In order to control the range of notes that are applicable to different areas of the system, an end user can configure a series of inter-related deployment rules, capturing the scope and purpose (in the form of a unique description), the subset of applicable category classifications (types), the core functional components (entities), and the role memberships that will determine those system users permitted to add, edit, delete, and view notes.
The procedure to define a deployment rule for system wide notes is as follows:
- Navigate to Quick Menu > System > Configuration > Note Rule Configuration. The Note Rule Configuration window is displayed.
- Click on New Note Rule
1. All fields are activated ready for data entry.
- Enter a Description for the note deployment rule into the field provided, confirming its scope and purpose 2.
- Using the Companies drop-down field, multi-select all companies relevant to the operating boundaries of this note deployment rule, or choose the All option, as required
1.
- Activate the All note types tick box to assign all parameter values to this definition, or multi-select a subset using the adjacent drop-down field (e.g. Sensitive, General, Complaint, etc.), as required.
- Activate the All entities tick box to assign all parameter values to this definition, or multi-select a subset using the adjacent drop-down field (e.g. Allocation Application, ASB Case, Asset, Contact Group, Repair Request, etc.).
- Activate the All view roles tick box to ascribe all available roles with 'view' permissions for notes aligned to this definition, or multi-select a subset using the adjacent drop-down field (e.g. Administrator, Housing Manager, Performance Manager, etc.).
- Activate the All edit roles tick box to ascribe all available roles with 'edit' permissions for notes aligned to this definition, or multi-select a subset using the adjacent drop-down field.
- Activate the All new roles tick box to ascribe all available roles with 'create' permissions for notes aligned to this definition, or multi-select a subset using the adjacent drop-down field.
- Activate the All delete roles tick box to ascribe all available roles with 'record deletion' permissions for notes aligned to this definition, or multi-select a subset using the adjacent drop-down field.
- Choose an Effective from date for this note deployment rule i.e. the date on which it came into effect 3.
- Choose an Effective to date if the note deployment rule is to be reviewed on a specific date or to capture a change of circumstances; a blank field means the definition will be continually valid.
- Click on Save 4. The new note deployment rule is displayed in the alphabetical list.
Tip
1 Where only a small number of parameter values are not required, activate the All tick box first and then deselect individual items from the full list, as appropriate; the All tick box will be automatically removed once an item is deselected.
Note
1 Upon first access, all fields are automatically activated ready for data entry; hence the New Note Rule button is inactive.
2 System validation rules ensure that the description entered for each new note deployment rule is unique for the effective period.
3 The Effective from date defaults to the current system date and cannot be left blank.
4 To amend the details of an existing note deployment rule, select an entry from the alphabetical list, or type its name into the Search for Note Rule field, and repeat steps 3 through 13. By default the list is filtered to show Current deployment rules. An alternative filter can be applied using the Select view drop-down field: Expired, Future or All combinations.
See related topics...
Notes management overview
To create a new system wide note
