How to use the Note Tab?
What is the Note Tab?
The Notes tab is a place where detailed notes can be kept in a case. This tab offers the best option to store notes from conversations, meetings, theories, specific questions about the case, and any other situation a large free form field might be required.
One of the most important benefits of the structure of the notes area, is that it automatically records when notes were created or modified and by which user. The more complex a case is, the more specific notes are required, and in this module the information is protected by different layers of security.
The users can add an unlimited number of notes to this area.
How to add a Note?
It is important to add the Note type when adding a note so the user can implement the security to that specific note. The Note text can be formatted with tables, lists, highlight important information, bold, and so much more!
Users can add and edit a note by either selecting the Add/Edit button or using the right click menu.
Below are the available fields when adding a Note.
| Field | Description |
|---|---|
| Note Date | Adds the date and time that the note was created |
| Note Type | Indicates the type of Note. This plays a part in the security and can change who has access to the note |
| Note Sub Type | Indicates the Note Sub Type. Depending on the Note Sub Type configurations, emails may be automatically sent. |
| Note Text | Free text a note. This space is virtually unlimited |
| Note Information | This is a small information field that accepts up to 40 characters to add any simple information that should be associated with the Note |
| Hours | Indicates the amount of time associated with the Note. For example, if a user does a Jail visit, they can write their Notes and add the amount of time they spent at the Jail in this field |
| Relationship | Users can add a relationship that is associated to the note |
How to view the note?
The Note can be viewed in the grid, but the best view of the note is using the Preview on the Detail section of the screen.
The Detail section contains the preview, the details, and the Email log of the Note.
The Preview section will allow the users to see the note as it is formatted including the highlighting, tables, and any other format used when creating the note. The grid will only show the text from the note without the format; the text is used to sort and help users find notes by having the ability to search for the text through the grid.
What Options are available with Notes?
The Note tab allows users to add notes to a case and set the security to decide which note type can be accessed by users.
In the note tab users are able to:
- Email a note
- Bookmark a note
- Copy notes to other cases
- Export notes to Excel
How to Email a Note?
To email a note, Select the note > Right click menu > Email a Note
The user will need to add a recipient and choose an email template.
Recipients can be a relationship in the case, another individual that has a Directory, or even an individual that does not have a Directory in STAC.
The email templates that are displayed in the drop down come from the Email/message Templates code table with a category=Note
The Email Log is located in the Detail section on the right of user's screens, this is where users can view what email was emailed, who sent the email, and who received the email.
How to Bookmark a Note?
To bookmark a Note, it is as simple as selecting the Star icon in front of the Note and adding the required bookmark information.
How to Copy a note to another case?
Users have the ability to Copy Notes from one case to another. To copy a note to another case, Select the note(s) > Right click menu > Copy Notes or drag and drop
Users have the ability to copy a single note, or they can enable the multi-select and copy all of the notes from one case to another case.
Users can only copy notes to one case at a time; there is not a way to send notes to multiple cases at one time.Once the Option Copy Note is selected, STAC will take users to another screen where users can search for the case that will receive the copied note(s).
How to format a Note?
On the top of the text are there is an action bar for users to be able to Bold, Italic, Underline, cross out, align the text, add bullet points, and numbered points, create table, choose the font color, and highlight the text.
This allows users to format and make long notes more organized and easier to find important information at a glance.
When highlighting text in note. If the user needs to remove the highlight from a text, they should select the text > Select the highlight option > Choose the white box with the crossed out circle icon to remove the highlight from the text.
This allows users to format and make long notes more organized and easier to find important information at a glance.
When highlighting text in note. If the user needs to remove the highlight from a text, they should select the text > Select the highlight option > Choose the white box with the crossed out circle icon to remove the highlight from the text.
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