Growth Module - Notes Engine

The Notes Engine facilitates to setup different types of predefined Notes Categories for the user. Each Notes Category includes the form template(s) (already defined in the Customise Forms) that can be set as In Built Form or External Form. You can View/ Manage Access Permissions for the available Notes Categories as Public, Protected, Private, and Custom .

The Case Notes with notes are recorded against the selected Notes Category for the clients. In the Case Notes:

• The staff/members can add/edit/view/comment on the Notes as per the access permissions provided

• The staff can filter the Case Notes based on Date, Member, Staff, Category, and Shift. The members can filter notes by providing a specific date range

• Members can submit Notes via the Member App and staff can also mandate notes for timesheet submission for the member(s)

Click here to refer to the Customisable Form document.

How to Access Notes Engine?

To access Notes Engine:

• Click Masters → Main Masters → Notes Engine and the Notes Engine page opens

Notify To

In the Notify To, the user can search and select the staff names with their Email Ids. To activate the staff name, type at least three characters.

The selected staff will receive notifications when the notes or comments are added or edited for the selected Notes Category. The staff will receive an email notification for the new notes/ comments added as shown in the figure below. On clicking View Note, the note/comment will open. 

The staff will also receive an email notification for the updated notes/comments added as shown in the figure below. On clicking View Note, an update on the note/comment will open.

Manage Access

The Manage Access helps to set the access permissions for the creator, staff, member, and client for the Notes Category. To set the access permission for the Notes Category :

• In the Add New Notes Category, click icon in the Access field, and the Manage Access pop-up window opens

• By default, Public access is selected and you can set the access permission to Public, Private, Protected, or Custom

• Based on the selected access permission, click Continue, and the Manage Permission pop-up window opens

• View/ Manage Access Permission for Staff/ Member/ Client and click Save

• The message shows ‘Are you sure you want to grant permission?’, click Yes and the access permission is granted successfully for this Notes Category

Public

By default, Public access is selected for the Add New Notes Category. This indicates that this Notes Category is accessible to everyone i.e. Creator, Staff, Member (in Member App), and Client (in Client Portal).

On clicking Continue, the Manage Permission pop-up window opens.

Field Name	Description
Access Parameter	Grant permissions for this Notes Category to all the users. The Access Parameter value is shown as ‘All’.
Users	Shows the Users having access to this Notes Category.
Type	Shows the access value as Public.
Notes Category	Category name of the note.
Staff Access → This access is defined for the staff of this Notes Category
Add	Permits all the staff to add new notes and this checkbox is selected by default. This indicates that all the staff can add a new note for this Note Category.
View	Permits all the staff to view notes and this checkbox is selected by default. This indicates that all the staff can view notes for this Note Category.
Edit	Permits all the staff to edit notes after submission and this checkbox is selected by default. This indicates that all the staff can edit notes for this Note Category.
Own Edit	Permits to edit notes created by the staff after submission and this checkbox is unselected by default and this indicates that the user cannot edit his notes. To edit notes user has to grant permission by selecting the Own Edit checkbox. The user can either select Edit or Own Edit checkbox.
Delete	Permits all the staff to delete notes and this checkbox is selected by default. This indicates that all the staff can delete notes for this Note Category.
Own Delete	Permits to delete notes created by the staff and this checkbox is unselected by default and this indicates that the user cannot delete his notes. The user can either select Delete or Own Delete checkbox.
Comment	Permits all the staff to comment on the notes and this checkbox is selected by default. This indicates that all the staff can comment on the notes for this Note Category.
Member Access → This access is defined for all the members of this Notes Category
Add	Permits all the members to add new notes and this checkbox is selected by default. This indicates that all the members can add a new note for this Note Category.
View	Permits all the members to view notes and this checkbox is selected by default. This indicates that all the members can view notes for this Note Category.
Own Edit	Permits to edit notes created by the member after submission and this checkbox is unselected by default and this indicates that the user cannot edit his notes. To edit notes, the user has to grant permission by selecting the Own Edit checkbox.
Own Delete	Permits to delete notes created by the member after submission and this checkbox is unselected by default and this indicates that the user cannot delete his notes. To delete notes, the user has to grant permission by selecting the Own Delete checkbox.
Comment	Permits all the members to comment on the notes and this checkbox is selected by default. This indicates all members can comment on the notes for this Note Category.
Client Access → This access is defined for all the clients of this Notes Category
Add	Permits all the clients to add new notes and this checkbox is selected by default. This indicates that all the clients can add a new note for this Note Category.
View	Permits all the clients to view notes and this checkbox is selected by default. This indicates that all the clients can view notes that are added against them by members/ staff for this Note Category.
Own Edit	Permits to edit notes created by the client after submission and this checkbox is unselected by default and this indicates that the user cannot edit his notes. To edit notes, the user has to grant permission by selecting the Own Edit checkbox.
Own Delete	Permits to delete notes created by the client and this checkbox is unselected by default and this indicates that the user cannot delete his notes. To delete notes, the user has to grant permission by selecting the Own Delete checkbox.
Comment	Permits all the clients to comment on the notes and this checkbox is selected by default that indicates all clients can comment on the notes for this Note Category.

Private

The Private access indicates that this Notes Category is accessible to the Creator along with the Staff Email Ids added. Users need to select the name along with the email id to provide access to the selected Notes Category.

Once the required Staff is added, click Continue, Manage Permission pop-up window opens.

Field Name	Description
Access Parameter	Grant permissions for this Notes Category to the Creator and Staff added. The Access Parameter values are shown as names and email ids of the Staff.
Users	Shows the Users having access to the Notes Category.
Type	Shows the access value as Private.
Notes Category	Category name of the note.
Staff Access → This access is defined for selected staff of this Notes Category
Add	Permits the selected staff to add new notes and this checkbox is selected by default. This indicates that the selected staff can add a new note for this Note Category.
View	Permits the selected staff to view notes and this checkbox is selected by default. This indicates that the selected staff can view notes for this Note Category.
Edit	Permits the selected staff to edit notes after submission and this checkbox is selected by default. This indicates that the selected staff can edit notes for this Note Category.
Own Edit	Permits to edit notes created by the staff after submission and this checkbox is unselected by default and this indicates that the user cannot edit the notes. To edit notes user has to grant permission by selecting the Own Edit checkbox. The user can either select Edit or Own Edit checkbox.
Delete	Permits the selected staff to delete notes and this checkbox is selected by default. This indicates that the selected staff can delete notes for this Note Category.
Own Delete	Permits to delete notes created by the selected staff and this checkbox is unselected by default and this indicates that the user cannot delete his notes. The user can either select Delete or Own Delete checkbox.
Comment	Permits the selected staff to comment on the notes and this checkbox is selected by default. This indicates that the selected staff can comment on the notes for this Note Category.
Member Access → Member Access to Add, View, Own Edit, Own Delete, and Comment is disabled for all users.
Client Access → Client Access to Add, View, Own Edit, Own Delete, and Comment is disabled for all users.

Protected

The Protected access includes All and Role options. By default, the All option is selected.

• All - indicates that this Notes Category is accessible to the Creator and Staff

• Role - indicates that this Notes Category is accessible to the Creator and Staff who belong to the selected Role(s)

Once the All or Role option is selected, click Continue and the Manage Permission pop-up window opens.

View/ Manage Access Permissions

In the Notes Engine page, you can View/ Manage Access Permissions for all the available Notes Categories in case you have access permission for the Notes Engine Masters.

In the Notes Engine landing page, click the View/Manage Access Permissions to manage the access permission (Add, View, Edit, Delete to Comment) for all the available Notes Engine and click Save.

Update Case Notes Category

To update the existing Case Notes Category:

• Click the edit icon as shown in the figure below and click Update Case Notes Category and the Update Notes Category pop-up window opens
  
  

• Edit all the required details
• Before updating, you can preview the Notes Category by clicking Preview
• Click Update

Case Notes

The Case Notes display the notes recorded against the Notes Category that are organised month-wise for each year. Each month/year shows the number of available case notes .

You can Add New Case Note, Filter Notes (based on Date, Member, Staff, Category, and Shift), Send Mail, Export data to Excel, and view/edit the Settings. You can also edit/delete existing Case Notes, View/Edit Forms, Export notes to PDF, and add Comments to the notes.

Each Note shows the details of the Category, Related To, Event Date, Access, Status, Note Title, Description, and Last Activity By.

Add New Case Note

To add a New Case Note:

• Click Add New Case Note

• The Add New Case Note pop-up screen opens. Provide all the required details

• Click Save. The newly added Case Note is reflected in the Case Notes page

Field Name	Description
Note Category	Shows the available Note Category in the drop down. The Note Category are fetched from the Notes Engine Masters.
Event Date & Time	Date and Time of the Event. Pick the Date and time from the calendar picker.
Upload File(s)	Select files to be uploaded related to this Case Note. You can also upload multiple files at a time. Note: The file type should be in .jpeg, .jpg, .png, .doc, .docx, .pdf, .xls, and .xlsx format only with a maximum size of 5 MB.
Access	Sets Access permissions for the Case Note. The available access level permissions are Public, Private, Protected, and Custom. For details, click here. Note: In case the Category level access is set as Public, the user will be able to set the different access for staff/member/client at the Case Note level.
Status	The Status of the Case Note can be Active or Inactive.
Related To	The Case Notes can be associated with Delivery, Member, or Professional. The note will be visible for the selected Related To values whether associated with the Delivery, Member, or Professional. Select the Notes Related to Delivery, Member, or Professional and type-in three characters of the name to activate the user name list. For details click here.
Notify to "Related To" member(s) in Member App	Select the checkbox to send the notification to the selected “Related To” member(s) in the Member App.
Note Title	Title of the Case Note.
Note Description	Description of the Case Note. Use the formatting menu to edit text formatting that helps to create an effective and appealing Notes Description.

Related To

The New Case Notes can be associated with Delivery, Member, or Professional.

To set Related To in the Add New Case Notes:

• Click the sign (as shown in the figure above) and the Related To pop-up window opens

• Select Notes Related To as Delivery, Member, or Professional

• Type in three characters of the name to activate the user name list and select the required name

• Click Save. Now, this note will be visible for the selected Related To values whether associated with the Delivery, Member, or Professional

Edit Case Notes

You can edit the existing Case Notes. To edit the existing Case Notes:

• Select the Case Notes and click three dots at the top-right corner of the page as shown in the figure below

• The Actions slider window opens, click Edit Note and the Edit Case Notes pop-up window opens

• Edit all the required details in the existing Case Notes

• Click Update

Delete Case Notes

You can delete the existing Case Notes. To delete the existing Case Note:

• Select the Case Note and click three dots at the top-right corner of the page as shown in the figure above

• The Actions slider window opens, now click the Delete Note

• A confirmation message is displayed 'Are you sure you want to delete the Case Note?”. Click Yes and the selected Case Note is deleted successfully

Export to PDF

You can export the existing Case Notes into a PDF file. To export the existing Case Note into a PDF file:

• Select the Case Note and click three dots at the top-right corner of the page

• The Actions slider window opens, now click the Export to PDF and the PDF file of the selected Case Note is generated

Filters

The Filters are used to retrieve specific Case Notes based on the filter criteria provided. You can Filter the Case Notes based on Date, Member, Staff, Category, and Shift.

Filter by Date

To set the Filter by Date for the Case Notes:

• Click Filter by Date as shown in the figure above

• The Filter by Date pop-up window opens

• Select Filter as per - Notes Creation Date or Notes Event Date:

  • Notes Creation Date - allows to search the notes between the specific period based on when the Case Notes were created/updated

  • Notes Event Date - allows to search the notes between the specific period based on Notes Event Date

• Click the calendar icon to pick the From Date and To Date

• Click Apply and the Case Notes are shown between the selected period

  

Filter by Member 

To set the Filter by Member for the Case Notes:

• • Click Filter by Member as shown in the figure above

  • The Search for notes added by Member pop-up window opens

  • Provide the member name or email id to search the Case Notes for the selected member You can select multiple members' names/email ids also

• Click Apply and the Case Notes are shown for the selected members

Filter by Staff

To set Filter by Staff for the Case Notes:

• • Click Filter by Staff as shown in the figure above

  • The Search for notes added by Staff pop-up window opens

  • Provide the staff name or email id to search the Case Notes for the selected staff. You can select multiple staff names/email ids also

• Click Apply and the Case Notes are shown for the selected staff

Filter by Category

The Filter by Category shows the list of all the available categories for which the Case Notes are added for the selected client. To set the Filter by Category for the Case Notes:

• Click Filter by Category as shown in the figure above
• The Search for notes on basis of Category pop-up window opens
• Click the required Category and the selected Category is highlighted in green color with a tick mark
• Click Apply and the Case Notes are shown based on the selected categories

Filter by Shift

The Filter by Shift shows the search notes as per category notes added in the shift for the selected client and will show the list of shifts for which category notes are added for the client. To set Filter by Shift for the Case Notes:

• Click Filter by Shift as shown in the figure above
• The Filter by Shift pop-up window opens
• Click the available Shift Details check box(es) or provide search data in the search box for the available Shift Details and click the required Shift Details check box(es)
• Click Apply and the Case Notes are shown based on the selected Shift Details

Send Email

The user can Send Emails to the specified users. Click the Send Email from the home page of Case Notes and the user can share the downloaded Case Notes with the specified users. The Email notification is shared with the users individually to maintain privacy.

You can select the predefined Email Template defined in the Masters. In case the Create Log checkbox is selected in the Email Sent screen, the Contact Log is created in the system and the Reason of Contact should be selected as 'Notes'.

Export to Excel

The Export to Excel feature exports all the default Notes detail columns to the .csv file.

To export the existing Case Notes details into a .csv file:

• Click Export to Excel as shown in the figure below

• The Case Notes.csv file is downloaded into your system

The downloaded .csv file includes all the details of the existing Case Notes (i.e. Category, Related To, Event Date, Access, Status, Note Title, Description, Created By, Created On, Last Activity By, and Last Activity On).

Settings

The Settings show the Notes Engine and Mandate notes for timesheet submission options.

The Note Engine facilitates to open Notes Engine Masters in a new tab of the browser.

In the Mandate notes for timesheet submission, search and select the Note Categories and click Save. For the selected Notes Categories, submitting the note is mandatory for the member(s) during the timesheet submission for the client.

Member App - Case Notes

The Case Notes in the Member App are visible on the basis of access permissions provided in the Masters for the members. The Members can view, comment, and add notes on the basis of the access permissions provided for the specified Case Notes .

Members can add Notes in the Member App:

1. To Add Client Specific Notes - accessible from the left navigation panel of the Member App (Only if currently booked for a shift)

2. To Add Notes directly on/for Shift(s) - From My Shifts section and Shift History section (on the timesheet)

Client Notes

In the Client Notes, the member can add notes directly for the client. Tap on the client name to open the active Notes Category on the basis of access permission provided by the staff in Masters. The member can add/view/comment on notes for the selected Notes Category.

Access Client Notes

To open the Client Notes, open the left navigation panel of the Member App, and click Launch Client Notes as shown in the figure below.

The Select Client screen shows all the client names for which the member has access permissions. The member can select the Client Name or search Client Name to add notes for the selected Notes Category.

Notes

Each Client has the Notes Categories defined with the Notes added by the staff/member/other members .

The notification bell icon is visible on the top-right corner of the screen as shown in the figure below. The bell icon blinks for the new notifications in case:

Case 1: The staff adds the Notes for any category, selects the Notes Related To drop-down as Member, and adds the member’s name, the member will get the notification

Case 2: The staff adds the Note for the Shift, the active member on shift will get the notification

Case 3: The staff has added the Note for the Broadcast Shift, all the members of the Broadcast Shift will receive the notification

Tap the Notification bell icon and the Notification pop-up opens and shows the details of the new Notifications. Click to open the notification and the related Notes of the specific Notes Category open. If the member has access permissions, the member can also provide a Comment for the Note.

Click Clear to clear all the received Notifications.

Select the required Notes Category from the available list to add/view/edit/delete Notes and the selected Notes Category with all the available Notes are displayed. Each Note displays:

• Name of the member or staff who added/edited notes with date & time stamp

• Category - Name of the Category

• Event Date - Date and Time of the Event

• Title - Title of the Note

• Description - Detailed Description of the Note

• View More - Click to view the Note in detail

Add New Note

To add a New Note:

• Click the icon as shown in the figure above and the Add Note screen opens
• Provide all the required details
• Click Save. The newly added Note is reflected in the Notes screen  

Field Name	Description
Note Category	Shows the name of the Note Category.
Event Date and Time	Date and Time of the Event. Pick the date and time from the calendar picker.
Upload Files	Select files to be uploaded related to this Note. You can also upload multiple files at a time.  Note: The file type should be in .jpeg, .jpg, .png, .doc, .docx, .pdf, .xls, and .xlsx format only with a maximum size of 5 MB.
Note Title	Title of the Case Note.
Notes	Description of the Case Note. Use the formatting menu to edit text formatting that helps to create an effective and appealing Notes description.

In case the External Forms are linked with this Notes Category, a confirmation message ‘Please fill the below forms linked with the Note’ is shown on clicking the Save. To fill all the linked Forms together, click Continue to Fill Form(s) or else click Exit, to fill the Forms later.

On clicking the Continue to Fill Form(s), all the linked Forms open. Now, fill in all the linked Forms and click Submit All Form(s).

On clicking Submit All Form(s), a confirmation message ‘You cannot update the form(s) once you Submit it. Are you sure you want to proceed?’. Click Yes and the Forms are submitted successfully.

Edit Note

You can edit the existing Notes. To edit the existing Notes:

• Click three dots at the bottom-right corner of the Note as shown in the figure below

• Click Edit

• Edit all the required details in the existing Note

• Click Update

Delete Notes

You can delete the existing Notes. To delete the existing Note:

• Select the Note and click three dots at the top-right corner of the page as shown in the figure above

• Click Delete

• A confirmation message is displayed 'Are you sure you want to delete the note?”. Click Yes and the selected Note is deleted successfully

Attach Document(s)

The Attach Document shows the total number of documents attached beside the attach icon as shown in the figure below.

You can view and download the attached document(s) of the Note. To download the attachment(s), click the download icon shown in the figure below.

You can Add more Document(s) from the Attach Document(s) pop-up. Click icon and add the required document(s).

External Forms

The Forms include the list of External Forms of the Note for the selected Notes Category. In the Form:

• The green tick icon implies that the form is completed and submitted by the user

• Click the Form icon and the list of available Form(s) is displayed. You can edit and download the existing form(s) by clicking the edit/ download icon respectively

Comments

The staff, member (self), or other members can provide comments for a particular Note. For any existing comments on the Note, the total number of comments is displayed beside the Comment icon as shown in the figure below.

Add Comment

To add a comment for a Note:

• Click the Comment icon as shown in the figure above

• The Comment screen opens that displays the existing comments added (if any) by the member with the date and time stamp

• Now, provide your comment at the bottom of the screen. Click Send

• The latest comment provided is displayed at the top of the screen with the name and date & time. Initially, the first ten comments will be loaded, and to view the remaining comments click Load more Comments

  

• The creator of the Note or the member/staff can Edit, Copy or Delete the existing comment. To edit, copy, or delete, click the Edit, Copy, or Delete respectively as shown in the figure below

  

View More

You can view the Note in detail. To view the complete details of the Note, click View More.

On clicking the View More, the selected Note opens. You can download the Note by clicking the download icon.

Filters

The members can Apply Filter to retrieve specific Notes/Comments that facilitate to search the required details for a specific date range. To Apply Filter:

• Click the Filter icon as shown in the figure below and the Apply Filter pop-up opens
• Provide the date range by picking the date from the Calendar picker
• Click Load Notes/Load Comments
• To clear the applied filters, click the red cross on the filter icon and view all notes in the selected category

Shift Notes

Case Notes are also accessible from the My Shift and Shift History section of the Members App. In the Shift Notes, members can add notes directly on the shifts (shift status is timesheet submitted). Members will be able to add notes, edit notes, comment, and view notes on the basis of access permission (Public and Custom access) provided by staff in Masters. Members can add notes:

1. Directly on Shifts - From My Shift and Shift History (on timesheet)

2. Directly on Client (stand-alone) - From Shift History stand-alone (directly on the client)

In case the Shift is completed, the member can access Shift Notes from Shift History later

Access Shift Notes

Tap on the Shift Notes in the My Shift or Shift History and it will open the Shift Notes screen as shown in the figure below.

Shift Notes

The Notes in the Shift Notes are added/edited similarly as explained in the Client Notes. In the Shift Notes, the Notes screen shows the Note Added for details that include the shift details.

Shift Notes - Access Permissions

For the members, only Public and Custom access permissions are applied. In case a member is able to view the Case Notes feature from My Shifts or Shift History that indicates the member has access permissions to View Notes, Add Comment, Add Note, and Edit Note for the selected shift of the client .

Member has to select the Notes Category to add/edit/view/comment on the Notes and can view Notes added by staff or other members on the basis of access permission set in the Masters (for Public or Custom category).

For details about Public and Custom access permission, click here. 

Mandatory Shift Notes for Timesheet Submission

When the staff selects the Notes Categories for the ‘Mandate notes for timesheet submission’ in the Settings of Case Notes in the staff portal. For the selected Notes Categories, submitting the Shift Notes is mandatory for the member(s) during the timesheet submission.

To submit the timesheet successfully, members need to submit the Shift Notes. To submit the Shift Notes:

• Click here to submit link on the Timesheet screen as shown in the figure below

• Click the Notes Category to add Notes showing the status as Pending

In case the member proceeds with the timesheet submission without submitting the mandatory Shift Notes, a submission alert appears as shown in the figure below.

Once the member submits the mandatory Shift Notes:

1. The member can edit/view the Shift Notes

2. The status of the Shift Notes for the Notes Category is shown as Completed

   

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◀️ X9.0 Version Release Notes