To create a new system wide note

The body text for each new system wide note can be composed using the Cx Editor - a powerful and intuitive feature, containing all the functionality required to define the content of the memo. The layout and font emphasis can be steered using common tools grouped together in the formatting ribbon, such as character styling, paragraph design, and text alignment. Whilst the end user has the potential to create and store a variety of notes against each supported entity, the Menu > Notes option - the common launch point for all system wide notes - will only be accessible for those entities included in one or more defined deployment rules; the end user must also be linked to a valid role membership. As the generation process is consistent irrespective of touch point, this topic uses the example of a Repair Request to describe the system wide notes functionality.

The procedure to create a new system wide note is as follows:

1. Using the Advanced search spy-glass (), select Repair Request as the Search for and Search by category, and enter the Reference as the search criteria 1.
2. With the Results tab in current focus, double-click on the row containing the exact record match, or return to the Criteria tab and refine the search filters. The Repair Request window is displayed.
3. Navigate to Menu > Notes 2. The Notes window is displayed.
4. Click on New Note 3. The Note window is displayed, ready to capture the details of the memo.
5. Using the Note type drop-down field, select the applicable note classification from the filtered list e.g. Sensitive, General, Complaint, etc. 4.
6. Enter the body text of the memo into the field provided, applying the desired font, character sizing, and emphasis (bold, italicised, underlined), as required 5. This requisite step mirrors that covered separately in the topic Understanding the communication template editor.
7. Click Save. A summary of the new memo is displayed in the Notes grid; the Created By and Created Date fields are also automatically populated with the name of the end user creating the entry and current system date respectively.

Note

1 Additional search criteria may need to be employed (e.g. created date range, priority, status) to ensure that the correct repair request is returned; an alternative Search by category of, say, Asset, Contact, Contact Group, or Work Order may be selected to extend the available search fields.

2 This option is only accessible in circumstances where the entity is included in one or more deployment rules; the end user must also be linked to a valid role membership.

3 Where the overarching notes deployment rule grants only 'View' permissions to the end user, this option will be hidden from view; they will also be prevented from amending such notes in any way.

4 Only custom classifications mapped to a note deployment rule that comprises the entity in current focus will be available for selection.

5 Any embedded hyperlink references will only be permitted if the domain name has been added to the official whitelist, maintained through the system parameter Approved URL List.

See related topics...

Notes management overview

To define a deployment rule for system wide notes

Understanding the communication template editor