Automatic Notes for Events

You can configure the system to create an automatic note on an event when the:

  • Event status changes. The automatic note includes the status information and the user who changed the status.
  • Event is cancelled. The automatic note includes the user who cancelled the event. If any follow up activities are created by the note, they are not cancelled or closed.
  • Event is created. The automatic note includes the event status and the user who created the event.
  • Event is moved. The automatic note includes the date and times of the move and the user who moved the event.

To configure the automatic notes, you need to create the note class and then set the note class for the automatic note.

Create the Note Class

  1. Click the Note Classes link from the Main Menu. The Note Classes screen opens.
  2. Click the Add button. The Add Note Class screen opens.
  3. Enter the following information:
    • Description - Description for the note class. Defaults into the Title field when adding a new note.
    • Code - Unique alphanumeric code.
    • Automatic Use Only - If checked, the note class is used for system generated notes and not available for selection in the Note Class drop-down.
    • Reminder - Not applicable to automatic notes.
    • Prompt - Not applicable to automatic notes.
    • Retire - If checked, the note class is not available in the Note Class drop-down.
    • Default Font Size - Not applicable to automatic notes.
    • Default Font Family - Not applicable to automatic notes.
    • Recipient List - List of users to receive an activity after adding the new note with the note class.
    • Sensitivity - Default sensitivity for notes with the note class.
    • Category - Category for notes with the note class.
  4. Select the Advanced tab.
  5. Check the Use for Events check box.
  6. Click OK.

Create a note class for each automatic note you want to create (Event Status Change, Event Cancellation, Event Creation and/or Event Move).

Set the Note Class for the Automatic Note

  1. Click the Event Management link from the Main Menu. The Event Management screen opens.
  2. Select the General tab.
  3. Expand the Note Classes For Automatic Notes section.
  4. Select the note class for each applicable automatic note.
  5. Click OK.

To disable automatic notes, remove the note class from the drop-down for the applicable automatic note.

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Comments

3 comments

Date Votes
  • Tony Costantino (DeBartolo Performing Arts Center)

    Random question: Is there an easy, self-service way to make the system generated text a little more user friendly?

    0 upvotes

  • Barbara Key

    Hi Tony,

    The note classes for the automatic notes are dictionary phrases so in theory they could be edited. However, I don't seem to be able to get them to be used. I am discussing with development at the moment and will let you know more once we have determined if this can be changed. 

    Thanks!

    0 upvotes

  • Barbara Key

    Hi,

    We double checked and the values for the automatic notes are hardcoded. So while SOME parts of the phrases might be in the dictionary you cannot remove the hardcoded values and it wouldn't end up being more user friendly. I would recommend not editing those. 

    Thanks, 

    0 upvotes

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