Notes

Overview

The Notes feature offers users the flexibility to add supplementary information to an object within the system.

This powerful tool enhances user interaction, providing a seamless way to annotate, clarify, or expand upon the data linked to an object.

The Notes editor allows the use of rich content including tables, links and images providing a better and more friendly way to add context to your notes.

Notes vs Diary

Notes and Diary serve the purpose of adding additional information to an object, but they are of different nature and have different use-cases.

The Diary is mainly used to record events. When an email or SMS is sent to a student or a counselling session occurs for example, a diary entry for that student is created. The Diary has the history of the events with a particular entity. Due to this nature, the Diary is only available on objects that represent individuals or business entities such as students, leads or agents.

Notes have a more generic nature and can be used to add more generic information to an object. For this reason, Notes are also available on objects that do not represent an individual or a business entities. For example, Notes can be added to Students but also to Offers.

Unlike Diary entries, which include extra fields like a subject and a category, Notes consist solely of the body without any additional fields. However, Notes allow rich content with advance formatting but Diary entries can only have plain text.

As Diary entries are mainly used to record communication events, a date different to the creation date can be set for each entry. Notes do not have a different date than the creation date.

When to use the Diary

To record events (calls, emails, sms, meetings, etc).
When more structured details for the entry are required (subject, date, time, category).

When to use the Notes

To annotate, clarify, or expand upon the object.

View Notes

Permissions Required

To access Notes, permissions are granted based on the target object.
For instance, to view the Notes for a student, you would need the following permissions:

Students > View Students
Students > Notes > View Student Notes

Navigate to the details page of the object that you want to see the notes for.
Click on the Notes tab.
[Example] Agent Object
You’ll see the notes available. The options available are:
1. Create a Note: Adds a note entry.
2. Notes: The current note entries under this object.
3. Expand Icon: Click to expand the note body content.
4. Details Icon: Click to navigate to the note’s detail page.
5. Edit the Detail: Edits the selected note entry.
6. Delete the note: Deletes the selected note entry.
  [Example] Student Object
Click on the expand icon of the note entry to see the full content of the note.
[Example] Student Object

Create a Note

Permissions Required

To add new Note, permissions are granted based on the target object.
For instance, to create a Note for a student, you’d need the following permissions:

Students > View Students
Students > Notes > View Student Notes
Students > Notes > Create Student Notes

In the Notes tab, click on New Note.
Enter the content of the note using the text editor.
Details such as Created Date or Created By will be automatically entered by system.

Click on Save to finish.

Edit Note

Permissions Required

To modify a Note, permissions are granted based on the target object.
For instance, to edit a Note for a student, you’d need the following permissions:

Students > View Students
Students > Notes > View Student Notes
Students > Notes > Update Student Notes

Go to the Notes of the object that you want to edit the note for.
Find the note that you’d like to update. Then click on the Edit icon.
Update the note as needed.

Click on Save to finish.

Delete a Note

Permissions Required

To delete a Note, permissions are granted based on the target object.
For instance, to delete a Note for a student, you’d need the following permissions:

Students > View Students
Students > Notes > View Student Notes
Students > Notes > Delete Student Notes

Go to the Notes of the object that you want to edit the note for.
Locate the note that you’d like to delete. Then click on the Delete icon.
Click Yes to delete.