Notes

Use notes to enter information about an account, contact, event, order, etc. within Enterprise. For example, a note on an order item may include setup instructions for your staff while a note on an account may include background information. Any time you see the Notes tab, you can view, add, edit and/or delete notes related to that record. 

Add Notes

You can add notes almost anywhere in the system, such as accounts, contacts, events, and opportunities. You can add the Notes tab in any of the areas in the system which use notes. The steps below describe how to add a note from the Events page:

  1. Click the Events link from the Main Menu. The Events page opens.
  2. Select the event for the note.
  3. Right-click and select Edit. The Edit Event window opens.
  4. Select the Notes tab.
  5. Click Add. The Add Note window opens.
  6. Enter the following information:
    • Class - Class for the note. Use note classes to filter and display notes on windows and reports.
    • Title - Title for the note. Defaults to the title for the selected class.
    • Text - Text for the note. Click the Advanced Mode button for additional text formatting options.
  7. Select the Note Details tab.
    • Sensitivity - Sensitivity assigned to the note. Sensitivity controls the notes certain users can see and which notes display on reports.
    • Language - Language for the note. Only needed when using multiple languages. The note only appears on reports with the language matching the selected language.
    • Important - If checked, marks notes as Important and 'Yes' displays in the Important column on the Notes tab.
    • Lock - If checked, only the user who entered the note will be able to edit the note.
  8. Select the Activities tab to view activities associated with the note.
  9. Click OK.

Spell Check in Notes

You use the browser spell check for notes. To access spell check when in the text box for a note, press Ctrl+Right-Click. If you only right-click, you see the right-click menu for the text box and not the browser right-click menu with the Spell Check option.

Delete Notes

Deleted notes are completely removed from the software and not recoverable. Delete notes from the Notes tab within the applicable area of the system. The steps below describe how to delete a note from the Events page:

  1. Click the Events link from the Main Menu. The Events page opens.
  2. Select the event for the note to delete.
  3. Right-click and select Edit. The Edit Event window opens.
  4. Select the Notes tab.
  5. Select the note to delete.
  6. Right-click and select Mark for Delete.
  7. Click OK.

Notes on Reports

Some notes display on standard external reports. See below for how certain notes display on reports.

Note Created in Enterprise Displays on Reports
Event Notes Click Add on the Notes tab for the event Top of event reports, below the basic event information
Function Notes Right-click on function and select Add Note Directly under the function the note is added to
Order Notes Right-click on order and select Add Note Directly under the order the note is added to
Order Item Notes Right-click on order item and select Add Note Directly under the item the note is added to
Price List Item Notes Main Menu -> Price Lists -> Price List Item -> Right-click -> Add Note Directly under the item the note is added to
Resource Item Notes Main Menu -> Resources -> Right-click -> Add Note Directly under the item is added to

 

Note Security

Allow Viewing of Notes By Sensitivity

Control viewing notes with the Allow Viewing of Notes By Sensitivity access privilege. The privilege allows assigned users and/or roles to view notes up to the sensitivity limit that is configured for the user and/or role. Any users not assigned to the privilege are not able to view notes. If no users are assigned to the privilege, it is considered inactive and all users can view notes.

Sensitivity levels are currently:

1 = Public

3 = External

5 = Privileged 

7 = Internal 

9 = Confidential

9 indicates that all notes of any level can be viewed. 

Allow Editing of Notes By Sensitivity

Editing notes is controlled by the Allow Editing of Notes By Sensitivity access privilege. Users and/or roles assigned to the privilege are allowed to edit notes up to the sensitivity limit that is configured for the user and/or role. Any users not assigned to the privilege are not able to edit notes. If no users are assigned to the privilege, it is considered inactive and all users can edit notes.

Sensitivity levels are currently:

1 = Public

3 = External

5 = Privileged 

7 = Internal 

9 = Confidential

9 indicates that all notes of any level can be viewed. 

Allow Delete of Notes By Sensitivity

Deleting notes is controlled by the Allow Deleting of Notes By Sensitivity access privilege. Users and/or roles assigned to the privilege are allowed to delete notes up to the sensitivity limit that is configured for the user and/or role. Any users not assigned to the privilege are not able to delete notes. If no users are assigned to the privilege, it is considered inactive and all users can delete notes.

Sensitivity levels are currently:

1 = Public

3 = External

5 = Privileged 

7 = Internal 

9 = Confidential

9 indicates that all notes of any level can be viewed. 

Related articles

Comments

20 comments

Date Votes
  • Permanently deleted user

    Is there anyway to set the default Note Sensitivity to something other than Public?

    0 upvotes

  • Maggie U.

    Hi Jerry,

    The Note Sensitivity is determined by the Note Class that is selected for the note. You can change the sensitivity for a particular note class using the Note Classes screen. If no note class is selected when adding a new note, then the sensitivity will default to Public.

    Thanks,
    Maggie

    0 upvotes

  • Permanently deleted user

    Thanks Maggie,
    We have a number of Note Classes set up with the relevant sensitivity so that's not too much of an issue. We're concerned about the standard Notes that can be added without picking a Class. If not possible to change the default sensitivity for non-Class notes, is it possible to have a system wide default note class?
    Cheers
    Jerry

    0 upvotes

  • Maggie U.

    Hi Jerry,

    There is not the ability to set a system-wide default note class. If this is something you would like considered for a future release, please submit an enhancement request to helpdesk@ungerboeck.com.

    Thanks,
    Maggie

    0 upvotes

  • Kay Yamamoto
    • Edited

    Are there any ways we can control function notes' order when we generate a report?

    0 upvotes

  • Mark Fingerhut

    Kay - is there a specific report you are wondering about? We can let you know if that might be possible on that report. Thanks.

    Mark F

    0 upvotes

  • Kay Yamamoto
    • Edited

    Hi Mark,

    When we generate function confirmation, it seems the order is random. I was wondering if there is a way to organize its order.

    In the Notes tab, the order is like this screenshot below:

     

    I was wondering if there is a way to sort the order before generating Function Confirmation.

     

    0 upvotes

  • Mark Fingerhut

    Kay - it would probably be best to have someone reach out to you to take a closer look at what you are running into. Can I have someone contact you to set up a short call? Thanks.

    Mark F

    0 upvotes

  • Kay Yamamoto

    Hi Mark - That would be great!

    0 upvotes

  • Sean Tame

    I just attempted to add a Custom Text field to the Add Note window.  I wanted to give a specific user role a specific instruction on how to format the notes they will be adding but I am disappointed to find that we cannot add custom fields nor set field restrictions on the Notes window.

    Is there a reason this is missing from this window?  Will these features be available on all windows eventually?

    Thanks.

    0 upvotes

  • Maggie U.

    Hi Sean,

    This has been addressed in v20.92 DX2.

    Thanks,
    Maggie

    0 upvotes

  • Sean Tame

    Great,

    Thanks Maggie.

    0 upvotes

  • Kris Corrigan

    Hi 

    When adding a note to a function is there an option to auto save?

    We have a user who had lost information due to the notes not saving due to the 'Information has changed....' message.

    No one else was in this event at the time and left the user very frustrated.

    Thanks

    Kris

    1 upvotes

  • Elisabeth Bollmann

    Is this a bug?

    I added a note on his travel preference to a contact. After saving the note it was not visible within the Note section of the contact, only when expanding the Note section, but then the heading details the note to belong to an order, not to the contact. That also means that this note is only accessible and visible if I open the contact through order registrants of the same event or when I'm looking at this specific order.

    Additionally when adding a note to a contact in "Contact-Event Sales", it does not display when accessing the contact from an event.

    I would expect the note that I added to a contact to be saved with the contact, not with the order, regardless from which screen I opened the contact. 

    Thanks, Elisabeth 

    0 upvotes

  • Kim Boettcher

    Hi Elisabeth,

    Can you please clarify? How are you adding the note to a contact? Is this being done through public registration? Or is it done on a backoffice window (if so, which window)?

    Thanks,

    Kim

    0 upvotes

  • Elisabeth Bollmann

    Hi Kim,

    sure, I'm in the backoffice in an event in the Tab "Order Registrants", then I click on Edit Account (1859) for one of the Registrants. There I click on Add (117) > Add Note (1686). The next window that opens says "Add Note | Order XXXXX" instead of "Add Note | Account XYZ" as I would expect.

    Does this help?

    Thanks, Elisabeth 

    0 upvotes

  • Kim Boettcher

    Thanks, Elizabeth. I was able to recreate this and confirm that it is a bug. The note should have been added to the contact, instead of the order. We will be taking steps to resolve this issue.

    In the meantime, it does behave as expected using a similar workflow from the Event Registrants grid.

    Hope this helps!

    Kim

    0 upvotes

  • Missy Ivan

    Did you know that the space of the function does not show on the notes screen?  Why is this?  This is a fundamental flaw IMO .  I have raised this with support and have been advised to request this as a product enhancement. (really....) Anyway here it is... could you please put this on the roadmap for the next version please.  

    0 upvotes

  • Elsa Österberg

    How many characters is the limit for notes?

    0 upvotes

  • Sam Wilson

    Hello Elisa,

    Notes are a very robust tool supporting simple text or HTML formatting for more advanced uses. Technically they are limited to 2 GB (including HTML formatting code).

    Notes can handle a lot of different content (e.g., images, tables, links, etc.), but are not designed for copy/paste of email messages. When using them for reporting purposes, you should avoid notes with potential multi-page outputs.

    Regards,

    Sam

    0 upvotes

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