Notes

To add a new Note Type select the New button and a new line is added in the top row of the table.

1. Note Type - record the name of the Note Type
2. Note Description (optional) , this is visible and helpful to users when selecting a Note Type.
3. Order - specify the list order that the Note Type and Note will appear (applies to the settings list and the Document Notes listing). If no order is specified it defaults to the last Note in the list.
4. Colour (optional) - the outline border of a Note Type can be colour coded (default colour is black). To change the colour, click into the field first and then into colour selector. Click on the colour swatch to select the colour shade.
5. Severity (optional) - this can be used to rate the severity for the Note Type by text or number. This detail is only shown in and part of the Notes settings and is not available in the Document or Entity Profile Note detail.
6. Searchable - check this to include the Note Type in Search results or filters.
7. Reportable - check this to include the Note Type in Reporting results or lists.
8. Documents - check this to include the Note Type in the Document Note Types listing for users to select when creating a Note.

To Save just click out of the row.

Any part of the Note Type can be edited. Click into the field to enable edits to the name or description, change colour or the order listing. Any Edits will replace and update any existing Entity Notes of that type.

To change the order of Notes (that they are presented in the drop-down list when adding a new or editing existing Notes and as listed in Documents and Entity Profiles), simply click on the dots in the left column of the required Note and drag and drop to reposition or just overwrite the existing order number with the new order number. Click out of the field to save.

Disable Note Type

A Note type can be disabled (retired) so that the Note type does not appear in the selection list when users are adding new Notes or editing existing Note types. Existing assignments are retained (unless the Note is deleted) or reassigned a different note type.
To disable a Note Type from the Documents list, uncheck the Note under the Documents column and confirm the action.

To exclude the Note Type from Search results, uncheck the Note under the Searchable column and confirm the action.

To exclude the Note Type from Report results, uncheck the Note under the Reportable column and confirm the action.

Re-enable a Note Type

To re enable a disabled Note Type for selection in Document Notes, or include for Search or Reporting, click the check-box from the related column.

Delete Note Type

A Note Type can be deleted even if the Note Type is in use -e.g there are existing Notes for that type.

The Note Type will be deleted from Settings and all existing Notes of that Type will also be permanently deleted.
This cannot be undone.

To delete a Note Type - select the checkbox in the column to the left of the Note name - the delete button will be activated - click 'Delete Selected' and confirm in the pop-up

Note Type History

Not accessible at this point although this detail is captured in the Organisation History logs