Note Types

1. To edit a particular custom note type, repeat steps 1-5 of the section above titled "Creating a Note Type."
2. Scroll down the page until you come across the custom note type that you wish to edit. Click the "Edit" button next to that note type (see image below).
   
3. The "Status" and "Name" fields will now be editable.
   
4. When you have finished your edit (as seen above), click the green "checkmark button shown above. If you wish to cancel this edit, click the red "x" button.

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Creating Note Templates

This element provides you flexible note template control, allowing you to create, edit and delete note templates with ease. Within this setting, you can link templates to any note type and control visibility based on the note type's active status. Finally, there are informational banners and sorting features to improve usability. 

Note templates are great for quickly adding a prewritten note, such as "File Approved," that you may use regularly.

IMPORTANT: Please assign a Note Type to your Note Template.

1. From the Admin tab, click on Settings from the Navigation Bar.
2. Click "Note Settings" on the Settlements page in the Navigation Bar (highlighted in red below).
3. Click on the "Notes Templates" option in the left-hand panel of the page.
4. Click the "Create New Note Template" button shown below.
   
5. A "Create a Note Template" pop-up dialog box will now open as seen below. 
   
6. When finished, click the purple Save Template button found at the bottom left of the pop-up.

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Editing or Deleting Existing Templates

1. From the Admin tab, click Settings, located in the Navigation Bar.
2. Click on "Note Settings" in the Navigation Bar.
3. Click "Note Templates" from the left-hand panel (see below)
   
4. Click the "Edit" button found in the row listing the Note Template you wish to edit (see red arrow in the image above). 
5. The template opens (see the image below). Once you make your changes, click the "Save Changes" button found on the bottom right of the template screen.
   
   
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Notes Permission Settings

Our Notes Permission settings use a clear permissions matrix to manage access based on roles and note types. You can now use single select dropdowns for each role and note type combination to better manage permissions.

IMPORTANT: The "shared with" function on note templates has been removed. Now, users can only access a note template if their role has permission to "View & Create" notes of the associated note type.

In addition, you may bulk edit permissions for multiple roles and note types simultaneously. There is also a direct link to field suppression settings, which should be used when you want to prevent users from viewing a certain note type.

Note Permissions:
- View & Create - Ability to create notes of that type, and view them in notes history
- View only - Can only view notes of that type in notes history. Role cannot create notes of that type

Field Suppressions:
- Suppressed - User can’t see anything related to the note type in the CRM. They can not create notes of that type, or see notes of that type in the notes history. In summary, they are used to hide a note type completely from a user.

Suppression Option

The suppression feature is accessed by clicking the "Click here" link in the blue message banner on the Note Permissions view (see image below).

The hyperlink takes you to the Data Suppression page within the CRM settings.

After either creating a new field profile or choosing an existing profile, a page like the example shown below will open. Be sure to enable the suppression of items related to the notes in the various sections highlighted in red below.

1. Next, return to the Admin tab and click on Settings from the Navigation Bar.
2. On the "Settings" page, click on "Note Settings" from the Navigation Bar (highlighted in red below).
3. Click on the "Notes Permissions" option in the left-hand panel of the page. A page like the example below will open.
   
4. From this page, you can manage which roles are "View Only" or "View and Create" specific note types.
5. To change individual roles and/or note types, click the downward arrow next to the appropriate role and note type and select "View Only" or "View & Create."
6. If you wish to edit permissions in bulk, click the Bulk Edit Permissions button (see the red arrow in the image above).
7. The Bulk Update Note Permissions popup will open (see image below).
   
8. You will see two dropdown menu options available. The first dropdown menu allows you to select the roles to edit, and the second one allows you to choose the note types to edit (see the table below for a detailed description of each).
   

   In the Select Role dropdown menu, click one or more roles you wish to update note permissions for. For example, in the image on the left, we have selected Super Admin, Admin, and Manager (see the top part of the image seen here).           In the Note Types dropdown menu, click one or more note types you wish to update permissions for. For example, in the image on the left, we have selected  Call, Settlement, and Attorney (see the bottom of the image seen here).

9. Below the two dropdown menus are two radio buttons. Choose the permission (View Only or View & Create) you wish to assign to the roles and note types you selected.
   
10. Once you have selected the roles and noted the types for which you want to change permissions, the "Update Permissions" button in the bottom right corner will become active. Click the Update Permissions button to complete the bulk update permission changes.
    
11. The Note Permissions table will update to reflect your changes (see highlighted listings in the image below).
    

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Searching, Filtering, and Deleting Notes

1. From the Contacts tab, click the Notes nested tab.
2. Scroll down to the Existing Notes section.
   
3. Do any of the following to search or filter through notes:
   
   • Type any keywords in the Search Notes field (see the image above) to filter notes with those keywords OR
   • Select a category from the Show Filters option (see options below) at the top right of the Existing Notes section (see top right of the image above), to filter by note type, the date the note was created, who created the note, etc. (example: notes on calls, notes about settlements, etc.). 
4. To DELETE a particular note, hover over the right side of the note row, and a small trashcan image will appear. Click on that trashcan image to delete the note.
   
   
   

   IMPORTANT
    It is not recommended to delete a note!

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