Notes

Overview

Notes are a commonly used feature in Core that helps you keep a running journal or record of important information. These notes are a centralized repository of project issues, events, billing decisions, change orders and other qualitative information related to projects, employees, clients, invoices and so on. They are chronologically ordered and automatically time-stamped.

All notes are associated with the user logged into the system (Created By). Some notes can be linked to invoice numbers, say when creating a note in Invoice Collections . Click to watch this video on using notes in Core.

using_notes_thumbnail.png

Notes are also useful in the following situations:

  • General: you can capture important notes during a meeting, phone call or other events besides maintain a perfect history of what happened and when
  • Billing: you can record all billing decisions and notes for later reference and analysis
  • Post-Project Analysis: you can take important notes as part of the company‚Äôs continuous improvement and client evaluation process
  • Collections: you can record all collection-related communication for later use

The notes can be of various types or categories depending upon the screen from where they are created. The Note Categories screen gives you an option of adding a customized category to the list of existing built-in notes.

Field Descriptions

Basic Tasks

Add Notes

Edit Notes

View Reports

Advanced Tasks

Add Documents

Show/Hide Columns in Grid

Export Notes

Apply Filters

Mark Screen as Favorite

 

Field Descriptions

Field Name Field Description
Notes > Edit Note > General >
Type Screen name or module which the note is associated with. It can be the screen from where the note is originally created.

ID

Depending on your selection for the note type, this is the specific ID of that record, say Project ID or Client ID.
Note Category Category of the note. You can choose from a default list of categories or those created by you in Note Categories.

 

Add Notes

To add a note, watch this video or follow these steps:

    1. Open the Notes screen from the side menu > Productivity Tools > Notes.

add_notes.png

    1. Click Create New on the top-right.

    2. On the Add Note screen, enter the required information:

      • Type: Screen name or module which the note is associated with. It can be the screen from where the note is originally created.

      • ID: Depending on your selection for the note type, this is the specific ID of that record, say Project ID or Client ID.

      • Description

      • Note Category: Category of the note. You can choose from a default list of categories or those created by you in Note Categories.

      • Status

    1. Click Save & Done or Save & Add Another.

You can also add notes directly from the master screens such as Projects and Employees.

Edit Notes

You can view and edit all the notes in Core on this screen. To do so:

    1. Open the Notes screen from the side menu > Productivity Tools > Notes.

edit_notes.png

    1. In the list view, choose the note category you want to view in the Show field at the top-right. Then select a note on the grid and click dropdown-caret.png to select View Details.

    2. On the Edit Note screen, enter more details or make the desired changes.

    3. Click Save.

View Reports

To view a report:

    1. Open the Notes screen from the side menu > Productivity Tools > Notes.

notes_print_reports.png

    1. In the list view, click More > View Reports.

    2. Select a report from the Report List dialog. It opens in the viewer.

    3. Preview the report and then choose to export or print it.

 

Add Documents

To add a document to a note:

    1. Open the Notes screen from the side menu > Productivity Tools > Notes.

    1. add_documents_to_notes_1.png

    1. In the list view, select a note on the grid and click dropdown-caret.png to select View Details.

    2. On the Edit Note > Documents screen, click Add.

    1. add_documents_to_notes_2.png

    1. On the Add Documents dialog, select the relevant tab, depending on the type of attachment.

      • Computer: To attach files stored on your computer, enter its Description and drag your file or click to browse to that location.

      • Hyperlink: To attach an external link, enter its Description and then insert the hyperlink.

      • Dropbox: To link files stored in your Dropbox account, enter its Description and then browse for it.

      • Google Drive: To link files stored in your Google Drive account, enter its Description and then browse for it.

      • OneDrive: To link files stored in your Microsoft OneDrive account, enter its Description and then browse for it.

      • Box: To link files stored in your Box account, enter its Description and then browse for it.

      • Resource Library: To link company resources, select the resource from the library. This option is available only with Core CRM.

    2. Click Add.

  1. Core pre-fills some of the information about the attached documents in the grid. You can send the documents to your clients, employees or other contacts for getting their digital or electronic signatures (eSignature via DocuSign) using the eSign option from the dropdown-caret.png row-action menu. Core automatically adds the signed documents to the Documents folder of the entity (record) as separate attachments. It displays the status of the document, whether it has been delivered via DocuSign, viewed by the recipients, declined or completed by the recipients, etc. This column does not show up if you are not connected via the DocuSign integration.

Show/Hide Columns in Grid

You can configure the fields or columns that appear on the grid in the list view. You can hide or show columns, and sort the order of columns according to your requirements.

To do so, watch this video or follow these steps:

    1. Open the Notes screen from the side menu > Productivity Tools > Notes.

notes_columns.png

    1. In the list view, click More > Show/Hide Columns on the action bar.
    2. Select or un-select the column names in the drop-down list, say ID.
    3. Next, click the column name you want to sort the data by, say Created By.
    4. Click once for ascending order ( A-Z) and twice for descending order ( Z-A).

Note: You can resize the column widths on the grid and then reset them, if needed (More > Reset Column Widths).

Export Notes

In Core, you can export notes to the Comma Separated Values file format. Core exports data from all available columns and not just the columns visible in the grid.

To export notes to a .CSV file, watch this video or follow these steps:

    1. Open the Notes screen from the side menu > Productivity Tools > Notes.

export_notes.png

    1. In the list view, click More > Export as CSV.

    2. A .csv export file is created and saved on your system at the default download location, say your desktop. Click to open the spreadsheet.

Apply Filters

To view selective data on the grid, watch this video or follow these steps:

    1. Open the Notes screen from the side menu > Productivity Tools > Notes.

notes_filters.png

    1. In the list view, click filters-01.png on the right.

    2. On the Filters panel, select a filter from the drop-down and specify individual records or range.

    3. Click Add Filters to specify more filters.

    4. When you have finished, click Apply Filter . You can see selective data now.

    5. In the list view, you can remove the individual filters by clicking remove-01.png on each. To disable applied filters temporarily or remove all filters, click filter_icon.pngnext to the Filters icon and select Disable Filters or Clear All, respectively.

Mark Screen as Favorite

You can mark or flag the most-often used and important screens in Core as your favorites up to a maximum of ten. These favorite screens then display separately on the side menu under the Favorites list. You can manage all your favorite screens in Core from User Preferences.

To mark this screen as your favorite, watch this video or follow these steps:

    1. Open the Notes screen from the side menu > Productivity Tools > Notes.

notes_favorite.png

    1. In the list view, click favorites.png on the top-right.

    2. You can access this screen from the side menu under Favorites.

Was this article helpful?
0 out of 0 found this helpful