Notes

Overview

Notes are a commonly used feature in BQE 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.

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’s continuous improvement and client evaluation process.

• Collections

  You can record all collection-related communication for later use.

Notes can be of various types or categories depending on 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

How To

Add Notes

Edit Notes

Add Documents

Show/Hide Columns in Grid

Export Notes

View Reports

Apply Filters

Mark Screen as Favorite

Field Descriptions

Add Notes

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

1. Open the Notes screen from any screen, say, Projects > Notes > More menu > View All Notes. Alternatively, you can access the main Notes screen from the Projects menu > Assets.
   
   
2. Click Create New on the top-right.
3. On the Add Note screen, enter the required information. Check Field Descriptions above for details.
   • Type
   • ID
   • Description
   • Note Category
   • Status
4. 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 notes in CORE on this screen.

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

1. Open the Notes screen from any screen, say, Projects > Notes > More menu > View All Notes. Alternatively, you can access the main Notes screen from the Projects menu > Assets.
   
   
   
   
2. Select all notes on the grid that you want to delete and click Actions > Delete. Alternatively, you can use the row-action menu  to delete them individually.
3. 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 to select View Details.
4. On the Edit Note screen, enter more details or make changes, as needed.
5. Click Save.

Add Documents

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

1. Open the Notes screen from any screen, say, Projects > Notes > More menu > View All Notes. Alternatively, you can access the main Notes screen from the Projects menu > Assets.
   
   
   
   
2. In the list view, select a note on the grid and click to select View Details.
3. On the Edit Note > Documents screen, click Add.
   
   
   
   
4. 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.
5. Click Add.

CORE pre-fills some of the information about the attached documents in the grid. You can send documents to your clients, employees or other contacts for getting their digital or electronic signatures (eSignature via DocuSign) using the eSign option from the 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. You can also check the detailed video on managing documents in CORE.

Show/Hide Columns in Grid

You can configure 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 any screen, say, Projects > Notes > More menu > View All Notes. Alternatively, you can access the main Notes screen from the Projects menu > Assets.
   
   
   
   
2. In the list view, click More > Show/Hide Columns on the action bar.
3. Select or un-select the column names in the drop-down list, say ID.
4. Next, click the column name you want to sort the data by, say Created By.
5. 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).

You can also check the detailed video on navigation and customizing grids in CORE.

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 any screen, say, Projects > Notes > More menu > View All Notes. Alternatively, you can access the main Notes screen from the Projects menu > Assets.
   
   
   
   
2. In the list view, click More > Export as CSV.
3. A .csv export file is created and saved on your system at the default download location, say your desktop. Click to open the spreadsheet.

You can also check the detailed video on exporting data in CORE.

View Reports

To view a report, watch this video or follow these steps:

1. Open the Notes screen from any screen, say, Projects > Notes > More menu > View All Notes. Alternatively, you can access the main Notes screen from the Projects menu > Assets.
   
   
   
   
2. In the list view, click More > View Reports.
3. Select a report from the Report List dialog. It opens in the viewer.
4. Preview the report and then choose to export or print it.

You can also check the detailed video on running and managing reports in CORE.

Apply Filters

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

1. Open the Notes screen from any screen, say, Projects > Notes > More menu > View All Notes. Alternatively, you can access the main Notes screen from the Projects menu > Assets.
   
   
   
   
2. In the list view, click on the right.
3. On the Filters panel, select a filter from the drop-down and specify individual records or range.
4. Click Add Filters to specify more filters.
5. When you have finished, click Apply Filter. You can see selective data now.
6. In the list view, you can remove the individual filters by clicking on each. To disable applied filters temporarily or remove all filters, click next to the Filters icon and select Disable Filters or Clear All, respectively.

You can also check the detailed video on applying filters in CORE.

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 Settings.

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

1. Open the Notes screen from any screen, say, Projects > Notes > More menu > View All Notes. Alternatively, you can access the main Notes screen from the Projects menu > Assets.
   
   
   
   
2. In the list view, click on the top-right.
3. You can access this screen from the side menu under Favorites.

You can also check the detailed video on marking screens as favorite in CORE.